Workforce Report AB IJB q1 2024 [Read-Only]
Argyll and Bute Council · 25 September 2024
Back to Argyll and Bute HSCP Integration Joint Board (IJB) — 25 September 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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WORKFORCE REPORT Argyll & Bute Q1 Apr – June 2024
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CONTENT •Introduction •Headcount and WTE •Workforce Profile •Establishment Gap •Equality and Diversity •Vacancies •Sickness Absence •Employee Relations •Redeployment •Mandatory Training •Appraisals 20XX 2
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INTRODUCTION The Workforce Report considers the workforce position as of 30th June 2024, providing high level information for A&B HSCP. Some sections may represent an alternative timeline and will be highlighted. The report has been developed in partnership and aims to shows the current position, trends and highlights where there have been changes and progress from previous periods as well as actions that are being taken to address some of the areas of concern. The Workforce Systems Teams proactively assesses data quality based on agreed data quality principles that are part of the data quality framework and addresses data quality issues at source to ensure that our workforce data is of high quality, reliable, and valuable to NHS Highland, and its stakeholders. Work continues on developing integrated (NHS and Council) data sets where possible. NHS Workforce dashboardsare available at Operational levels as well as Job Families and continue to be developed. Council Health of the Organisation (HOO) reports are distributed to each service lead on a quarterly basis and Absence summaries are distributed monthly. 20XX 3
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NHS HEADCOUNT AND WTE Key points: 2.46% increase of workforce in the last 12months June 2024 in post figure of 1,624 (headcount) of Substantive Staff an increase of 0.06% in the last 3 months 97% of our contracts are permanent and this has been a consistent position since December 2022 4
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NHS WORKFORCE PROFILE Key points: 829 employees (51.6% of the workforce) are over 50, of these 298 (18.4%) over 60 years and 73 (4.5%) over 65 35 (2.2%) employees are under 25 1375 (84.7%) employees are female 834 (51.4%) employees are part time 54 (3.3%) contracts are fixed term Monthly Turnover (0.89%) has increased 0.25% since May and is higher than the Board figure of 0.71%. Retirement continues to be the main reason (34.3%) for leaving across the Board. 5 0 0.5 1 1.5 2 2.5 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24 May-24 Jun-24 Monthly Turnover (%) By Division Children Families & Justice MH LD & Addiction Services Older Adults & Hospital Services Primary Care Argyll & Bute Central
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COUNCIL WORKFORCE PROFILE SAMPLE FOOTER TEXT 6 Key points: 49% of the workforce are over 50 with 5% over 65 84% of our workforce is female. 44% of our workforce are part time 5% of our workforce are temporary (36) Voluntary Turnover rate is 5% No temporary employees leaving prior to end of contract Modern apprenticeship retainment is higher than the council wide figure at 82% vs 74%
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EQUALITY AND DIVERSITY (NHS) Key points: For most protected characteristics (notable exceptions being age and gender), somewhere in the region of 40% of the information is unknown because it has not been provided. This figure has remained consistent over the last 3 years. The key action, therefore, in relation to our Equalities Duties in respect of employees, is to improve the employee equalities data we hold. Employee Self Service will assist this and allows staff to update their Equalities information. 7
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TIME TO FILL Time to fill presents a count of days between post added to the recruitment system and the start date of the candidate. The fill period is therefore reliant on timely and accurate data input. To support the progression of vacancies in the system, hiring managers can help by ensuring that they have time arranged to review applications and undertake the process of shortlisting as soon after the closing date as possible and interview dates are arranged well in advance. The council posts take an average of 110 days to fill while the NHS Argyll & Bute average is 144.6 days compared to 199 for quarter 4. This can be accounted for by a number of factors, of which, notice period is just one. Time to fill is higher in professional positions and high bands which can be attributed to longer notice periods. For comparison, the average Board time to fill is 135 days (as of June 24) so there is still work to be done to identify and remove barriers to streamline the process. Scotland wide benchmarking is also being sought and will be used for comparison when available. Council time to fill has increased this quarter, from 61days last quarter to 110 days with an increase in the numbers of vacancies advertised. At the end of June there were 21 positions that remained unfilled. Both recruitment systems have the capability of reporting at each stage of the recruitment process and Recruitment Metrics is being finalised for future reporting. This will assist in identifying the source of delays. 8 Council NHS Posts at 30/06/2024 Conditional Generic/ Cohort Interview Live Advert Redeployme nt Shortlisting Shortlisting Complete Unconditiona l Total Average Time to Fill (days) A&B HSCP 47 1 31 31 1 42 11 35 199 144.6
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HSCP CURRENT VACANCIES 9 NHS Vacancies Council Vacancies This slide provides a detailed breakdown of the vacant posts at the end of June. Information relating to re-advertising and posts vacant for a long period of time is being further developed and will be provided when available Division Job Family Number of Vacancies A&B Children Families & Justice Administrative Services 2 Allied Health Professions 6 Medical and Dental 1 Nursing and Midwifery 13 Other Therapeutic 5 Personal and Social Care 2 Total 29 A&B MH LD & Addiction Services Administrative Services 1 Allied Health Professions 5 Medical and Dental 1 Nursing and Midwifery 14 Other Therapeutic 1 Personal and Social Care 1 Total 23 A&B Older Adults & Hospital Services Administrative Services 12 Allied Health Professions 18 Healthcare Sciences 3 Medical and Dental 13 Nursing and Midwifery 59 Other Therapeutic 2 Personal and Social Care 1 Support Services 15 Total 123 A&B Primary Care Administrative Services 1 Medical and Dental 1 Nursing and Midwifery 3 Other Therapeutic 6 Total 11 Argyll & Bute Central Administrative Services 5 Allied Health Professions 1 Nursing and Midwifery 1 Personal and Social Care 3 Support Services 3 Total 13 A&B HSCP Administrative Services 21 Allied Health Professions 30 Healthcare Sciences 3 Medical and Dental 16 Nursing and Midwifery 90 Other Therapeutic 14 Personal and Social Care 7 Support Services 18 Total 199
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NHS SICKNESS ABSENCE 10 The graph presents absence rates across Argyll & Bute. The table presents the average absence based on the rates of the HSCP and a comparison against NHSH absence rate overall and the NHS Scotland national average per month. A&B is in the main consistently lower than the board wide and National average although the June 2024 figure is a fraction higher than the overall NHS Highland figure. We await national average rates for May and June 2024. bsence ates %A R Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24 May-24 Jun-24 & otalA B HSCP T .462 .481 .442 .458 .516 .556 .553 .666 .554 .527 .521 .529 .601 ighland otalNHS H T .599 .616 .708 .668 .670 .660 .650 .739 .651 .616 .594 .592 .600 cotland verageNHS S A .587 .578 .632 .594 .631 .645 .652 .699 .617 .607 .619 TBC TBC
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COUNCIL SICKNESS ABSENCE SAMPLE FOOTER TEXT 11 The graph and table below show A&B Council Sickness absence across the year Q1 has an average of 1.93 days lost per FTE which is a slight improvement on the previous quarter which had an average of 2.16.
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NHS SICKNESS ABSENCE REASONS 12 Top 20 Absence reasons presented for 12 month to 30th June 2024. Absences with an unknown cause/not specified remaining high (27.26%). Managers continue to be asked to ensure that an appropriate reason is recorded and continuously updated. System solutions and prompts are also being investigated. Manger attendance remains low on Once for Scotland courses Reports are now distributed to SLTs, via the People Partners to demonstrate attendance at the Once for Scotland courses, both online and eLearning. For committee purposes absence reason is reported at HSCP level. Heads of Services receive their own divisional information. The top 3 reasons for absence are: 1)cold, cough, flu 2)gastro-intestinal 3)Anxiety/ stress /depression /other Covid-related illness is increasing Board wide and was 5.27% of absences for A&B HSCP during the 12 months to June 2024. Top 20 Absence Reasons % for 12-months period to June 2024 0.00% 5.00% 10.00% 15.00% 20.00% 25.00% 30.00% % of Total Absences
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COUNCIL SICKNESS REASONS &RTW SAMPLE FOOTER TEXT 13 Absence Reasons Similar to previous reporting periods, Stress /Depression /Mental Health remain part of the top reasons for absence this quarter. Interestingly ‘infections’ is top in the short term category which fits in with a significant increase in Covid cases among Council employees. Return to Work Discussion (RTWD) There was a gradual decrease in the completion of the RTWD during Q1 from 57% in March to 43% in June. RTW conversations remain an extremely important part of the absence management process and there is a commitment for them to take place within 3 days of an employee’s return to work after a period of absence.
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EMPLOYEE RELATIONS Summary of activity between 1st April and 30th June 2024. Highlights comparative end of quarter totals. Bullying and Harassment cases have been increasing over the last year with a high of 14 reported in June. 14 NHS Council HSCP Council Disciplinary and Grievance cases continue to remain low. During Q1 24/25 there were 3 disciplinary cases concluded and two commenced (still ongoing). Three Grievances were completed during the period, including one collective, and one is ongoing. There is also one ongoing Appeal. 4 Mar-22 Jun-22 Sep-22 Dec-22 Mar-23 Jun-23 Sep‐23 Dec‐23 Mar‐23 Jun‐24 B&H 3 4 1 2 1 2 8 9 8 14 Disciplinary 1 4 1 2 2 2 2 1 1 2 Grievance 2 3 3 4 3 4 3 4 7 6 Capability 0 0 0 0 0 0 0 0 3 ‐ Total 6 11 5 8 6 8 13 14 19 20
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REDEPLOYMENT As of the 29th July there were 79 employees on the redeployment register (down 10 since April 30th). 32 are in A&B HCSP ( 1) 12 are in Acute Services ( 6) 10 are in Corporate Services (=) 25 are in the Highland HSCP ( 3) Nursing and Midwifery, Support Services and Administration Job Families present the larger proportion of redeployments. There are varying reasons for those employees on the redeployment register, 18 relate to fixed term contracts, 15 are in an organisational change process, and 30 relate to Pay Protection. All NHS vacancies at any stage prior to appointment are considered for redeployment as they arise. People and Culture continue to work in partnership with managers, employees and staff side colleagues to secure permanent or fixed term opportunities for staff on the redeployment register. Review of pay protection is ongoing No council employees currently on redeployment register. 15 Job Family Band 1 Band 2 Band 3 Band 4 Band 5 Band 6 Band 7 Other Total ADMINISTRATIVE SERVICES 1 5 4 2 3 15 ALLIED HEALTH PROFESSION 2 1 1 4 HEALTHCARE SCIENCES 1 1 1 3 MEDICAL AND DENTAL 1 1 NURSING/MIDWIFERY 12 4 10 2 28 OTHER THERAPEUTIC 1 1 PERSONAL AND SOCIAL CARE 3 1 1 1 6 SUPPORT SERVICES 3 11 5 2 21 Total 4 16 21 11 9 15 2 79
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MANDATORY TRAINING - NHS Mandatory Training completion rate is 69.7% overall for eLearning modules, an increase since December 2023 when 66% was reported Over the course of the year there has been focused attention on statutory mandatory training resulting in incremental improvement across all statutory mandatory training course. There remains low levels of compliance in Staying Safe Online eLearning. There is now an established Statutory Mandatory monitoring and training implementation programme, with focused attention on improvement through Chief officers and HOS. This includes a 6-month improvement plan with targets for RAG rating, which require to be met by all services in each month. 16 30.00% 40.00% 50.00% 60.00% 70.00% 80.00% 90.00% 100.00% Trajectory (% Completed) Equality and Diversity Fire Safety Hand Hygiene Information Governance Moving and Handling Module A Public Protection Staying Safe Online Why Infection Prevention Matters Target
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MANDATORY TRAINING (COUNCIL) The table attached details the mandatory training carried out this quarter and the overall compliance rate. Similar to the NHS compliance there is varying degrees of compliance. The Council have been working on a new process on the training management system LEON to make it easier for employees to stay on top of their mandatory training. LEON continues to notify employees when their training is due and sends reminders to the employee and line manager. The overall reporting for this is still being refined, but it is expected to improve the overall compliance rates in the next few quarters. 17
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NHS APPRAISALS The table shows the appraisal completion, recorded on the Turas Appraisal system for NHS AfC employees as of 30/06/2024. Improvement of appraisal rates and quality is a Board priority, and this will be an area of focus for the year ahead. Training for reviewees is available on the Turas Learn system 18 Division/Directorate Total Staff Completed Appraisals Percentage AB Child Services 68 16 24% AB Maternity Services 33 16 48% Children & Families - Central 11 5 45% Cowal and Bute Area 7 0 0% Helensburgh and Lomond Area 6 2 33% Mid Argyll Kintyre & Islay 25 0 0% Oban Lorn & Isles Area 4 0 0% A&B Children Families & Justice Total 154 39 25% LD PD and Autism (A&B) 9 0 0% MH & Addictions (A&B) 137 19 14% A&B MH LD & Addiction Services Total 146 19 13% Cowal and Bute Area 207 86 42% Helensburgh and Lomond Area 66 29 44% Mid Argyll Kintyre & Islay 223 113 51% Oban Lorn & Isles Area 308 58 19% Older Adult and Hospital Central 6 4 67% A&B Older Adults & Hospital Services Total 810 290 36% Dental Service (Argyll & Bute) 49 24 49% Pharmacy (Argyll & Bute) 15 2 13% Primary Care (Argyll & Bute) 60 12 20% A&B Primary Care Total 124 38 31% A&B Strategic Planning & Performance 32 9 28% Argyll & Bute Corporate Services 70 27 39% Argyll & Bute Estates 38 2 5% Argyll & Bute Central Total 140 38 27% Argyll & Bute Total 1374 424 31%
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COUNCIL APPRAISALS The Council moved away from PDP/appraisals to a less formalised quality conversation approach. It was agreed that an Annual survey would be conducted to measure the success and impact of the quality conversation. Although this year’s survey has produced a slightly lower than hoped for response; it was better than the previous survey. In summary, most of the employees who completed the survey indicated that they agree or strongly agree with all of the statements below regarding quality conversations: 1) I am clear what is expected of me in my role 2) I know which behaviours are expected of me within my role 3) I am confident that I have the skills required to demonstrate the behaviours expected of me 4) I am confident that I have the knowledge required to demonstrate the behaviours expected of me 5) I feel I have the knowledge and skills required to deliver my objectives 6) I am confident that I know where to access help to meet my objectives 7) I feel that I am meeting my objectives 8) I am comfortable discussing barriers which might prevent me from meeting my objectives with my line manager (e.g. workload, my wellbeing, a life event) 9) My learning and/or development needs which have been identified to help me meet my objectives have been prioritized by my line manager 10) I have had the opportunity to discuss my career aspirations with my line manager in the past twelve months 19