Workforce Report AB IJB March 2024
Argyll and Bute Council · 29 May 2024
Back to Argyll and Bute HSCP Integration Joint Board (IJB) — 29 May 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
WORKFORCE REPORT Argyll & Bute IJB March 2023
Page 2
CONTENT •Introduction •Headcount and WTE •Workforce Profile •NHS Establishment Gap •Equality and Diversity •Vacancies •Sickness Absence •Employee Relations •Redeployment •Mandatory Training •Appraisals 20XX 2
Page 3
INTRODUCTION The Workforce Report considers the workforce position as of 31st March 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 with our People Partner 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 dashboards are 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
Page 4
NHS HEADCOUNT AND WTE Key points: 4.44% increase of workforce from in the last 12months. March 2024 in post figure of 1,637 (headcount) of Substantive Staff an increase of 0.06% in the last 3 months, a reduction of 3 headcount in the last month. 97% of our contacts are permanent and this has been a consistent position since December 2022 In the last 12 months the workforce has changed across all job families: Support Services increased by 2%, Personal and Social care reduced by 11%, Other therapeutic increased by 18%, Nursing and Midwifery increased by 7%, Medical and Dental increase by 4%, Dental support reduced by 3%, AHPs increased by 3%, Administration Services increased by 0.3%.
Page 5
NHS WORKFORCE PROFILE Key points: • 847 employees are over 50, with 290 over 60 years old (18 % of the workforce) with 65 over 65 (4% of the workforce) an increase in age profile since the last quarter of more than 4%. • 84.5% of our workforce is female • 51.6% of our workforce are part time a 0.2 decrease since reported in June • 59 employees are fixed term an decrease of 1 since last quarter. • 45 employees are under 25 which has increased by 5 since June 2023 • Turnover remains stable and in line with the Board average. We continue to see leavers relating to retirements. 5 Period MAR 2024 FEB 2024 JAN 2024 DEC 2023 NOV 2023 OCT 2023 SEP 2023 AUG 2023 JUL 2023 JUN 2023 MAY 2023 APR 2023 MAR 2023 Mean Monthly Turnover 2.50 2.00 1.50 1.00 .50 .00 Argyll & Bute Monthly Turnover by Division Total Argyll & Bute Central A&B Primary Care A&B Older Adults & Hospital Services A&B MH LD & Addiction Services A&B Children Families & Justice Division
Page 6
COUNCIL WORKFORCE PROFILE SAMPLE FOOTER TEXT 6 Key points: • 53% of the workforce are over 50 with 4% over 65 • 83% of our workforce is female. • 44% of our workforce are part time • 5% of our workforce are temporary (42 fixed term) • Voluntary Turnover rate has increased from a consistent 3% to 6% • No temporary employees leaving prior to end of contract • Modern apprenticeship retainment is higher than the council wide figure at 82%
Page 7
NHS ESTABLISHMENT GAP SAMPLE FOOTER TEXT 7 This information was requested last month and should be considered with caution. There is work underway to marry up finance and HR information to more accurately reflect the establishment gap. This provides an illustration of what is possible and the current data gaps. The calculation of gap presented within the table and chart presents the Budgeted Wte Establishment (financial summary) less Contracted Wte (eESS). This does not include those posts currently going through the vacancy management process or out to advert. The gap presented could also relate to miss alignment of systems between finance and eESS. To align data and provide accurate establishment It is vital that managers update eESS timeously. 1.7 25.6 -3.6 36.9 5.9 88.7 1.8 -1.1 0.0 30.3 -20.0 0.0 20.0 40.0 60.0 80.0 100.0 0.0 100.0 200.0 300.0 400.0 500.0 600.0 700.0 800.0 Sum of Finance Establishment Budget Sum of eESS Staff in Post Sum of Gap Sum of Finance Establishment Budget Sum of eESS Staff in Post Sum of Gap ADMINISTRATIVE SERVICES 240.6 238.8 1.7 ALLIED HEALTH PROFESSION 178.0 152.4 25.6 HEALTHCARE SCIENCES 21.5 25.2 -3.6 MEDICAL AND DENTAL 67.6 30.7 36.9 MEDICAL/DENTAL SUPPORT 34.5 28.6 5.9 NURSING/MIDWIFERY 701.2 612.5 88.7 OTHER THERAPEUTIC 53.0 51.2 1.8 PERSONAL AND SOCIAL CARE 39.2 40.3 -1.1 SENIOR MANAGERS 1.0 1.0 0.0 SUPPORT SERVICES 180.5 150.1 30.3 Grand Total 1517.1 1330.8 186.3
Page 8
EQUALITY AND DIVERSITY Key points: Minor change to the E&D metrics, generally all new starts are completing the information as part of the onboarding process. 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 quality of the employee equalities data we hold. Employee Self Service will assist this and allows staff to update their Equalities information and encouraging employees to complete continues. 8
Page 9
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. The HSCP council posts take an average of 61 days to fill while the NHS average is 199 days. 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. There has been incremental improvement over the reporting period and within the NHS the Time to Fill is reducing. Both recruitment systems have the capability of reporting at each stage of the recruitment process and a Recruitment Metrics is being finalised for future reporting. This will assist in identifying the source of delays. For comparison the average Board time to fill is 135 days (as of March 2024) days 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 also improved this quarter, reducing from 83 days to 61 with an increase in the numbers of vacancies advertised. At the end of March there were 14 positions that remained unfilled 9 Period MAR 2024 FEB 2024 JAN 2024 DEC 2023 NOV 2023 OCT 2023 SEP 2023 AUG 2023 JUL 2023 JUN 2023 MAY 2023 APR 2023 MAR 2023 Mean Average Time to Fill (Days) 350.0 300.0 250.0 200.0 150.0 100.0 50.0 Argyll & Bute Average Time to Fill (Days) by Division Total Argyll & Bute Central A&B Primary Care A&B Older Adults & Hospital Services A&B MH LD & Addiction Services A&B Children Families & Justice Division
Page 10
HSCP CURRENT VACANCIES 10 NHS vacancies This slide provides a detailed breakdown of the vacant posts at the end of March 2024 HSCP vacancy monitoring has resumed and there is weekly scrutiny of the posts going out to advert. Workforce planning meetings also review vacancies and consider skill mix and alternative methods of delivery. Administrative Services 24 Allied Health Professions 29 Healthcare Sciences 3 Medical and Dental 13 Nursing and Midwifery 96 Other Therapeutic 5 Personal and Social Care 10 Senior Managers 1 Support Services 13 Total 194 A&B Children Families & Justice Administrative Services 1 Allied Health Professions 7 Nursing and Midwifery 12 Total 20 A&B MH LD & Addiction Services Administrative Services 2 Allied Health Professions 4 Nursing and Midwifery 15 Other Therapeutic 1 Total 22 A&B Older Adults & Hospital Services Administrative Services 13 Allied Health Professions 16 Healthcare Sciences 3 Medical and Dental 12 Nursing and Midwifery 62 Other Therapeutic 2 Personal and Social Care 1 Senior Managers 1 Support Services 12 Total 122 A&B Primary Care Administrative Services 2 Medical and Dental 1 Nursing and Midwifery 4 Other Therapeutic 2 Personal and Social Care 1 Total 10 Argyll & Bute Central Administrative Services 6 Allied Health Professions 2 Nursing and Midwifery 3 Personal and Social Care 8 Support Services 1 Total 20
Page 11
COUNCIL CURRENT VACANCIES 11
Page 12
NHS SICKNESS ABSENCE 12 The graph presents absence rates across our AB Divisions. The table presents the average absence based on the AB Division rates and a comparison against NHSH absence rate overall and the NHS Scotland national average per month. Absence rates during the last quarter January – March are at similar levels to the same period last year. A&B is in the main consistently lower than the highland wide and National average. We await national average rates for March 2024. Feb Mar April May June Jul Aug Sep Oct Nov Dec Jan Feb Mar Argyll and Bute HSCP Total 5.3% 5.6% 5.8% 5.4% 4.6% 4.8% 4.4% 4.4% 4.9% 5.1% 5.53% 6.66% 5.54% 5.59% NHS Highland Total 5.6% 6.5% 6.1% 6.0% 6.0% 6.2% 5.5% 6.7% 6.7% 6.6% 6.5% 7.39% 6.51% 6.16% NHS Scotland Average 6.9% 5.6% 6.3% 5.9% 5.8% 5.8% 6.3% 5.9% 6.5% 6.70% 6.5 6.45% 6.17% TBC Period MAR 2024 FEB 2024 JAN 2024 DEC 2023 NOV 2023 OCT 2023 SEP 2023 AUG 2023 JUL 2023 JUN 2023 MAY 2023 APR 2023 MAR 2023 M ean Sickness Absence Rate (% ) 8.00 6.00 4.00 2.00 Sickness Absence Rate (%) by Division & Month Total Argyll & Bute Central A&B Primary Care A&B Older Adults & Hospital Services A&B MH LD & Addiction Services A&B Children Families & Justice Division
Page 13
COUNCIL SICKNESS ABSENCE SAMPLE FOOTER TEXT 13 The graph and table below show A&B Council Sickness absence across the year Q4 has seen similar sickness absence levels when compared to last quarter and an improvement when compared to the same period last year.
Page 14
NHS SICKNESS ABSENCE REASONS 14 Absence reasons presented from absence for 12 month period as at end of March 2024. Absences with an unknown cause/not specified remaining high (accounting for around 29%). Managers continue to be asked to ensure that an appropriate reason is recorded on timesheets and for SSTS users, systems are continuously updated. 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 remaining top 3 reasons for absence are: 1)gastro-intestinal 2)cold, cough, flu 3)Anxiety/ stress /depression /other Covid absence is increasing Board wide and spread 4.81% of our absences. Absence Reason % for 12-month period up to most recent period shown for absence rates 0.00% 5.00% 10.00% 15.00% 20.00% 25.00% 30.00% 35.00% % of Absences Unknown causes/not specified 29.17% Cold, cough, flu - influenza 15.16% Gastro-intestinal problems 14.13% Anxiety/stress/depression/othe r psychiatric illnesses 7.00% Covid-related illness 4.81% Chest & respiratory problems 4.62% Other known causes - not otherwise classified 4.42% Headache/migraine 4.18%
Page 15
COUNCIL SICKNESS REASONS &RTW 20XX SAMPLE FOOTER TEXT 15 Absence Reasons Similar to the national absence profile Stress /Depression /Mental Health remains the top reasons for absence this quarter in both short and long term categories. Back /neck and medical treatments are the 2nd and 3rd top reason for long term absence. RTW The last part of the quarter saw a marked improvement in RTW completion reflecting the work in this area. RTW conversations are an extremely important part of the absence management process and there is a commitment for them to take place within 3 days of return. Previous Months Total for Comparsion No of RTWD completed No of RTWD not completed RTWD % Average Time taken to complete (Days) JULY 2023 30 39 43% 9 AUGUST 2023 25 53 32% 6 SEPTEMBER 2023 33 47 41% 5 OCTOBER 2023 34 38 47% 5 NOVEMBER 2023 44 69 39% 6 DECEMBER 2023 34 57 37% 15 JANUARY 2024 38 62 38% 6 FEBRUARY 2024 50 31 62% 7 MARCH 2024 61 46 57% 7 Top 3 reasons for absence Long Term Short Term HSCP Stress/Depression/Mental Health/Fatigue Stress/Depression/Mental Health/Fatigue Back & Neck Problems Stomach, Liver, Kidney & Digestion Medical Treatment Infections
Page 16
REDEPLOYMENT As of the 31st March there were 33 employees on the redeployment register. 22 of 33 individuals are retained on the register due to their pay protection status - individuals are in roles but have a protection element. Overall there are 3 in Administration, 1 in Allied Health Protection, 1 in Healthcare Science, 10 in Nursing and Midwifery, 1 in Other Therapeutic, 1 in Social Care and 17 in Support Services. All NHS vacancies are considered for redeployment as they arise. Redeployment staff 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. No council employees currently on redeployment register. 16 End of FTC Other Org Change Pay Protection A&B MH LD & Addiction Services Totals NURSING/MIDWIFERY Band 3 3 Band 6 1 SUPPORT SERVICES Band 2 1 Band 4 1 A&B Older Adults & Hospital Services ADMINISTRATIVE SERVICES Band 3 2 Band 4 1 ALLIED HEALTH PROFESSION Band 3 1 NURSING/MIDWIFERY Band 3 1 4 Band 7 1 OTHER THERAPEUTIC Band 2 1 SUPPORT SERVICES Band 1 3 Band 2 3 4 Band 6 1 Argyll & Bute Central PERSONAL AND SOCIAL CARE Band 6 1 SUPPORT SERVICES Band 2 1 0 Band 4 2 1 Totals 2 1 8 22
Page 17
EMPLOYEE RELATIONS 17 Mar-23 Jun-23 Sept 23 Dec 23 Mar 24 D@W 1 2 8 9 8 Disciplinary 2 2 2 1 1 Grievance 3 4 3 4 7 Capability 0 0 0 0 3 Total 6 8 13 14 19 Since the last quarterly report there has been 1 D@W concluded and 3 new grievances opened. There are also 3 capabilities currently being managed. *note – NHS reporting individuals involved Council report cases Mar-23 Jun-23 Sept 23 Dec-23 Mar-24 B&H 0 0 0 0 0 Discipline 1 0 1 1 2 Grievance 3 2 1 0 2 Capability 0 0 0 0 0 Total 4 2 2 1 4 HSCP Council Disciplinary and Grievance cases remain consistently low. During Q4 23/24 there was one disciplinary concluded and two commenced (still ongoing). Two Grievances were received, one collective and one individual, both ongoing. Summary of activity between 1st January and 31st March 2024. Highlights comparative end of quarter totals.
Page 18
MANDATORY TRAINING Mandatory Training completion continues to incrementally improve with an end of quarter rate of 68.3 overall Over the course of the year there has been focused attention on statutory mandatory training resulting in incremental improvement across all stat man training. With this in place it is anticipated that Board wide the 95% compliance target will be achieved and thereafter maintained. Violence and Aggression training is Not contained in this quarters report. New revised training is due to be launched on the 1st June and will feature in subsequent reports. 18
Page 19
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 now notifies employees when their training is due and sends them and their managers reminders. This is the first time this has been in place for council employees and it is hoped it will improve the overall compliance rates going forward. 19
Page 20
APPRAISALS The appraisal information was requested at last IJB. The table overleaf shows the appraisal completion, recorded on the Turas system for NHS employees. Improvement of appraisal is a Board priority and this will be an area of focus for the year ahead. Improving the appraisal practice and recording The council moved away from PDP/appraisals to a less formalised quality conversation approach and this is currently being evaluated. A report is due by the end of May and the findings will be reported once available. 20