Workforce Report AB IJB Q22023 GC2 [Read-Only]
Argyll and Bute Council · 29 November 2023
Back to Argyll and Bute HSCP Integration Joint Board (IJB) — 29 November 2023 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 IJB November 2023
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CONTENT •Introduction •Headcount and WTE •Workforce Profile •Equality and Diversity •Vacancies •Sickness Absence •Employee Relations •Redeployment •Mandatory Training 20XX 2
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INTRODUCTION The Workforce Report considers the workforce position as of 30th September 2023, providing high level information for A&B HSCP. Some sections may represent an alternative timeline and will be highlighted. Note trend lines represents date range 31st January 2018 –30th September 2023. 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
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NHS HEADCOUNT AND WTE Key points: 4.66% increase of workforce from in the last 12months September 2023 in post figure of 1,617 (headcount) of Substantive Staff an increase of 32 overall since June 2023 (0.62% increase) 97% of our contacts are permanent and this has been a consistent position since December. 4
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NHS WORKFORCE PROFILE Key points: 837 employees are over 50, with 277 over 60 years old (17 % of the workforce) with 60 over 65 (3.7% of the workforce) 84.7% of our workforce is female 51.8% of our workforce are part time a 0.1 increase since reported in June 60 employees are fixed term an increase of 10 since last quarter. 40 employees are under 25 which has increase by 3 since June 2023 Turnover remains stable and in line with the Board average. We continue to see leavers relating to retirements We recently launched an on boarding and Exit Interview survey to gather information on peoples experiences in joining us and also why they leave. This will inform future action and continuous improvement 5
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COUNCIL WORKFORCE PROFILE SAMPLE FOOTER TEXT 6 Key points: Q2 has seen an overall reduction in head count (48) mainly attributed to centralisation of catering and cleaning. While these post still work in the same location they are reported out with the HSCP structure. This is an ongoing exercise and will effect future reports until finalised. This has had a marginal impact on the overall demographic: 55% of the workforce are over 50 with 5% over 65 85% of our workforce is female. 48% of our workforce are part time 6% of our workforce are temporary (46 fixed term) Voluntary Turnover rate remains consistent at 3%
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EQUALITY AND DIVERSITY Key points NHS: Only an increase in 2 Headcount since June extract. 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 that will allows staff to update their Equalities information and a focused exercise is due to commence in quarter 3, encouraging this completion. Council – We do not have E&D reporting in the same format for council employees but have requested completion information and are hopeful that an improved data set will be achievable in the new workforce management system. 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. The council posts take an average of 98 days to fill while the NHS average is 188 days (an increase of 8 days since June 2023). This can be accounted for by a number of factors, or 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. Both recruitment systems have the capability of reporting at each stage of the recruitment process and a Recruitment Metrics is being finalized for future reporting. This will assist in identifying the source of delays. For comparison the average Board time to fill is 121.98 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. 8 Council NHS Average Time to Fill (Days) By Division Division A&B Children Families & Justice A&B MH LD & Addiction Services A&B Older Adults & Hospital Services A&B Primary Care Argyll & Bute Central Total Average Time to Fill (Days) Number of Candidates Hired Average Time to Fill (Days) Number of Candidates Hired Average Time to Fill (Days) Number of Candidates Hired Average Time to Fill (Days) Number of Candidates Hired Average Time to Fill (Days) Number of Candidates Hired Average Time to Fill (Days) Number of Candidates Hired Period MAR 2023 114.3 3 . 0 322.1 7 . 0 155.8 4 230.1 14 APR 2023 106.0 4 . 0 270.3 10 152.5 2 155.8 4 199.2 20 MAY 2023 121.8 5 . 0 287.8 14 152.5 2 179.2 5 222.0 26 JUN 2023 121.8 5 . 0 304.5 34 126.3 3 179.2 5 259.4 47 JUL 2023 127.3 4 . 0 290.8 39 126.3 3 179.2 5 256.0 51 AUG 2023 127.3 4 . . 260.0 48 126.3 3 190.3 4 238.8 59
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HSCP CURRENT VACANCIES 9 Vacancies by Division & Job Family Number of Vacancies Count Sum Division A&B Children Families & Justice Job Family Administrative Services 1 1 Allied Health Professions 2 2 Medical and Dental 1 1 Nursing and Midwifery 1 2 Total 5 6 A&B MH LD & Addiction Services Job Family Medical and Dental 1 1 Nursing and Midwifery 2 2 Total 3 3 A&B Older Adults & Hospital Services Job Family Administrative Services 2 2 Allied Health Professions 9 9 Healthcare Sciences 1 1 Medical and Dental 3 7 Nursing and Midwifery 13 14 Other Therapeutic 2 2 Total 30 35 Argyll & Bute Central Job Family Nursing and Midwifery 1 1 Total 1 1 Total Job Family Administrative Services 3 3 Allied Health Professions 11 11 Healthcare Sciences 1 1 Medical and Dental 5 9 Nursing and Midwifery 17 19 Other Therapeutic 2 2 Total 39 45 Count is the number of job adverts; sum is the total number of vacancies across those adverts NHS vacancies Council Vacancies This slide provides a detailed breakdown of the vacant posts at the end of September. Information relating to re- advertising and posts vacant for a long period of time is being further developed and will be provided when available Jul 23 Aug 23 Sep 23 Internal/RF External Internal/RF External Internal/RF External Adult Services – Health & Community Care 18 1 30 22 Adult Services – Acute & Complex 7 1 9 12 Children, Families and Justice 2 5 2 13 1 15 Strategy P&P HSCP PL3 DIRECTORATE Totals 2 30 4 52 1 49 32 (Temp 10) (Perm 22) 56 (Temp 24) (Perm 32) 50 (Temp 15) (Perm 35) Overall Total 131
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NHS SICKNESS ABSENCE 10 The graph and table below show A&B NHS Sickness absence across the year. August levels are the lowest recorded this year and this is also replicated in the council stats overleaf. A&B is in the main consistently lower than the highland wide and National average. Awaiting September stats to be added when received Sep Oct Nov Dec Jan Feb Mar April May June Jul Aug Sep Argyll and Bute HSCP Argyll and Bute HSCP Total 5.55% 5.04% 5.18% 5.45% 5.84% 5.34% 5.59% 5.81% 5.36%4.62% 4.81% 4.42% 4.58 NHS Highland Total 5.98% 6.04% 6.11% 6.83% 6.62% 5.60% 6.49% 6.12% 5.97%5.99% 6.16% 5.47% TBC NHS Scotland Average 6.24% 6.33% 6.75% 7.35% 6.83% 6.87% 5.60% 6.25% 5.94%5.78% 5.78% TBC TBC
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COUNCIL SICKNESSABSENCE SAMPLE FOOTER TEXT 11 It should be noted that Strategic Planning & Performance only has 18 council employees hence any absence seems steep in comparison to other Services The graph and table below show A&B Council Sickness absence across the year Q1 has seen improved sickness absence levels when compared to the same period last year. Future reports will provide wider council and national comparisons Sep‐22 Oct‐22 Nov‐22 Dec‐22 Jan‐23 Feb‐23 Mar‐23 Apr‐23 May‐23 Jun‐23 Jul‐23 Aug‐23 Sep‐23 HEAD OF ADULTS ‐ ACUTE & COMPLEX CARE 2.48 1.46 2.22 1.64 1.70 1.86 2.94 2.01 2.08 1.04 1.13 0.95 1.38 HEAD OF ADULTS ‐ HEALTH & COMMUNITY CARE 3.80 2.99 3.24 3.42 3.73 2.96 2.84 2.38 2.39 2.30 2.2 2.86 2.02 HEAD OF CHILDREN & FAM AND CRIMINAL JUS 1.88 2.13 2.40 2.53 2.47 1.63 2.09 1.33 1.90 1.47 1.51 2.09 1.95 HEAD OF STRATEGIC PLANNING & PERFORMANCE 0.13 0.19 1.97 0.76 0.96 0.13 1.10 2.09 0.11 0.48 0.96 0.48 1.79 HSCP TOTAL 2.71 2.30 2.68 2.67 2.83 2.19 2.51 1.92 2.09 1.73 1.73 2.19 1.87
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NHS SICKNESS ABSENCE REASONS 12 Absence reasons presented from absence for 12 month period as at 31st August 2023. 34.18% of the absences are still being recorded with no reason and this remains the highest category, impacting on the accuracy of the other absence reason 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 4.5% of our absences. Absence Reason % for 12-month period up to most recent period shown for absence rates Absence Reason % for 12-month period up to most recent period shown for absence rates Division A&B Children Families & Justice A&B MH LD & Addiction Services A&B Older Adults & Hospital Services A&B Primary Care Argyll & Bute Central Total % of Absences % of Absences % of Absences % of Absences % of Absences % of Absences Absence Reason Anxiety/stress/depression/other psychiatric illnesses 10.87% 8.97% 5.42% 8.52% 7.04% 6.55% Asthma . 0.45% 0.37% . . 0.29% Back problems 1.09% 4.04% 3.20% 2.24% 0.70% 2.88% Benign and malignant tumours, cancers 0.54% 0.45% 0.25% . 0.70% 0.29% Blood disorders . . 0.37% 1.35% 0.70% 0.42% Chest & respiratory problems 2.72% 5.38% 3.82% 3.59% 0.70% 3.67% Cold, cough, flu - influenza 10.33% 15.25% 11.21% 17.04% 12.68% 12.15% Covid-related illness 3.80% 3.59% 4.99% 4.04% 1.41% 4.47% Dental & oral problems 0.54% 1.79% 1.17% . 1.41% 1.09% Ear, nose, throat (ENT) 1.09% 4.04% 1.54% 4.04% 0.70% 1.92% Endocrine/glandular problems . 0.45% 0.12% 0.90% . 0.21% Eye problems . . 0.68% 1.79% 0.70% 0.67% Gastro-intestinal problems 6.52% 18.39% 13.55% 18.83% 7.04% 13.56% Genitourinary & gynaecological disorders - exclude pregnancy related disorders 1.09% 0.45% 1.66% 3.14% 1.41% 1.63% Headache/migraine 1.09% 2.69% 3.02% 3.14% 3.52% 2.88% Heart, cardiac & circulatory problems . 0.45% 0.99% 1.35% 0.70% 0.88% Infectious diseases . 0.90% 0.43% . . 0.38% Injury, fracture 1.63% 2.69% 1.79% 3.59% 0.70% 1.96% Menopause . 0.45% . . . 0.04% Nervous system disorders - exclude headache, migraine . . 0.18% 0.45% . 0.17% Other known causes - not otherwise classified 5.98% 4.93% 5.67% 0.90% 3.52% 5.05% Other musculoskeletal problems 2.17% 1.35% 3.69% 3.59% 0.70% 3.17% Pregnancy related disorders 2.72% 0.45% 0.74% 2.24% . 0.96% Skin disorders . 1.35% 0.37% 0.90% 0.70% 0.50% Substance abuse - include alcoholism & drug dependence . . 0.06% . . 0.04% Unknown causes/not specified 47.83% 21.52% 34.73% 18.39% 54.93% 34.18% Note: % is calculated based on the number of absence episodes per division, not the working days lost.
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COUNCIL SICKNESSREASONS &RTW 20XX SAMPLE FOOTER TEXT 13 Absence Reasons Stress /Depression /Mental Health remains the top reasons for long term absence this quarter and second for short term absence. infections are the top reason for short term absence Short term absence reasons this quarter mirror the cough cold flue and gastro infections seen in NHS absence. RTW While this quarter showed an overall improvement in RTW completion (39%) The quarter ended with the year so far average of 41% Despite monthly reporting and system improvements there is little improvement. More focused work is required to identify the barriers to fulfilling this requirement. This is being discussed at SLT. 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. Further investigation is required to identify the management, administration and system barriers Top 3 reasons for absence Long Term Short Term HSCP Stress/Depression/Mental Health/Fatigue Infections Back & Neck Problems Stress/Depression/Mental Health/Fatigue Other Musculo-Skeletal Problems Stomach, liver kidney and digestion Previous Months Total for Comparsion Long Term Continuous Employees hitting Long Term trigger 10 + Days 4 + Instances Stress No of RTWI completed No of RTWI not completed RTWI % Average Time taken to complete (Days) APRIL 2023 35 9 37 15 4 32 43 43% 7 MAY 2023 34 13 51 20 14 38 48 44% 7 JUNE 2023 35 11 41 23 9 26 35 43% 3 JULY 2023 30 11 33 16 9 30 39 43% 9 AUGUST 2023 35 9 48 18 5 25 53 32% 6 SEPTEMBER 2023 31 10 42 22 7 33 47 41% 5 Average since April 2023 33 11 42 19 8 31 44 41% 6
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EMPLOYEE RELATIONS Summary of activity between 1st July 2023 and 30th September 2023. Highlights comparative end of quarter totals. 14 NHS Council HSCP Council Disciplinary and Grievance cases are consistently low. During Q2 there was one disciplinary case ongoing. Within Grievances, one concluded in August and the other is at the Appeal stage, due in November 2023. Since the last quarterly report there has been 5 new formal DAW cases opened. One grievance case 2 disciplinary cases closed. Within B&H there are 2 cases involving more than one complaint accounting for 4 of the 7 cases above. Mar-22 Jun-22 Sep-22 Dec-22 Mar-23 Jun-23 Sept 23 B&H 0 0 0 0 0 0 0 Discipline 2 1 1 1 1 0 1 Grievance 1 2 3 2 3 2 1 Capability 0 0 0 0 0 0 0 Total 3 3 4 3 4 2 2 Mar-22 Jun-22 Sep-22 Dec-22 Mar-23 Jun-23 Sept 23 B&H 3 4 1 2 1 2 7 Disciplinary 1 4 1 2 2 2 0 Grievance 2 3 3 4 3 4 3 Capability 0 0 0 0 0 0 0 Total 6 11 5 8 6 8 10
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REDEPLOYMENT As of the 30th September there were 33 employees on the redeployment register, a reduction of 8 since 30th June with 41 employees. There are high levels of redeployments across bands 2‐ 5 with high levels across Nursing and Midwifery and Personal and Social Care. The ‘other’ category may include: ∙ Breakdown in working relationships ∙ End of Employment Break ∙ Injury at Work ∙ Pay Protection 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. 15 Capability End of FT Grievance Org Change Other Grand Total Job Family Administrative Services 2 2 Nursing & Midwifery 1 12 13 Support Services 11 4 15 Allied Health Profession 1 1 Dental Support 2 2
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MANDATORY TRAINING (NHS) AB report a Mandatory Training completion rate of 67.7% overall, an increase since June where MT in AB was reported at 62.7% Over the course of the year there has been focused attention on statutory mandatory training resulting in incremental improvement across all stat man training. There remains low levels of compliance in Cyber Security and Violence and Aggression* *It is important to note that the e learn Violence and aggression training is for the administrative job family. Patient facing staff receive mandatory practical training on violence and aggression and moving and handling There is now an established task and finish group discussing Statutory Mandatory training across the board, with a clear commission agreed by EDG for the group composition, scope and outcomes required. 16
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MANDATORY TRAINING (COUNCIL) The table attached details the mandatory training carried out this quarter and the overall compliance rate. 17 Mandatory course Number of HSCP employees completed course prior to Q2 As a percentage of the HSCP total workforce Number completed in FQ 2 As a percentage of the HSCP total workforce who completed in FQ 2 Total E&D 269 35% 0 0% 35% Data Protection 546 72% 0 0% 72% Fire Safety Awareness 705 93% 55 7% 99% Freedom of information 464 61% 39 5% 66% PREVENT 184 24% 0 0% 24% Positive Customer Care 432 57% 58 8% 65% HSCP total workforce end Q2 762