Workforce Report AB IJB Q12023 final
Argyll and Bute Council · 30 August 2023
Back to Argyll and Bute HSCP Integration Joint Board (IJB) — 30 August 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 August 2023
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CONTENT •Introduction •Headcount and WTE •Workforce Profile •Equality and Diversity •Time to Fill 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 June 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 June 2023. The report has been developed in partnership with our People Partners 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: • 4.34% increase of workforce from in the last 12months • June 2023 in post figure of 1,585(headcount) of Substantive Staff an increase of 61 overall since July 2022. With the highest increase seen across our Medical profession. • 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: • 827 employees are over 50, with 268 over 60 years old (17 % of the workforce) with 59 over 65 (3.7% of the workforce) • 84.5% of our workforce is female • 51.6% of our workforce are part time a 0.7 increase since reported in March • 51 employees are fixed term a reduction from 56 last quarter. • 37 employees are under 25 which has remained the same since December 2022 • Turnover remains stable and in line with the Board average. We continue to see leavers relating to retirements 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: • 57% of the workforce are over 50 with 5% over 65 • 86% of our workforce is female. • 49% of our workforce are part time • 5% of our workforce are temporary (44 fixed term) • Voluntary Turnover rate remains consistent at 3%
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EQUALITY AND DIVERSITY 7 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 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.
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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 100 days to fill while the NHS average is 182 days. 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 finalised 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. The NHS stats have shown an improvement since they were reported at the end of last quarter reducing from 230 – 182 and may be an early reflection of the improvement work being done in this area. 8 Average Time to Fill (Days) By Division Division A&B Children Families & Justice A&B Older Adults & Hospital Services A&B Primary Care Argyll & Bute Central Average Time to Fill (Days) Average Time to Fill (Days) Average Time to Fill (Days) Average Time to Fill (Days) Period MAR 2023 114.3 322.1 . 155.8 APR 2023 106.0 270.3 152.5 155.8 MAY 2023 121.8 287.8 152.5 179.2 JUN 2023 121.8 304.5 126.3 179.2 Note: Where a division is not shown, this is because there are no hired candidates within the 12 month period up to the final day of the period date. Council NHS
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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 Apr 23 May 23 Jun 23 Internal/RF External Internal/RF External Internal/RF External Adult Services – Health & Community Care 1 15 4 6 6 19 Adult Services – Acute & Complex 5 2 2 2 2 Children, Families and Justice 6 3 1 10 1 7 Strategy P&P 1 HSCP PL3 DIRECTORATE Totals 12 20 5 18 9 29 32 (Temp 12) (Perm 20) 23 (Temp 7) (Perm 16) 38 (Temp 13) (Perm 25) Overall Total 93 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
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NHS SICKNESS ABSENCE 10 The graph and table below show A&B NHS Sickness absence across the year. The format and content of the short and long term breakdown previously provided is being reviewed and will follow when available Although Quarter 1 ended with a reduced sickness absence %, compared to the same period last year, April and May were significantly higher. June 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 April May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar April May June Argyll and Bute HSCP Argyll and Bute HSCP Total 4.66% 4.84% 5.15% 5.37% 5.42% 5.55% 5.04% 5.18% 5.45% 5.84% 5.34% 5.59% 5.81% 5.36% 4.62% NHS Highland Total 4.94% 5.11% 5.19% 5.11% 5.21% 5.98% 6.04% 6.11% 6.83% 6.62% 5.60% 6.49% 6.12% 5.97% 5.99% NHS Scotland Average 5.10% 5.59% 5.55% 5.43% 5.81% 6.24% 6.33% 6.75% 7.35% 6.83% 6.87% 5.60% 6.25% 5.94% TBC
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COUNCIL SICKNESS ABSENCE 20XX 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 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 Jun-23 HEAD OF ADULTS - ACUTE & COMPLEX CARE 2.49 2.41 2.48 2.48 1.46 2.22 1.64 1.70 1.86 2.94 2.01 2.08 1.04 HEAD OF ADULTS - HEALTH & COMMUNITY CARE 3.07 3.76 3.44 3.80 2.99 3.24 3.42 3.73 2.96 2.84 2.38 2.39 2.30 HEAD OF CHILDREN & FAM AND CRIMINAL JUS 1.92 2.06 1.97 1.88 2.13 2.40 2.53 2.47 1.63 2.09 1.33 1.90 1.47 HEAD OF STRATEGIC PLANNING & PERFORMANCE 2.36 3.69 2.16 0.13 0.19 1.97 0.76 0.96 0.13 1.10 2.09 0.11 0.48 HSCP TOTAL 2.49 2.88 2.65 2.71 2.30 2.68 2.67 2.83 2.19 2.51 1.92 2.09 1.73 The graph and table below show A&B Council Sickness absence across the year Q1 has seen improved sickness absence levels when compared to last quarter and the same period last year. June levels are the lowest recorded this year Future reports will provide wider council and national comparisons
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NHS SICKNESS ABSENCE REASONS 12 Absence reasons presented from absence for 12 month period as at 30th June 2023. 36.15% 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 . 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)cold, cough, flu 2)gastro-intestinal 3)Anxiety/ stress /depression /other Absence Reason % for 12-month period up to most recent period shown for absence rates NHS Total Absence Reason % of Absences Anxiety/stress/depression/other psychiatric illnesses 6.24% Asthma 0.31% Back problems 3.08% Benign and malignant tumours, cancers 0.26% Blood disorders 0.44% Chest & respiratory problems 3.83% Cold, cough, flu - influenza 12.18% Covid-related illness 3.43% Dental & oral problems 0.97% Ear, nose, throat (ENT) 2.07% Endocrine/glandular problems 0.22% Eye problems 0.84% Gastro-intestinal problems 12.27% Genitourinary & gynaecological disorders - exclude pregnancy related disorders 1.72% Headache/migraine 2.77% Heart, cardiac & circulatory problems 0.84% Infectious diseases 0.35% Injury, fracture 2.07% Menopause 0.04% Nervous system disorders - exclude headache, migraine 0.26% Other known causes - not otherwise classified 5.28% Other musculoskeletal problems 3.12% Pregnancy related disorders 0.79% Skin disorders 0.48% Unknown causes/not specified 36.15%
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COUNCIL SICKNESS REASONS &RTW 20XX SAMPLE FOOTER TEXT 13 Previous Months Total for Comparsion No of RTWI completed No of RTWI not completed RTWI % Average Time taken to complete (Days) APRIL 2023 32 43 43% 7 MAY 2023 38 48 44% 7 JUNE 2023 26 35 43% 3 Average over FQ1 23/24 32 42 43% 6 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 muscular skeletal complaints are the 2nd and 3rd top reason for long term absence. Short term absence reasons this quarter mirror the same chest and respiratory and minor infections seen in NHS absence. RTW Last quarters RTW improvement has not continued this quarter and remains low at 43% despite monthly reporting and system improvements. More focused work is required to identify the barriers to fulfilling this requirement. A 43% completion rate is evident across the council. 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
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EMPLOYEE RELATIONS Summary of activity between 01/04/20223 and 30/06/23 and comparative end of quarter totals . 14 NHS Council HSCP Council Disciplinary and Grievance cases are consistently low. In Q1 one disciplinary and one grievance case was concluded with no new cases. There remain two grievances at appeal stage. Since the last quarterly report there has been 1 Disciplinary case opened and one closed, one new grievance and 1 D@W investigation commenced. Mar-22 Jun-22 Sep-22 Dec-22 Mar-23 Jun-23 B&H 0 0 0 0 0 0 Discipline 2 1 1 1 1 0 Grievance 1 2 3 2 3 2 Capability 0 0 0 0 0 0 Total 3 3 4 3 4 2 Mar-22 Jun-22 Sep-22 Dec-22 Mar-23 Jun-23 DAW 3 4 1 2 1 2 Disciplinary 1 4 1 2 2 2 Grievance 2 3 3 4 3 4 Capability 0 0 0 0 0 0 Total 6 11 5 8 6 8
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REDEPLOYMENT As of the 30th June there were 41 employees are on the redeployment register within AB. Within AB the redeployments proximately span across bands 2-5 with high levels across Nursing and Midwifery and Support Services. The ‘other’ category includes, : End of Employment Break Injury at Work Pay Protection* People Services continue to carry out weekly reviews of the vacancy schedule to identify appropriate matches and offer support. 15 JOB FAMILY End of FTC Grievance Organisation Change Other Grand Total ADMINISTRATIVE SERVICES 1 3 4 ALLIED HEALTH PROFESSION 2 2 DENTAL SUPPORT 1 1 NURSING/MIDWIFERY 1 2 17 20 PERSONAL AND SOCIAL CARE 1 1 SUPPORT SERVICES 10 3 13 Grand Total 1 2 11 27 41
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MANDATORY TRAINING AB report a Mandatory Training completion rate of 62.7% 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. 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