Workforce Report AB IJB year end 2023
Argyll and Bute Council · 31 May 2023
Back to Argyll and Bute HSCP Integration Joint Board (IJB) — 31 May 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 March 2023
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CONTENT •Introduction •Headcount and WTE •Workforce Profile •Age Profile •Equality and Diversity •Vacancies •Sickness Absence •Employee Relation •Statutory Mandatory Training 20XX 2
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INTRODUCTION The Workforce Report considers the workforce position as of 31st March 2023 (although some sections are at a different timeline depending on the available data), providing high level information. Trend lines represents date range 1st April 2022 to 31st March 2023. The report is in development 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. Workforce dashboards are available at operational levels and are work in progress with SLTs (via our People Partners). 20XX 3
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NHS HEADCOUNT AND WTE Key points: • 3.23% increase of workforce from March 2022 • March 2023 in post figure of 1,568(headcount) of Substantive Staff an increase of 54 overall since April 22. • 97% of our contacts are permanent • Still working on an integrated data set (breakdown in next slides) • Dashboard are accessible to managers and training being rolled out 4
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NHS WORKFORCE PROFILE Key points: • 820 employees (52.3%) are over 50, with 265 over 60 years old (17 % of the workforce) • 84.6% of our workforce is female • 50.9% of our workforce are part-time • 3.4% of our workforce are temporary (56 fixed term) • 37 employees are under 25 which has remained the same since December 2022 5
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COUNCIL WORKFORCE PROFILE 20XX SAMPLE FOOTER TEXT 6 Key points: • 57% of the workforce are over 50 with 5% over 65 • 86% of our workforce is female. • 47% of our workforce are part time • 5% of our workforce are temporary (43) a lower proportion to that evident in the wider council (15%) • Voluntary staff turnover reflects that of the wider council at 4% • 82% of Modern apprenticeships have secured jobs within the HSCP. It should be noted that some of the staff are dual employees (holds more than one role) which accounts for any discrepancy in figures
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EQUALITY AND DIVERSITY 7 Key points: NHS Employee data relating to protected characteristics is held in the electronic Employee Support System (e:ESS). For Council it is their workforce management system. This tables is the NHS information and we are working on an integrated data set 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, either by declining to provide it or because they have not been asked. 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 allows staff to update their Equalities information.
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COUNCIL VACANCIES Jan 23 Feb 23 Mar 23 Internal/RF External Internal/RF External Internal/RF External Adult Services – Health & Community Care 4 9 13 6 5 17 Adult Services – Acute & Complex 1 4 11 8 Children, Families and Justice 4 9 5 4 7 12 Strategy P&P 1 1 HSCP PL3 DIRECTORATE 1 Totals 10 23 18 21 12 38 33 (Temp 15) (Perm 18) 39 (Temp 13) (Perm 26) 50 (Temp 14) (Perm 36) Overall Total 122 20XX SAMPLE FOOTER TEXT 8 The Partnerships Workforce planning team have been working together in the production of workforce Planning Output report; which was presented to the various DMTs. This provides a snapshot of the current risk ratings and updates on existing action plans. Recruitment is a key strand to this work and will be covered in more detail in the workforce planning reports.
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NHS VACANCIES 9 Vacancies by Division & Job Family Number of Vacancies Count Sum Division A&B Children Families & Justice Job Family Allied Health Professions 1 1 Total 1 1 A&B Older Adults & Hospital Services Job Family Administrative Services 8 8 Allied Health Professions 3 3 Healthcare Sciences 1 1 Medical and Dental 2 4 Nursing and Midwifery 15 17 Other Therapeutic 5 5 Personal and Social Care 1 3 Support Services 7 7 Total 42 48 A&B Primary Care Job Family Medical and Dental 1 1 Total 1 1 Argyll & Bute Central Job Family Administrative Services 3 3 Nursing and Midwifery 1 1 Total 4 4 Total Job Family Administrative Services 11 11 Allied Health Professions 4 4 Healthcare Sciences 1 1 Medical and Dental 3 5 Nursing and Midwifery 16 18 Other Therapeutic 5 5 Personal and Social Care 1 3 Support Services 7 7 Total 48 54 Count is the number of job adverts; sum is the total number of vacancies across those adverts Developments – Time to Fill We are currently gathering time to fill data, calculating the days based on job live date and candidate start date. This time frame is impacted by contractual notice and there is still some work to be done to account for always open adverts Future reports will include breakdown recruitment by stage and allow for more targeted focus and improvement across the recruitment process. Action – Initial reporting appears to suggest that the overall total time to fill is greater than that experienced in NHS Highland as a whole and this requires further investigation before more detailed reporting.
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NHS SICKNESS ABSENCE 10 The graph and table below show A&B HSCP Sickness absence across the year. With a slight peak in December and January which was also evident across the wider Board. For comparison purposes the HSCP is consistently lower than wider NHS Highland Board. We are still awaiting end of year national figures to compare nationally. When analysing absence reasons presented from 1st April 22 to 31st March 2023, The most common reason for NHS absence is unknown / not specified even in long term cases. This is not a mandatory field on the system. This is an area of focus going forward to improve data, trend analysis and enable the most appropriate support. This is being picked up with managers and SLT’s. Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Argyll and Bute HSCP Argyll and Bute HSCP STS 1.57% 1.50% 1.40% 1.15% 1.16% 1.61% 2.13% 1.61% 1.95% 1.87% 1.63% 1.91% Argyll and Bute HSCP LTS 2.95% 3.15% 3.56% 4.01% 4.06% 3.71% 3.03% 3.57% 3.68% 4.05% 3.74% 3.19% Argyll and Bute HSCP Total 4.51% 4.65% 4.96% 5.16% 5.22% 5.31% 5.16% 5.18% 5.63% 5.92% 5.38% 5.11% NHS Highland Total 4.76% 4.80% 4.90% 4.84% 4.80% 5.70% 5.94% 5.83% 6.45% 6.25% 5.52% 5.90%
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COUNCIL SICKNESS ABSENCE 11 FQ4 displays a relevantly stable picture of absence, similar to FQ3 with an average of 2.55 across the quarter. The Yearly comparison is shown and shows slightly increased absence compared to the same period last year. Teams are being supported to manage employee health and wellbeing, ensuring leave and breaks are being utilised and return to work are managed effectively. The recording of RTW discussions is improving and currently has 52% compliance (councils is 45%). However there is still focused attention required to improve this and achieve the HSCP target of all RTW discussions taking place and being recorded on the system. The work recently undertaken to support completion, and make the process easier for managers appears to be improving the completion rate. Mar-22 Apr-22 May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 HSCP TOTAL 2.27 2.13 2.30 2.49 2.88 2.65 2.71 2.30 2.68 2.67 2.83 2.19 2.51 RTW 2022/2 3 FQ1 2022/23 F2 2022/23 FQ3 2022/23 F4 Completed 70 102 95 174 Not completed 94 175 144 158 Total 164 277 239 332 Percentage 42.68% 36.82% 39.75% 52.41%
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EMPLOYEE RELATIONS Summary of activity between 01/04/2022 and 31/03/2023 and comparative end of quarter totals There is a similar number of ER cases compared to the same period last year and for council staff particularly numbers remain consistently low. 12 Mar-22 Jun-22 Sep-22 Dec-22 Mar-23 B&H 3 4 1 2 1 Disciplinary 1 4 1 2 2 Grievance 2 3 3 4 3 Capability 0 0 0 0 0 Total 6 11 5 8 6 Mar 22 June 22 Sept 22 Dec 22 Mar 23 B&H 0 0 0 0 0 Discipline 2 1 1 1 1 Grievance 1 2 3 2 3 Capability 0 0 0 0 0 Total 3 3 4 3 4 NHS Council HSCP Council Disciplinary and Grievance cases are consistently low. In Q4 only one disciplinary case is ongoing. There are currently three grievances ongoing. One concluded in February 2023 and a further 2 were received in the Q4 period. Since the last quarterly report there has been an over all reduction in ER cases. There has been one B&H closed, 1 Disciplinary opened and one closed. Their have been 2 grievances closed and one commenced in the period.
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STATUTORY MANDATORY TRAINING 13 Over the course of the year there has been focused attention on statutory mandatory training and while the improvement has only been incremental, there has been improvement across all stat man training. 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, to take forward this along with the remaining audit actions.