Governance Committee 7 October 2008

Transcription

1 This paper is being submitted to the Committee for amendment and/or approval as appropriate. It should not be regarded, or published, as Trust policy until formally agreed. Governance Committee 7 October 2008 Title: Human Resources Provider Services Report Presented by: Wayne Cooper Contact number: Number: NtPCT-PS-GOV Purpose/Summary: The aim of the report is to inform the Governance Committee of issues relating to HR in Provider Services in Quarter 1 of 2008/09 (April to August) and including workforce statistics. Relevance to PCT Assurance Framework: Direct Implications Resource Implications Financial/Workforce: Direct Implications Recommendations to Governance Committee: Governance Committee to note contents of the report Approval Route / Consultation Process: (if applicable) NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 1 of 17

2 Human Resources Provider Services Report for the period April to August Introduction This is the first HR report from the Provider Services organisation and follows on from the recent annual report from the Human Resources (HR) department. This report reflects the change in organisational structure with the creation of an arms-length Provider Services Organisation and a Commissioning Organisation. The aim of the report is to provide assurances to existing Healthcare Commissioning Core standards and to provide a benchmark for the Provider Services Board. It is anticipated that the reporting requirements will be further developed to meet the needs of the service. 2. Human Resources department The HR department entered 2008 in a relatively stable position staffing wise, having spent several months in 2007 recruiting to a number of vacancies. Two issues which have occurred in the spring and summer of 2008 have led to staff turnover and known future turnover. Andrew Stewart HR Advisor transferred to the Commissioning arm of the PCT following Provider Services becoming an arms length organisation in April Furthermore the proposed move to Bevan House has led to staff in certain grades, who live in Northampton or in the south of the county seeking employment elsewhere. Thus far two members of the department have left to work at Northampton General Hospital NHS Trust, with a third leaving shortly. Other members of the department have clearly stated that they are not prepared to travel to Kettering and are on grades, where even with the receipt of excess travel allowance, it will not be possible to insist they accept the transfer. This risk is being managed, but it was felt appropriate to bring it to the attention of the PCT. During the summer the Training Manager moved to another post within the PCT and the opportunity has been taken to re-structure the HR department so that it is focused on delivering the pressing OD and employment services issues in Provider Services as opposed to its former structure which provided a HR service across the PCT. Sharon Gosling has a changed role as HR Business Partner Transformation and has taken responsibility for the training function, now known as the Staff NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 2 of 17

3 Development Unit. An OD Plan and a detailed paper on achieving training targets is due to be received at the Provider Services Board in October. The other arm of the department will be led by a HR Business Partner Employment Services, responsible for recruitment and HR administration, ESR and HR support and advice on sickness absence management, grievance issues, disciplinary and performance management issues. Currently this post is filled by an interim (Helen Joyce) who will shortly be joining Northampton General Hospital NHS Trust. The post will be advertised in the near future. An experienced interim HR professional has been engaged for the immediate future until the post is recruited to. 3. Recruitment and selection In the Human Resources Annual Report 2007/2008 recruitment was reported in terms of: Vacancies advertised on NHS Jobs Vacancies advertised on NHS Jobs by staff group In order to support governance requirements and equality and diversity it is best split recruitment into three sections. Vacancy information Application information New Starter information 3.1. Vacancy information As recruitment selection administration is going through a process of dividing between Provider Services and the Commissioning arm of the PCT, we are currently not able to provide a detailed break down, split between the two arms of the PCT. For Q1 we are currently reporting 147 vacancies with a Whole Time Equivalent (WTE) of posts, an average of 37 vacancies per month. We have commissioned NHS employers to provide 2 days training from 3 November and with the Commissioning arm are seeking representatives from across Provider Services to support this process and widen our pool of staff trained in job evaluation. 3.2 Application information The issue facing the PCT across Provider Services is that currently NHS jobs does not give the facility to split between the constituent parts of the organisation, namely Commissioning and Provider Services. NHS jobs have confirmed that we will not be able to split this information until the organisation formally separates and we register as separate organisations. In order to report we have to include the Commissioning organisation within these figures (Appendix C). Bar graphs have been prepared to compare Q1 (01 April 2008 to 31 July 2008) with available data captured from NHS Jobs from the time covering the 2007/2008 financial year. NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 3 of 17

4 Ethnic Breakdown of Applications Q1 White Mixed Background Asian Black Ethnic Other Not Stated / Undefined Table 1C 0% 20% 40% 60% 80% 100% Gender Breakdown of Applications Male Female Undisclosed Q1 Table 2C 0% 20% 40% 60% 80% 100% Disability Breakdown of Applications Yes No Undisclosed Q1 Table 3C 0% 20% 40% 60% 80% 100% NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 4 of 17

5 Age Breakdown of Applications Q1 0% 20% 40% 60% 80% 100% Age Under 20 Age Age Age Age Age Age Age Age Age Age Age 70+ Table 4C Religious Belief Breakdown of Applications Q1 Atheism Buddhism Christianity Hinduism Islam Jainism Judaism Sikhism Other Table 5C 0% 20% 40% 60% 80% 100% Sexual Orientation Breakdown of Applications Q1 Lesbian Gay Bisexual Heterosexual Undisclosed Table 6C 0% 20% 40% 60% 80% 100% We are working towards providing short listing information in the future, through the full utilisation of NHS Jobs. NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 5 of 17

6 3.3. New starter information We are currently reporting a recruitment cycle of 12 weeks, without Criminal Records Bureau (CRB) and 19 weeks with the check. We are currently reporting a turnover of 3.66% We are aiming provide more information on the number of new starters in the future. Along with the number of people Criminal Records Bureau (CRB) checked and of those checked how many have been risk assessed and how many have returned with issues. This is currently in development. 4. Electronic Staff Record In reporting for Provider Services it is important to recognise that the figures are produced using the Electronic Staff Record (ESR). Currently the HR department is working to create a structure in ESR which reflects the new structure of the PCT and not the structure inherited from 3 separate organisations. It is anticipated that this work will be completed by the end of October This will enable easier reporting of workforce statistics and particularly assist in the production of information related to training activity. A copy of the report on Training and training activity is being received by the Provider Services Board in October. (This will be circulated to Governance Committee members prior to the meeting on 7 October 2008). 5. Employee relations/staff Engagement 5.1 Sickness The sickness absence rate of 8.62% is above the national target of 4.22% (Appendix A). Sickness Absence and Staff Turnover Report September 2007 published by Capita Health Service Partners reported a national average sickness absence rate in the NHS of 5%. Once the work on ESR has been completed a health check will be done on sickness and absence figures being reported and an action plan drawn up to deal with the issue if the figure then reported is outside of national targets. 5.2 Self Managed Teams/ Admin & Clerical Support Over the course of the summer there has been lengthy and detailed consultation with staff over the introduction of new roles within clinical teams namely that of Team Facilitators and Clinical Facilitators which will be key posts in helping us work towards achieving the concept of selfmanaged teams who are delivering responsive and effective patient care, appropriate to the localities that they are in. Alongside this we have consulted on the levels of admin and clerical support to the teams and at the end of month 5 took the necessary actions to ensure that the 150K savings target was achieved. NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 6 of 17

7 5.3 Bevan House Following on from the Commissioning arms decision to relocate to Moulton Park, Northampton, Provider Services will be moving a number of functions, including HR to Bevan House. Staff affected have been informed of the move, with approximate time scales and as referred to in Section 2 of the report to individual employees have been identified as unlikely to be able to make the move to Kettering and ahead of that time some employees are taking positions elsewhere within the NHS. Following on from the 2007 Staff Survey which identified communications as a major issue three initiatives have taken places across Provider Services to try and improve communications for our employees. The launch of the Provider Services newsletter in September (A copy of which can be made available to Committee Members on request) The Managing Director of Provider Services accompanied by senior colleagues has delivered and has scheduled for future delivery a number of Vision Presentations which are open to all employees. The launch of Twenty-to-One question and answer sessions, where the Managing Director of Provider Services meets up to 20 members of staff (self-nominated) and answers questions they put to her. Question and answers from these sessions are also published on the intranet. NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 7 of 17

8 Appendix A Workforce Statistics 01 June 2008 to 31 July 2008 Staff in Post HR Annual Report Figures Whole of NtPCT WTE Headcount (excl Bank) 2132 N.B. this includes staff in all roles, so some people may be counted more then once as they hold multiple roles Headcount (incl Bank) Turnover Monthly Average 0.61% Annual Average 3.66% N/A Sickness Absence Target 4.22% Rolling % Absence Rate 8.62% Calendar Days counted N/A Headcount % of Provider Staff People on Maternity Leave 37 People on Adoption Leave 0 N/A People on Paternity Leave 0 Ethnic Breakdown of Workforce Headcount % of Provider Staff White % 80.12% Mixed Background % 0.69% Asian % 2.57% Black % 1.19% Ethnic Other % 3.99% Not Stated / Undefined % 11.44% NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 8 of 17

9 Appendix A Workforce Statistics - continued 01 June 2008 to 31 July 2008 Gender Breakdown of Workforce Headcount % of Provider Staff (Excl Bank) Male Female Undisclosed 0 0 HR Annual Report Figures Whole of NtPCT Disability Breakdown of Workforce 1 Headcount % of Provider Staff Male (Yes) 0 Female (Yes) 1 Male (Undisclosed) 252 Female (Undisclosed) 2005 Age Breakdown of Workforce 2 Headcount % of Provider Staff Age Under Age Age Age Age Age Age Currently unable to report on Provider/Corporate split, so figures across whole organisation 2 Currently unable to report on Provider/Corporate split, so figures across the whole organisation NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 9 of 17

10 Age Age Age Age Age NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 10 of 17

11 Appendix A Workforce Statistics - continued 01 June 2008 to 31 July 2008 Religious Belief Breakdown of Workforce 1 Headcount % of Provider Staff Atheism Buddhism Christianity Hinduism Islam Jainism Judaism HR Annual Report Figures Whole of NtPCT Sikhism Other Sexual Orientation Breakdown of Workforce 1 Headcount % of Provider Staff Lesbian Gay Bisexual Heterosexual Undisclosed 1 Currently not recorded in ESR and unable to report NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 11 of 17

12 Appendix B Employee Relations Statistics 2 01 June 2008 to 31 July 2008 Number of Cases referred for HR Support Number of Cases % of Provider Staff Performance Management % HR Annual Report Figures Whole of NtPCT Disciplinary % Grievance % Bullying & Harassment % Sickness Absence Long Term % Sickness Absence Short Term % Consultation / Organisational Change % TUPE % Employment Tribunals 0.13% Ethnic Breakdown of Cases Number of Cases % of Provider Staff White 44 N/A Mixed Background N/A Asian 2 N/A Black 1 N/A Ethnic Other N/A Not Stated / Undefined % 2 Currently not reporting breakdown, provisions being put in place to record this information going forward NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 12 of 17

13 Appendix B Employee Relations Statistics 2 - Continued 01 June 2008 to 31 July 2008 HR Annual Report Figures Whole of NtPCT Gender Breakdown of Cases Number of Cases % of Provider Staff Male 5 N/A Female 42 N/A Undisclosed % Disability Breakdown of Cases Number of Cases % of Provider Staff Male N/A Female N/A Undisclosed % Age Breakdown of Cases Number of Cases % of Provider Staff Age Under 20 N/A Age N/A Age N/A Age N/A Age N/A Age N/A Age N/A Age N/A Age N/A Age N/A Age N/A Age 70+ N/A Undisclosed % 2 Currently not reporting breakdown, provisions being put in place to record this information going forward NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 13 of 17

14 Appendix B Employee Relations Statistics 2 - Continued 01 April 2008 to 31 July 2008 HR Annual Report Figures Whole of NtPCT Religious Belief Breakdown of Cases Number of Cases % of Provider Staff Atheism N/A Buddhism N/A Christianity N/A Hinduism N/A Islam N/A Jainism N/A Judaism N/A Sikhism N/A Other % Sexual Orientation Breakdown of Cases Number of Cases % of Provider Staff Lesbian N/A Gay N/A Bisexual N/A Heterosexual N/A Undisclosed % 2 Currently not reporting breakdown, provisions being put in place to record this information going forward NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 14 of 17

15 Appendix C Recruitment Statistics 3 01 April 2008 to 31 July August to 30 March 2008 Number of Vacancies Number of Adverts Number of Re adverts 1 4 WTE Recruitment Advertising Costs 17, N/A Recruitment Cycle With CRB 19 weeks Targets being achieved N/A Without CRB 12 weeks N/A Ethnic Breakdown of Applications Applications % of Total Applications White % 70.03% Mixed Background % 9.28% Asian % 16.76% Black % 1.81% Ethnic Other % 1.50% Not Stated / Undefined % 0.31% Gender Breakdown of Applications Applications % of Total Applications Male % 28.72% Female % 71.21% Undisclosed % 0.06% 3 includes total figures for NtPCT as corporate commissioning split recruitment took place mid September only reporting back to August 2008 when reporting in September 08 NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 15 of 17

16 Appendix C Recruitment Statistics 3 - continued 01 April 2008 to 31 July August to 30 March 2008 Disability Breakdown of Applications Applications % of Total Applications Male % 3.24% Female % 96.26% Undisclosed % 0.50% Age Breakdown of Applications Applications % of Total Applications Age Under % 1.87% Age % 10.53% Age % 19.75% Age % 17.38% Age % 14.39% Age % 13.33% Age % 9.47% Age % 7.04% Age % 5.11% Age % 0.87% Age % 0.25% Age % 0.00% 3 includes total figures for NtPCT as corporate commissioning split recruitment took place mid September only reporting back to August 2008 when reporting in September 08 NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 16 of 17

17 Appendix C Recruitment Statistics 3 - continued 01 April 2008 to 31 July August to 30 March 2008 Religious Belief Breakdown of Applications Applications~ % of Total Applications Atheism % 7.23% Buddhism % 0.69% Christianity % 62.74% Hinduism % 5.98% Islam % 4.98% Jainism % 0.31% Judaism % 0.12% Sikhism % 0.69% Other % 9.97% Sexual Orientation Breakdown of Applications Applications~ % of Total Applications 3 includes total figures for NtPCT as corporate commissioning split recruitment took place mid September only reporting back to August 2008 when reporting in September August to 30 March 2008 Lesbian % 0.25% Gay % 0.31% Bisexual % 1.12% Heterosexual % 91.28% Undisclosed % 7.04% NtPCT-PS-GOV-08-13%20-%20HR%20Report[1].doc Page 17 of 17