Anne-Maria Olphert, Director of Nursing & Quality Board action required: For Information For assurance (Yes or No): Yes. Purpose of the Report

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1 2.3 Report to: Board of Directors Date of meeting: 26 January 2017 Section: Patient Experience & Quality Report title: Recruitment & Retention Update Report written by: Dr Ade Tams Job title: Recruitment & Retention Lead Lead officer: Anne-Maria Olphert, Director of Nursing & Quality Board action required: For Information For assurance (Yes or No): Yes Purpose of the Report To provide an update on Recruitment and Retention (R&R) within LPFT since the appointment of the Recruitment and Retention Lead in July Key Issues, Options and Risks 1. Recruitment The R&R Lead has now been in post since July Recruitment and Retention has been turbulent through 2016, starting a vacancy low of 18 in January, but peaking within 5 months to circa 70 vacancies. The last 6 months however has seen a decrease of 50 vacancies (WTE) across Nursing staff. Number of vacancies across the registered nursing profession, throughout 2016 is details below: VACANCIES Vacancies (WTE)

2 A Recruitment & Retention Strategy is currently being developed for the Trust and will be finalised and presented to the OD Committee in January 2017, following a 6 month review and in-line with the emerging STP. 2. Social Media/Advertising A suite of adverts, dedicated to LPFT have been developed in conjunction with the Communications Manager and team, which have been used across all social media platforms and in both on-line and printed media, such as the Royal College of Nursing Bulletin and British Medical Journal. These will be refreshed bi-monthly, utilising LPFT and Visit Lincoln (permission to use is granted) images. Adverts include a visual representation, utilising our workforce, service users and also our units across Lincolnshire. These have had a high impact and positive feedback. Adverts generated from NHS Employers have also been modified, to attract Apprentices and younger workforce groups. A dedicated LPFT brief has also been developed to provide an overview of the Trust, its services, awards etc. This is now used as standard in all adverts on social media and NHS Jobs and will be built into the RF1 form for all future advertising. Royal College of Nursing Bulletin: 2 x Advertising Campaigns, both successful, with 2 appointments made from campaign 1 (recruited into Older Adults & Crisis), 2 x further interviews (Older Adults & PICU), 1 x PICU interest and relocating from Scotland, 1 x rejection for Ward Manager, but interested in B6 PICU and a further 24 expressions of interest, which are being followed up. 4 RMHN s appointed for January/February start dates, Linkedin, Facebook, Twitter and LPFT Website: daily LPFT branded adverts are posted across all social media platforms and in some cases, multiple posts are uploaded. Response rates to posts vary, with some reaching a 30% increase in traffic to the site. Any comments by users are followed up and approaches made where possible, especially on LinkedIn. Over 100 Consultant Psychiatrists have been connected with on LinkedIn and 1 x interest in the PICU Consultant awaiting an interview. 3. Events Open Event for 3 rd Year Students The R&R Lead attended the University of Lincoln on 21 st September and presented to the Final Year Nursing Students, discussing LPFT and the opportunities available within the Trust. An open event was held on 10 th October for final year Mental Health Nursing students, with 52 attendees from Lincoln, Sheffield, Nottingham, Derby and Hull Universities. Attendees were given a welcome into the Trust by Director of Nursing & Quality and each Division was introduces by a Senior Manager. Students where then offered a 1:1 values based conversations with a clinician and a service user. This resulted in 42 conditional job offers being made for September It is acknowledged that there is a risk that following their acceptance they will still interview and accept roles from elsewhere. The R&R Lead is therefore keeping in regular contact with the students and has formed an distribution list. Further communication will be take place in March/April to confirm their placement, subject to their area of interest and service need. We will also arrange for a summer bob and are looking at the potential of insight training days. Following the success of the event, a further 5 students from Sheffield Hallam University 2

3 were hosted on 17 th November, with 5 job offers made and accepted. with a view to job offers being made following their conversations on the day. The R&R Lead and Head of Workforce Planning will be visiting all regional universities for follow up meetings in January Careers Fairs The R&R Lead has attended 2 Careers Fairs (BMJ London & RCN Careers Fair, Liverpool), which have been funded by LWAB Attraction Strategy Board. A further 3 events are booked for 2017, Edinburgh, Dublin & London attending Health Sector Jobs Careers Fairs, which attract Medics, Nurses & other Registered Professionals. Outcomes from the Careers Fairs: BMJ 1 x interview for Learning Disabilities Consultant Psychiatrist. A further 19 Consultants are being liaised with on a frequent basis by R&R Lead and Consultant Forensic Psychiatrist. RCN: Details of 12 contacts were made, mostly from Nursing Students in their final year this was a very poor event, with low numbers attending. All have been contacted since the careers fair and 4 are interested in a follow up visit to the Trust in early There is 1 potential applicant for the B7 Learning Disability Manager post in Boston, with an applicant who is relocating to the area initial conversations are in place and being followed up. University of Nottingham: R&R Lead & Head of Workforce Planning are attending a Careers Fair organised by the University of Nottingham, on 23 rd November, specifically for Medical & Nursing Students. 4. NHS Boston The R&R Lead and Associate Director of HR attended an NHS Boston Workshop on 17 th October, organised by ULHT and with participants from across local authority and private business in Boston. The remit of the group is to discuss and approach workforce issues in Boston and the surrounding area, with a view to a partnership approach to tackling the issues. R&R Lead & Associate Director of HR presented an update and highlighted the successes of recruitment in LPFT to date. This was well received by the audience. Following this initial workshop, the R&R Lead has partnered with Job Centre Plus in Boston and is currently running a pilot project with Job Centre Plus and LPFT. We will pilot 3 roles from across the professional groups, with the Job Centre shortlisting the most suitable applicants from their user group and then we will organise a selection centre, using a values based and scenario approach for the selection process. Interviews will be conducted by relevant professionals from within LPFT. R&R Lead has also been invited to the Board of the NHS Youth Engagement Group (Boston), which has been formed by the Talent Academy, with participants from other public sector and private organisations. The first meeting is to be held on 16 th November. 5. LWAB Attraction Strategy Board The R&R Lead and Head of Communications are active Board participants with the 3

4 Attraction Strategy and a number of marketing materials (cotton bags, live in Lincolnshire brochures, pens etc.) have been developed, which have been used at the Careers Fairs with great success. Currently in progress is a recruitment video, with 8 people from across our workforce, invited to participate in the production of the film. A dedicated website for recruitment is also in development and due for completion in January The Attraction Board are now reviewing retention strategies across the Trusts and are discussing a number of incentives that we can initiate in Following a review of the recruitment processes and the Time to Hire, a number of Key Performance Indicators will be introduced from 1 st January for the Team and also Hiring Managers across the Organisation. The intention is that the KPI s will enable monitoring of key recruitment processes and ultimately reduce the time taken to recruit into the Organisation. The suggested KPI s can be found in Appendix 1. R&R Lead is currently writing a questionnaire to be used at the Pre-Employment Check of new appointees, to obtain information regarding reasons for choosing LPFT, benefits/rewards packages from previous employers and feedback on the recruitment process. 7. Medical Recruitment The following vacancies are currently available within the Medical team: Consultant in Learning Disability, Lincoln Consultant in General Adult, Boston Consultant in General Adult, Grantham x 2 (interview arranged on 20th Jan x 3 applicants) Consultant in Older Adult, Grantham Consultant CAMHS, Grantham Consultant PICU, Lincoln SAS CAHMS NEL SAS CMHT, Spalding SAS PICU x 3 applicants (shortlisting shortly) Some urgent action needs to be undertaken to raise the profile of these vacancies and to attract good Consultants. Our current medical team are proactive and approaching their contacts. Actions: The R and R Lead is continuing contact with approaches made at the BMJ Conference, but feedback is that our Trust is offering nothing above other Trusts. The R and R Lead is also proactively liaising with contacts made via Linkedin. The LWAB Attraction Strategy has funded a dedicated BMJ Advertising campaign for 6 months, that will see dedicated adverts and a spotlight on Lincolnshire as a place to live and work. However there is a delay, as ULHT are involved with the advertising campaign and their material is not yet available. LPFT is fully prepared and ready to advertise. 4

5 LPFT are currently running monthly adverts via the BMJ and regular adverts via our Social Media. The Medical Director has proposed a paper for overseas recruitment, which is currently under consideration. The recruitment of a Consultant for the PICU is a priority. 8. Retention Following the review of a number of Mental Health Trusts across the UK, it was identified that although LPFT offer an attractive rewards and benefits programme, the Trust needed to be more competitive Nursing & Registered Professionals A number of incentives have been implemented for Nursing and Professional Registered Staff, upon appointment to the Trust: Registration Fees paid for the 1 st year of employment. This has been checked with the HMRC and is not classed as declarable as a benefit in kind. DBS checks paid for all new appointments (where required) 1k relocation assistance for all newly appointed registered professionals, where they are moving from rented to rented accommodation to Lincolnshire. This was agreed at OD Committee meeting. Up to 8k relocation assistance if selling and buying property for relocation. Further initiatives, such as a referral bonus (for friends and family), increased salary from pension opt out and other initiatives will be discussed with the Executive Team. Overseas recruitment is currently being reviewed and a proposal developed by Medical HR Manager for the recruitment of Consultants from India. LPFT Heroes R&R Lead & Head of Communications reviewed and streamlined the process, to make it simpler and faster to nominate. Review of Exit Interview Process The R&R Lead is currently reviewing exit interviews for 2015-current and recommend proposals following the analysis. The R&R Lead intends to conduct some Exit Interviews on a 1:1 basis, with longer term members of staff who are leaving the Trust, to gain further insight into reasons for leaving and any recommendations that our leavers can make. Executive Analysis A number of initiatives are clearly having a positive impact on recruitment within the Trust but it is important that the pace and attention given to these activities continues. For information. Recommendation (action required, by whom, by when) 5

6 Regulation, legislation and compliance CQC Impact on key lines of Safe enquiry: Financial Implications: Nursing Attraction costs relocation, registration fees and DBS checks Equality Analysis: No impact Compliance Impact: CQC and NHSE Risk Appetite Risk assessment Not applicable Risk Level Avoid Minimal Cautious Open Seek Mature Key Elements Financial / VFM: Compliance/Regulatory: Innovation/Quality: Reputation: APPETITE NONE LOW MODERATE HIGH SIGNIFICANT Explanation of variance from general (G) risk appetite The level of risk against each element should be indicated. Where more than one option is available the level of risk of each option against each element should be indicated by numbering each option and showing numbers in the boxes. The content of this report is the property of Lincolnshire Partnership NHS Foundation Trust Document Control Version 4 November

7 Appendix 1 Recruitment and Selection KPI s The employment services team will ensure that they collect all data during the recruitment and selection process to enable the collation of the following KPI s. The KPI s will be reported on a monthly basis for all vacancies that were completed in that calendar month. The KPI s will be regularly reviewed to ensure any blockages and improvements to process can be identified and implemented swiftly. Approval and Advertising Action Target Timeframe Department Responsible Approval and Advertising Quality Checking the JD/PS 1 working day and Advert Upload the job on to ESR for finance approval and consideration of any at risk staff Finance Approval 2 working days Finance Advert going live 1 working day of finance approval Out to advert Minimum 7 days Shortlisting Shortlisting pack and 2 working days of advert guidance sent to Recruiting Manager closing Shortlisting undertaken on 5 working days Recruiting Manager NHS Jobs and RF2 submitted detailing interview arrangements Interviewing Interview invites sent to successful candidates 2 working days of shortlisting received RF3 completed and sent to notifying of outcome of interviews Offer and Pre Employment Checks Contact made with successful candidate to arrange pre-employment appointment. References requested References Requested Pre-employment Appointment and all checks submitted Inc. DBS and OH All references received Manager to approve references 3 working days of interviews taking place 2 working days of receiving completed RF3 Within 10 working days of RF3 Within 10 working days of requesting Within 2 working days of receipt Recruiting Manager Recruiting Manager 7

8 Conditional Offer letter (subject to satisfactory DBS and OH) and starter pack sent, booked onto appropriate induction DBS check returned Within 2 working days of satisfactory references received Within 5 working days of Atlantic Data submission OH clearance given Within 7 working days Occupational Health Commences in Employment Time measured but no target due to notice periods 8