Volunteering in NHSScotland Volunteering Information System 2017/18 1 st quarter report Data from 15 August 2017

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1 Volunteering in NHSScotland Volunteering Information System 2017/18 1 st quarter report Data from 15 August 2017 NG26-08 Introduction The Volunteering Information System has been designed for, and with the involvement of, NHS Boards, to support them to manage their volunteering programmes and report on activity. This provides: 1. a system compliant with all data protection, information governance and data security policy and legislation, 2. a reduction in the administrative burden on staff who manage and support volunteers, 3. an improvement in the accuracy and efficiency of reporting on volunteer engagement, and 4. an accurate picture of volunteer engagement locally and nationally. What the system does The Volunteering Information System allows NHS Boards to track the volunteer journey from point of contact through to their engagement in a volunteer role. This helps to ensure that the recruitment process is followed and provides Boards with a rich set of data on the path from that first contact through to the beginning of the volunteer 'placement'. The system also provides a number of reports, allowing NHS Boards to identify trends and take proactive steps to improve their management processes and support a positive volunteering experience. Usage across NHSScotland Seventeen NHS Boards use the system, with 155 active users. Only eight of the 17 NHS Boards have entered data into the system in 2017/18 Q1. The following boards use the system: Golden Jubilee (National Waiting Times Centre), Healthcare Improvement Scotland, NHS Ayrshire and Arran, NHS Borders, NHS Dumfries & Galloway, NHS Education for Scotland, NHS Fife, NHS Forth Valley, NHS Greater Glasgow and Clyde, NHS Health Scotland, NHS Highland, NHS Lanarkshire, NHS Lothian, NHS Shetland, NHS Tayside, NHS Western Isles, The State Hospital. Unless otherwise noted, this paper refers to data pertaining to 2017/16 and where noted quarter 1, 2, 3 or 4, e.g. Q4. Produced by: A.Bigham Page 1 of 13 Review date: N/A

2 Current status of volunteers nationally The table below lists the number of volunteer records across the NHS Boards that used the system in quarter 1 of 2017/18 and how many are at each stage in the recruitment process. : 1. The above excludes records used in training sessions. No of volunteer % of volunteers Status records in 2017/18 Enquiry % Application in Progress % Undergoing Training / Induction % Awaiting Placement % Placed % Inactive 6 2.4% Retired 0 0.0% Signposted on (not placed) % Withdrawn % Total Key points 1. Each NHS Board differs in size, level of volunteer engagement and recruitment windows. 2. This report is available within the system on an NHS Board level for users to interpret locally within their own NHS Board. 3. Nearly a fifth of volunteers have withdrawn or been signposted on. Produced by: A.Bigham Page 2 of 13 Review date: N/A

3 Volunteer applications national summary 2017/18 New enquiries In progress Awaiting placement, placed or inactive Avg weeks from enquiry to placement Withdrawn or signposted on Retired NHS Boards with data Q % % 8.6 weeks % 0 0.0% 8 In progress: any volunteer application still going through the recruitment process Awaiting placement, placed or inactive: volunteers who are ready to begin or currently volunteering, or who have been volunteering but are on a break Withdrawn: volunteer applicants who have not responded or who have withdrawn their application Signposted on: volunteer applicants who have been signposted elsewhere Retired: Volunteers who were placed volunteers but who have left their role permanently NHS Boards: the number of boards using the system with volunteer applicants in this quarter Key points 1. NHS Boards continue to experience a high volume of volunteer enquiries do not progress to placements (19.0% in Q1 of 2017/18). 2. The average length of time from enquiry to placement of 8.6 weeks does not reflect the true picture as 59% of enquiries are still in progress. Produced by: A.Bigham Page 3 of 13 Review date: N/A

4 Placement record errors A number of records are excluded from the data used to calculate the average weeks from enquiry to placement. The table below lists the errors and how many records are affected. In each case these are caused by user data entry error or users not entering complete records. Error No of affected records in 2017/18 Q1 Placement date is before the enquiry date 6 Placement start date is equal to the enquiry date 0 No Placement start date recorded 0 Placement start date occurs in the future 1 Error reports are now available in the system for users to identify these errors. Use of these reports is included in Advanced webinars. Key points: 1. NHS boards and their staff are responsible for maintaining the accuracy of information. Users of the system should ensure that any errors falling under their area of responsibility are corrected. Produced by: A.Bigham Page 4 of 13 Review date: N/A

5 Element of the volunteer recruitment process References Average time in weeks Q1 Reference return 1.7 Occupational health Volunteer's return of OHA form 0.9 Volunteer manager s processing of OHA form 0.1 OHA return from OH 2.4 Disclosure Volunteer's return of Disclosure form 1.4 Volunteer manager s processing of Disclosure form 0.2 HR processing of Disclosure 0.1 Disclosure Scotland return time 2.1 Protection of Vulnerable Groups (PVG) Volunteer's return of PVG application 0.2 Volunteer manager s processing of PVG application 1.3 HR processing of PVG application 0.3 Disclosure Scotland return time 1.2 Key points 1. There appears to be a delay before Disclosure and Protection of Vulnerable Groups paperwork is submitted to HR and then to Disclosure Scotland. These delays could be caused by incomplete paperwork having been submitted by the volunteer (and the need to correct the paperwork) or a desire to save costs on postage (suggested by some volunteer managers). Produced by: A.Bigham Page 5 of 13 Review date: N/A

6 Referral routes Route into volunteering Placed volunteers in 2017/18 Q1 No % of known Local media 3 4.1% Member of staff 3 4.1% NHS Board website % Other % Transfer from a third sector organisation 1 1.4% Undefined 2 2.7% Volunteer Centre/Third Sector Interface 5 6.8% Word of mouth % Total (known) 74 - Key points 1. The low number of records with data suggests that some NHS Boards do not ask volunteers how they heard about roles. Produced by: A.Bigham Page 6 of 13 Review date: N/A

7 Demographics of volunteers placed in 2017/18 Q1: Age Age Placed volunteers in 2017/18 Q1 % of respondents Scottish profile % 0.0% % 1.3% % 5.0% % 5.0% % 6.3% % 6.3% % 7.5% % 2.5% % 5.0% % 6.3% % 3.8% % 6.3% % 8.8% % 8.8% % 8.8% % 18.8% Total % 5.0% 10.0% 15.0% 20.0% Scottish profile Q1 % Data above relates to placed volunteers who registered in 2017/18 Q1, who provided equalities monitoring data to NHS Boards that used, and stored the information in, the Volunteering Information System. Key points 1. The profile of placed volunteers does not match the Scottish profile. The large number of young volunteers might relate to the increasing desire to gain experience for higher education and the employment market. 1 Produced by: A.Bigham Page 7 of 13 Review date: N/A

8 Demographics of volunteers placed in 2017/18 Q1: Disability Do you have a condition or illness that reduces your ability to carry out day-to-day activities? Number % Scottish profile 2 Yes, limited a little % Yes, limited a lot 0 0.0% 19.6% No % 80.4% Prefer not to answer 2 5.0% - Did not answer % - Total Data above relates to placed volunteers who registered in 2017/18 Q1, who provided equalities monitoring data to NHS Boards that used, and stored the information in, the Volunteering Information System. Some NHS Boards do not use the Volunteering Information System for equalities monitoring. Key points: 1. The small number of respondents make it difficult to draw any meaningful conclusions. 2 Produced by: A.Bigham Page 8 of 13 Review date: N/A

9 Demographics of volunteers placed in 2017/18 Q1: Gender Gender Placed volunteers in Q1 2017/18 % Scottish profile 3 Female % 54.4% Male % 48.6% Prefer not to say 0 - Did not answer 0 - Total Data above relates to placed volunteers who registered in Q1 of 2017/18, who provided equalities monitoring data to NHS Boards that used, and stored the information in, the Volunteering Information System. 3 Produced by: A.Bigham Page 9 of 13 Review date: N/A

10 Demographics of volunteers placed in 2017/18 Q1: Race Race Placed volunteers in 2017/18 Q1 % of respondents Scottish profile 4 Asian/Asian British 1 2.2% 2.7% Black/ African/ Caribbean/ Black British 0.1% Mixed/multiple ethnic groups 0.4% Other ethnic group 0.3% Other not listed 2 4.4% - White, White Scottish or White British % 96% Did not answer 2 4.4% - Prefer not to answer 3 6.7% - Total Data above relates to placed volunteers who registered in 2017/18 Q1, who provided equalities monitoring data to NHS Boards that used, and stored the information in, the Volunteering Information System. 4 Produced by: A.Bigham Page 10 of 13 Review date: N/A

11 Demographics of volunteers placed in 2017/18 Q1: Religion or belief Religion Placed volunteers in Q1 2017/18 % Scottish profile 5 Church of Scotland % 32.4% Hindu 0.3% Muslim 3 7.3% 1.4% None % 36.7% Other Christian 4 9.8% 5.5% Roman Catholic % 15.9% Sikh 0.2% Another religion (see below) 3 7.3% 0.3% Prefer not to answer 3 7.3% - Did not answer 1 2.4% - Total Other religion Placed volunteers in Q1 2017/187 Buddhist 1 Islam 1 None 1 Data above relates to placed volunteers who registered in Q1 2017/18, who provided equalities monitoring data to NHS Boards that used, and stored the information in, the Volunteering Information System. 5 Produced by: A.Bigham Page 11 of 13 Review date: N/A

12 Demographics of volunteers placed in 2017/18 Q1: Sexual orientation Sexual orientation Placed volunteers in 2017/18 Q1 % of respondents Bisexual 4 2.3% Gay / Lesbian 2 1.1% Heterosexual / Straight % Other 2 1.1% Prefer not to answer % Did not answer % Total Data above relates to placed volunteers who registered in 2017/18 Q1, who provided equalities monitoring data to NHS Boards that used, and stored the information in, the Volunteering Information System. There is no national profile for sexual orientation. Produced by: A.Bigham Page 12 of 13 Review date: N/A

13 Demographics of volunteers placed in 2017/18 Q1: Status Status Placed volunteers in 2017/18 Q1 Carer 1 2.4% Employed (full time) 4 9.8% Employed (part time) 3 7.3% Other 4 9.8% Retired (full time) % School pupil % Student % Unemployed % Did not answer % Total 41 - % Data above relates to placed volunteers who registered in 2017/18 Q1, who provided equalities monitoring data to NHS Boards that used, and stored the information in, the Volunteering Information System. Produced by: A.Bigham Page 13 of 13 Review date: N/A