Part 1 (Open to the public)
ITEM NO.
REPORT OF THE ASSISTANT DIRECTOR OF ADMINISTRATION
TO THE LEAD MEMBER FOR CUSTOMER & SUPPORT SERVICES
TITLE: Process for dealing with vacant administrative posts at the Minerva
Campus
RECOMMENDATIONS:
That approval is given to the approach outlined with regard to how
administrative vacancies on Minerva Campus will be dealt with on an interim
basis, pending the completion of the review of administration.
EXECUTIVE SUMMARY:
Context
The ‘Administration review’ and subsequent restructure has recently been
completed at the Civic Centre and Crompton House campuses. The review is
currently underway on the Turnpike and Minerva campuses and is working in
tandem with the deadlines allocated to the Environment and Children
Services Directorate reviews.
Issue
The administration review at Minerva Campus is dependant upon the
directorate service review and the future clustering and location of services,
which have yet to be determined. In addition we will be looking to offer shared
generic support to Children’s Services once teams have relocated to the Civic
Campus.
We are not yet therefore in a position to draft the future model for
administrative services and determine posts required in the future structure.
Pending the outcome of the review, when vacancies occur, services have not
been allowed to recruit to administrative posts and in a number of cases have
taken on agency staff to cover critical posts.
In addition, the recent changes to improve safeguarding services have
required the strengthening of administrative capacity in some areas to support
increased numbers of contacts and referrals; increased numbers of social
workers and changes to systems and processes.
Agency workers
At the meeting of Lead Member for Customer and Support Services held on
23 August 2010, approval was given to extend contracts for a number of
agency staff covering administrative posts within the Children’s Services
directorate.
A further report was requested on the future planned approach for managing
vacant administrative posts within the Children’s Services directorate.
Since this meeting, further work has been conducted with the directorate to
identify:
o Where agency staff are covering posts due to the temporary absence
of the substantive post holder, e.g., providing for sickness or maternity
cover
o Where agency staff are covering for the substantive postholder due to
secondment
o Where agency staff are covering vacant posts
Working with the Children’s Services Senior Leadership Team, action has
been taken to identify which vacant administrative posts can be released as
part of the directorate Think Efficiency savings and which are critical posts
which would have a significant impact on service delivery.
Because we cannot yet determine whether these posts will still be required
after the service restructure and administration review is completed, the
following approach to managing administrative vacancies on an interim basis,
is suggested.
1. That any critical posts identified will in the first instance be filled
through internal moves of staff on the administration review baseline
for Minerva and Turnpike campuses.
2. Staff taking up these posts will do so on an interim seconded basis,
pending the outcome of the administration review.
3. If we are unable to fill interim posts through internal moves, remaining
posts will be offered on a fixed term basis to Future Jobs Fund
trainees, Apprentices, Academy or Work Solutions staff, pending the
outcome of the administration review. These contracts would be
offered up to 31 March 2011 or sooner, depending upon the service
requirements prior to final implementation of the new structure for
administrative support for Children’s Services.
Recommendation
It is recommended that the above approach be adopted for the recruitment of
administrative posts to support the interim arrangements in Children’s
Services directorate, pending the outcome of the directorate service review,
the administration review and the proposed accommodation moves.
BACKGROUND DOCUMENTS: (Available for public inspection)
ASSESSMENT OF RISK:
N/A
SOURCE OF FUNDING:
From existing resources
COMMENTS OF THE STRATEGIC DIRECTOR OF CUSTOMER AND
SUPPORT SERVICES (or his representative):
1. LEGAL IMPLICATIONS
Provided by: N/A
2. FINANCIAL IMPLICATIONS
Provided by: N/A
3. ICT STEERING GROUP IMPLICATIONS
Provided by: N/A
PROPERTY (if applicable):
N/A
HUMAN RESOURCES (if applicable):
Joanne Finnerty, Strategic HR Manager
CONTACT OFFICER:
Allison Lobley, Assistant Director of Administration
3003
WARD(S) TO WHICH REPORT RELATE(S):
KEY COUNCIL POLICIES:
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DETAILS (Continued Overleaf)