Workforce Performance Report
August 2014
Jayne Halford
Deputy Director of HR
Caring, safe and excellent
1
Headline HR KPIs
Turnover – Target 12% - Actual 13.14%
The turnover figure represents only avoidable turnover i.e.
excluding fixed term contracts which have ended, TUPEd out
staff; so the trend is increased turnover and a pattern which is the
reverse of the previous year.
Sickness – Target 3.5% - Actual 4.14%
Sickness absence is continuing to increase and as we are
approaching autumn sickness absence if based on previous years
figures will increase again.
Bank and Agency; Target 5% Actual 5.89%
Bank and agency, although showing the same trend as the previous
year is more than 1% higher. This is attributable to the high
turnover and sickness rate but also to the new agency framework
not yet being effective. Decisive action has been taken in that the
underperformance of the principle agency has been addressed and
improvement work with the remaining agencies continues.
Vacancies: Target 9% actual 7.21%
Vacancies continue to be below target but show an increase in line
with turnover. Recruitment activity is extremely high and a
recruitment plan is in place ( see later slides).
2
Headline HR KPIs - Sickness
Sickness Reasons
The main reason for sickness absence remains
stress, anxiety. Occupational Health Report this
as the main reason for referral but have not
identified any particular trend. Reporting does
not distinguish between work related and nonwork related stress.
The Stress management courses piloted earlier in
the year were very successful with excellent
feedback. Occupational Health are currently
looking at the best way to make
stress
management training/course more accessible to
all staff
Long Term Sickness
Long term sickness at 2.24% is at its highest
level for some time. In Older Peoples Services
this rises to 3.14%, with the 2 main reasons
being Stress /Anxiety/Depression (21.3%) and
Other Musculo- skeletal (20.8%).
In Older Adults management are seeking to have
quicker access to Physiotherapists to address
musculoskeletal occurrences.
3
Directorate Performance – Headlines
The following headlines focus on those teams areas which are out of kilter in terms of the KPIs and taking into account size of
department i.e. where numbers are small one leaver can distort figures so these areas are excluded:
Turnover
Finance Performance and Contracts
There has been recent turnover in Procurement but this has been reviewed and there are no specific issues to be addressed.
Psychological Therapies
There is high turnover once staff have completed training so a tie in on completion of training is being applied – this will not show
positive results however for at least a year.
Dental
There have been two medical discharges and one resignation so it is likely that turnover will peak and then drop.
Older Adults Mental Health
Additional CPN recruitment is taking place to address vacancies but they can be hard to attract in Bucks. A number of staff have retired – this
could be linked to the organisational change process that is almost completed.
HR and Occupational Health
Despite a Recruitment and retention premium there has been turnover in OH although partly attributable to retirement.
Research and Development
Leavers questionnaires are being analysed to see if there are common themes.
Community Nursing
An action plan has already been drawn up based on analysis of exit questionnaires.
Sickness Absence
Dental
As can be seen above long term sickness absence has been addressed and the high rate of sickness absence should now drop.
Strategy and Development (includes Oxford Pharmacy Store)
A meeting is planned with managers to review sickness absence and bank and agency and to agree actions.
4
Directorate Performance – Headlines
Older Adults Mental Health
Older People’s Directorate are exploring potential ways for staff to access physiotherapy directly. Given the high rate of MSK issues this
Could assist in driving up attendance rates.
Community Nursing
See earlier comments about action plan and pursuit of more Physiotherapist resource.
Bucks Clinical Pathways
Return to work interviews have been re-promoted and are in use
Bank and Agency
Psychological Therapies
This is related to the high turnover and actions to address this have been described.
Specialist services
At Highfield which traditionally has high turnover 10 newly qualified staff have been recruited but will be covered by bank and agency
until fully inducted. This means that bank and agency will drop but this will not impact for another month.
Community Hospitals
3 wards showed amber on safe staffing levels for end August and one red – the main aspects of the Recruitment Plan are shown overleaf.
Finance
There is high agency usage in Information awaiting recruitment to vacancies.
Strategy and Development
As before a piece of work will be undertaken by the manager and HR to explore issues.
Estates
Reorganisation is pending so figures will improve post implementation.
5
Directorate Performance –Headlines
A recruitment action plan has been developed – some of these actions show against hot spots in bank and agency and sickness
absence. Other actions are detailed below and progress /achievements will be reported in subsequent months. The focus is on
developing the website to better communicate the range of career options and geographical locations, accommodation for new
entrants and international recruitment. The planned actions are heavily dependent upon input from other corporate functions.
Appropriately senior staff from those functions was requested 29/08/14.
Candidate Attraction
Improving the Trust’s website – ‘Working for Us’
Development of values based recruitment
Targeted recruitment materials particular to the
Directorates
Identification of career paths
Possible use of job rotations
Availability of short-term trust accommodation
Relocation allowances
Welcome bonuses
Recruitment Process/Retention
Targeted Recruitment Open Days
Attendance at Recruitment Fairs
Working with OUH
Positive action – targeting people returning to work
Developing links with Universities
Working with local agencies
Development of new Recruitment Database
Fully embedding values based working
Introduction of RRP
The development of an in house staffing bank
Targeted Recruitment Open Days
Attendance at Recruitment Fairs
6
Recruitment Data
Recruitment activity remained high in August due to
the ongoing recruitment of students for example
Health Visitor students to start on the 8th September.
An open day was held for Oxfordshire mental health
services specifically looking to recruit Band 6
staff. From this open day 10 attendees have been
invited to attend an interview for roles within the
community; to date 3 of these candidates have been
appointed to a permanent role.
The recruitment team have also been looking at
improved candidate attraction including dedicated
literature for each directorate, staff accommodation
and improving the Trust’s Working for Us section on
our Website to name a few.
During August we have also been planning targeted
recruitment campaigns that will take place in
September; the services covered are general nurses
for the community hospitals, mental health nurses
and deputy ward managers for the acute mental
health wards as well as staff for the reablement
services.
7
Casework Data
At end August there were
comprising:
76 open cases,
Bullying and harassment 3
Capability
47
Conduct
4
Disciplinary
12
Grievance
7
Whistleblowing
3
There are currently no ETS as a result of good
case management.
Of capability cases 40 relate to health – this
shows action being taken to address the high
sickness rates shown earlier in the report. The
Occupational Health Department will take part
in the sickness absence management courses
run regularly by the HR team.
From April 1 2014 1 new policy has been
finalised – Expenses, 7 policies have been
reviewed and updated/amended, 1 new policy is
due for approval and 9 policies are currently
undergoing review . Where appropriate
guidelines are being written or updated to
accompany policies.
8
Casework Data
Case duration is mostly showing further improvement:
•
Disciplinary – 91 days
•
Conduct - 51
•
Bullying and harassment - 85 days
•
Grievance - 89 days
•
Capability - at 129 days
•
A review of how investigators are provided is underway because of the difficulties in securing investigators without significant delay to a
case. This should, in time, show further improvement in case duration. The casework database is being further developed to show the
reasons for delays in case processes.
•
Training courses on managing attendance and performance are regularly delivered by HR staff
(was 83 days in April 2014)
9
Staff Health and Wellbeing
Achievements
•
•
•
•
•
Health and &Wellbeing Champions - We now have over 100 champions spread across the trust
Health and Wellbeing now has it’s own slot within the staff induction programme, approx every 3 weeks.
Monthly newsletter available to all staff called ‘Wellbeing Matters
Staff wellbeing days have proven to be very popular. Currently looking at venue/date for our next event – likely to be October
Staff Health and Wellbeing Action Group membership is being reviewed, so that each directorate has representation on the group and
is able to feed in to the group.
Current initiatives include:
•
Pedometer challenge with over 450 members of staff taking part
•
Couch to 5k running group
•
Ping! Table Tennis tables based at Littlemore and Chancellor Court
•
Baking competition as part of Macmillan’s Biggest Coffee Morning
10
Occupational Health
11