Transcript Slide 1

Workforce Performance Report
January 2015
Jayne Halford
Deputy Director of HR
Caring, safe and excellent
1
Headline HR KPIs
Turnover – Target 12% - Actual 12.79 %
Turnover is down this month from last month and at its lowest
level since June 2014. Next month will show if this is a continuing
downward trend.
Sickness – Target 3.5% - Actual 4.66%
Although the trend October – Jan is a mirror image for 13/14
the current sickness of 4.66% is the highest rate for the last 4
financial years. Hot spots are Urgent Care 8.16%, Community Nursing
7.22%, Countywide Services 6.91% and Older Adults MH 6.89%.
FirstCare – a triage solution for managing sickness absence is still
under consideration.
Bank and Agency- Limit 5% Actual 6.5 %
At 6.5% bank and agency is 0.1% lower than in December 2014
and below the 7.4% high of October 2014. Oxon Clinical Pathway
is particularly high at 18.5% whilst community hospitals have
decreased usage by 50% over last month and Finance
Performance contracts have also decreased usage but Strategy
and Development have increased usage again to its highest level.
Sessional usage at 2.4% is slightly down on previous months.
Vacancies: Limit 9% - Actual 5.2%
Vacancy levels have decreased again by 0.1%to the lowest level
since June 2014; as can be seen on the Resourcing slides there is
continued intensive recruitment activity with work continuing on
the brand and varied recruitment campaigns. Whilst vacancy
rates have improved the worsening turnover and sickness have
contributed to the increased bank and agency spend together
with increased complexity of patients. Headcount has been
stable for the last 3 months at just under 6,200 and has been
under 6,200 since March 2014.
2
Headline HR KPIs - Sickness
Sickness Reasons
Given the season it is no surprise that coughs,
colds and flu have increased as one of the main
causes of absence (up from 11.41% in
November). Coughs, colds etc are at 38.54% of
short-term sickness absence with gastro-issues at
12% and chest infections at 8.32%. Public Health
England in their weekly reporting show influenza
at a peak in December, stabilising through
January and into early February.
This means that stress as a reason has decreased
from a high of 23.79% in November but see
below for long term absences.
Long Term Sickness
This graph shows reasons for long-term absence.
Whilst seasonal conditions are in evidence
Anxiety/Depression
continues
to
be
overwhelmingly the main reason for absence.
The Office for National Statistics Report on
Sickness in the Labour Market 2014 states that
more sickness absence days were lost to back,
neck and muscle pain than any other cause
followed by coughs and colds (the most
common reason for sickness absence) and stress,
anxiety and depression and that of the larger
public sector organisations sickness absence
rates are highest for those working in the health
sector.
3
Directorate Performance – Headlines
4
Directorate Performance
C&YP Directorate :
Sickness 3.33% V 3.5% Target
Sickness absence has seen an increase from last month of 0.43%. Long term absence is currently 1.39% - an Increase from last
month of 0.15%. This equates to WTE days 1107 lost (last month 929). Top reasons for sickness absence in CYP are :
•
Cold, Cough, Flu 18.42% (last month 10.46%)
•
Anxiety and Stress 16.39% (last month 26.91%)
•
Gastrointestinal problems 11.14% (last month 13.61%)
The overall trend since April 14 has continued to be significantly below trust target. Sickness absence is being managed in line
with support from Occupational Health; we have seen a number of successful returns to work plans in December/January.
Turnover 11.7% V 12.0% Target
•
We have seen a slight decrease in turnover from last month of 0.29%, turnover remains lowest % across all Directorates
except Corporate. Highest turnover is within Dental Services at 21.38% (last month 21.56%) followed by Swindon, Wilts and
Banes at 13.5% (last month 13.16%) and Complex Care at 12.4% (last month 12.47%).
•
To note sickness has steadily and consistently reduced within the Dental service from 12% in April to the 4.23% and the
management of sickness issues are represented in the turnover figures.
5
Directorate Performance
C&YP continued:
Bank & Agency 5.1% V 5.0% limit
•
Overall, Agency accounts for 4.9%: the highest users of agency are within CYP Specialist Services (includes 2 Oxford inpatient
units) with Bank & Agency at 10.8% (last month 9.6%). Cotswold House Oxford will see a spike in staff/agency due to the
admittance of a number of high dependency patients week commencing 2 Feb 15 which will require extra staff levels. Since
December the Ward has been supporting a number of patients on level 3 and 5, all requiring extra staff. The appointment of
new sessional contracts will help ease the level of agency and bank spend.
•
Medical agency remains high due to sickness absence/requirement of reasonable adjustments.
Change Management:
•
HR has input to and are supporting a number of re- tender/TUPE processes, namely Buckinghamshire CAMHS, Dental
Services in Leicester & Nottingham, Smoking Cessation Service to a private provider, Paediatric Liaison to the OUH and
Wiltshire Community Services.
Vacancies 3.9% v limit 9%
•
•
•
The majority of vacancies are in the inpatient wards and community teams. Five nurses have been offered posts as a result
of a recent open day for Boundary Brook House. An open day is taking place for nursing staff for the Highfield Unit and we
are hopeful of filling a number of vacancies.
The most problematic area is recruiting nurses to the Community Team. Respite nurses are difficult to find.
Recruitment to student health visitor posts and student health nurses is taking place at the beginning of March.
6
Directorate Performance
Older Peoples Directorate
Turnover: 13.66% v 12% Target
•
Staff turnover in the Directorate continues to be high. In this period, there were 32 leavers across the Directorate including
three dismissals, three retirements, two end of bank contracts and 24 resignations. 40% of those who resigned cited
Work/Life Balance as the reason for their resignation.
•
Community Nursing continues to have the highest turnover in the Directorate at 16.65%. This continues to be monitored by
the service and exit interviews offered.
•
Further analysis of the reasons for staff leaving the Directorate will be looked into.
•
Turnover in Older People’s Mental Health was also high in January – 14.49% (due to 2 resignations and 2 retirements).
Sickness: 6.64% v 3.5% Target
•
There was an increase in sickness absence from 5.47% last month to 6.64%. Increases in short, medium and long term
absence were all recorded. However more short term absence was recorded than had existed in the previous two months.
•
Sickness Absence in Urgent Care has increased to 8.16% (from 4.77% last month). This reflects long term absence which is
specifically within the Witney EMU, this is being managed in line with the formal policy.
•
Countywide services continues to have high sickness levels particularly within the Reablement service at 14.2%.
Management of sickness absence continues to be a priority in this area.
•
The main reasons for absence in the directorate continue to be:
– Anxiety and Stress – 21.46 % (last month 25.19%)
– Muscoskeletal (MSK) problems 19.21% (last month 14.99%)
– A specific pilot project looking at fast tracking physiotherapy for staff experience MSK problems is in the process of
being planned and should be in place by the beginning of March.
7
Directorate Performance
Older Peoples Directorate Contd.
Bank and Agency - 6% v 5% limit
•
There was a slight decrease in Bank and Agency Spend from 7.07% to 6%.
•
Bank and Agency is still high specifically in Urgent Care and Community Hospitals. One of the key reasons for high levels in
Community Hospitals is the level of patient acuity continues to be high. However this is reviewed as patients are discharged.
•
Recruitment in Community Hospitals and Community Nursing has resulted in increased staffing levels which is having a
positive impact on bank and agency usage.
Organisational Change:
•
A new structure for 8a and 8b operational roles has been implemented within Older People’s Directorate in January. In
addition integrated Locality Teams have been implemented in January resulting in Community Nursing, Therapy Services and
Reablement working closely together. This has coincided with weekend working been introduced for Therapy services.
Vacancies – 9.6% v 9% limit
•
Community Hospitals - Vacancies for registered nurses are spread across all the hospitals. There is a constant struggle for
recruitment to keep up with turnover rates. Some of the hospitals are difficult to recruit to because of their remote
geographic location. All 15 vacant posts for HCA’s have been offered and candidates are going through recruitment checks.
•
Community nursing – historically this is a difficult to recruit to area. In particular we struggle to recruit in the City, South East
and South West although there has been a small rise in applications in recent months.
•
Other areas where we struggle to recruit are Band 2 posts in Reablement due to the nature and structure of the role; nursing
staff for the Community Mental Health Teams in Bucks due to proximity to London; and nursing posts within Urgent Care.
8
Directorate Performance
Corporate Directorates :
Turnover 11.12% V 12.0% Target
Staff turnover was down in most areas and below the trust target. An increase in turnover in the Strategy and Development
department was the result of one leaver in OPS and 1 temp ended their contract in Research and Development. In the CEO office
one individual left as a result of failing the probationary period.
Sickness 2.5% V 3.5% Target
Sickness is at its lowest level since February 2014, bucking the seasonal trend. The sickness figures for the Medical Director
department reflect some long term sickness for individuals on nil pay within CPSU pharmacy. Similarly the sickness figures in
Strategy and Development department mostly reflects a long term sickness case on nil pay.
Bank & Agency r 4.7% V 5.0% limit
Strategy and Development: Agency is this department has increased month on month. A plan has been agreed to employ
agency staff where budgeted and where appropriate.
Organisational change: The organisational change paper for the Estates and Facilities department for the soft FM services went
to SPNCC for the consultation to commence Monday 2nd March.
Vacancies -22.8% v limit 9%
•
There are a few difficult to fill posts within Corporate services: we are struggling to recruit to a procurement management
post and to senior informatics posts. We are looking into advertising on specialist websites.
•
We are struggling to recruit to B7 & B6 Occupational health nurse posts despite offering a substantial recruitment and
retention premium. This reflects a national shortage of these skills.
•
We continue to look at other ways of advertising for domestic assistants.
9
Directorate Performance
Adults Directorate
Turnover 13.4 V target 12%
•
There has been a slight decrease mainly due to the 12 month trend from Psychological Therapies decreasing after a peak in
Sept 14. The PWP recruitment cycle started again in February for Bucks and 8 new roles have been offered so the downward
trend will reverse when they start in April . Inpatient wards continue to have the highest turnover and although recruitment is
our highest priority at the moment, we are encouraging the Operational Management to develop a retention strategy. HR
will support with a plan to increase the use of the exit data questionnaire.
Sickness 4.44% V Target 3.5%
•
There has been a slight decrease from December 2014 mainly due to an improvement in the Service Delivery and
Development team. Sickness remains high on inpatient wards with an increase in colds and flu which is predictable at this
time of year. Long term sickness cases are being managed with support from Occupational Health.
Bank & Agency 9.1 V limit 5%
•
The use of bank and agency has increased significantly since December 2014 mainly in the Clinical Pathways in Bucks and
Oxford. Forensic services used very little Bank or Agency in January with some inpatient wards being up to establishment and
Kennett not able to get agency support to fill short notice shifts. There are a high number of Inpatient vacancies at Band 6, 5
& 3 and hard to fill Band 6 roles in the Community. Recruitment events are being held regularly and in January we
specifically targeted student nurses qualifying in July 2015, inpatient staff nurses and HCA’s. Bank & Agency use is
appropriate for the known vacancies and increased sickness on the inpatient wards where, due to safer staffing
requirements shifts have to be filled through sessional, NHSP or as a last resort agency staff. Agencies are used for longer
term cover in the Community to ensure that caseloads are manageable while recruitment is undertaken. Hard to fill roles are
being addressed through targeted recruitment and discussions are taking place regarding rotation placements.
10
Directorate Performance
Adults Directorate
Vacancies 7.9% v limit 9%
•
Vacancies within Oxford Inpatients remains high although a recent successful open day held at the Warneford has seen 5
nurses being offered posts and 11 HCA’s. Further interviews from contacts from the open day are taking place w/c 16
February. There is difficulty recruiting to the deputy ward manager roles. Job adverts are currently being revamped for
these posts.
•
Following a recent open day, Thames House have invited 7 nurses and 8 HCAs to attend interview.
•
AMHT’s – there are ongoing difficulties in recruiting B6 Care Coordinators and Night Assessment Workers particularly in
Oxford City due to the nature of the work. We continue to think of new ways to attract staff. These roles are currently out to
advert.
11
Directorate Performance
As described last month the following graphs are available to drill down into specific areas.
As we can see from the Kestrel figures vacancies have been relatively consistent as has sessional and bank usage
although there is an increase corresponding with increased sickness in September and December. Therefore what has
to be considered are other factors such as patient acuity, holidays, study leave etc
For Urgent Care vacancies are not high but increased bank/agency mirrors an increase in sickness from September.
12
Directorate Performance
Kingfisher AAFP07
WTE Differences By Subjective
Agency/Bank/ Sessional Spend
Absence
13
Directorate Performance
Urgent Care WVIE04
WTE Differences By Subjective
Agency/Bank/ Sessional Spend
Absence
14
Recruitment Data
January has seen an increase in live adverts as
vacancies that were not advertised during the
Christmas period have now been published. There has
been an increase in applications received as is
expected in January as people tend to think “new year,
new job” .
Recruitment Data
900
800
700
600
500
400
300
200
100
0
New Vacancy Adverts
Jan-15
Dec-14
Nov-14
Oct-14
Sep-14
Aug-14
Jul-14
Jun-14
May-14
Apr-14
Mar-14
Feb-14
Live vacancies
Values Based Recruitment
The Values Based Framework is still to be given final
approval from the Exec Team before launching.
Positive feedback was received from SPNCC. Work
continues on updating recruitment materials.
Recruitment Action Plan
Work has progressed on identifying available staff
accommodation and a revised accommodation policy
regarding allocation has been drafted by Estates
colleagues. Detailed work continues on identifying
improvements to the current recruitment process. We
have attended six different recruitment fairs/open days
with some success in attracting candidates for hard to
fill vacancies.
In addition further analysis of leaver data is underway
to aid consideration of pre-emptive recruitment i.e. to
have recruits lined up to backfill vacancies.
Recruitment Data
Job Fairs – January and February
Event
Milton Keynes
Date
23rd January 2015
10am-6pm
24th January 2015
10am-6pm
Feedback
Well attended event. Spoke with over 100 attendees, obtained details for 86
attendees.
Mainly HCA/Support Worker and Administration interest.
Small number of clinical attendance, mixture of Nursing and Therapy.
Contact made with all applicants seen on the day.
Follow up to be diarised.
Cherwell School
22nd January 2015
6pm-8pm
Well attended by pupils and parents.
Spoke with over 20 pupils.
Interest in medical career, GP and Psychiatry.
Useful to have RS in attendance due to the questions asked.
Learnt that pupils had used our services which stemmed their interest.
Warneford Hospital
24th January 2015
12pm-5pm
54 people attended, 16 were nurses and 38 were HCAs
5 Staff Nurses offered roles, 1 unsuccessful, 11 to be interviewed over the next 2
weeks
13 HCAs offered, 3 unsuccessful, 22 to be interviewed over the next 2 weeks
Warneford Hospital
28th January 2015
2pm-6pm
Saw 4 people in total.
Nobody interviewed on the day.
Shortlisted to interview WC 9th February.
Milton Keynes
16
Recruitment Data
Westfields, London
6th February 2015
10am-7pm
Westfields, London
7th February 2015
10am-7pm
We saw over 100 jobseekers in all across the 2 days Mainly
Administration candidates, very little clinical staff. Minimal
interest in relocation/accommodation. Provided lots of
advice to those looking to get into the NHS or school
leavers with parents looking for advice about various
options.
As above
Highfield
12th February 2015
2.00pm-7.00pm
TBA in next months report
Whiteleaf
28th February 2015
TBA in next Months report
Oxford Town Hall
(Admin and HCA’s)
4th March 2015
10am-3pm
TBA in March Report
17
Casework
18
Casework
Open Casework by Case Type
Grievance
10%
WhistleblowingBullying and Harassment
3%
3%
Bullying and Harassment
Capability-health
Disciplinary
21%
Capability-performance
Conduct
Capability-health
48%
Disciplinary
Grievance
Whistleblowing
Conduct
6%
Capability-performance
9%
19
Casework
Casework by Directorate
Adult (Bucks)
6%
Adult (Oxon)
4%
Adult (Specialised)
12%
Adult (Bucks)
Adult (Oxon)
Adult (Specialised)
Children And Young People
Older Peoples
52%
Children And Young People
10%
Corporate
Older Peoples
Corporate
16%
20
Casework
Overall the casework duration has improved again in all but whistleblowing and performance (capability).
At 94 cases there are 3 fewer cases than last month.
Childrens and Families
HR are currently managing 9 formal cases (a decrease of 2 since last month), which consist of 2 disciplinary matters, 5 capabilities
(3 of which relate to Health) and 2 Bullying & Harassment. One performance capability is in abeyance. Neither of the 2
grievances that have been closed were upheld and decisions were not appealed. There are no current ET claims or suspensions.
HR continues to work closely with managers, support is also being provided regarding informal matters some of which are of a
complex nature.
Corporate
HR are currently managing 16 cases of ( which 10 relate to health) There have been 2 new cases this month, a complaint and a
grievance. These are being managed with HR support.
Older Peoples Directorate
HR are currently managing 55 formal cases which consist of 8 disciplinary matters, 35 capabilities (31 of which related to Health)
and 1 Bullying & Harassment, 7 Grievances, 3 Grievance Appeals and there is 1 current ET claim. 8 formal cases have been closed
in January.
21
Casework
Adults
•
•
•
•
•
•
Bucks 3 Disciplinaries. 2 have dates for hearings in February and March. One is adjourned for an OH appointment
Bucks 2 Conduct Safeguarding – hearing scheduled in February
Bucks 1 Conduct Other – On maternity leave
Oxford 2 Whistleblowing – one complete waiting to be presented to Exec Team. One being investigated outside
Directorate, report being written
Oxford 1 Grievance Hearing on 10 Feb. 15
Specialised
•
•
•
•
6 Disciplinaries – 3 have hearings scheduled
1 Appeal held on 9/2
1 Conduct Safeguarding
1 Whistleblowing completed waiting for action plan to be signed off by Exec Team
22
Staff Health and Wellbeing
Oxford Health NHS FT is going smoke free
•
Oxford Health NHS FT will be smoke free from 2 March 2015 across all its sites.
•
From 2 March smoking will not be allowed in any of the trust’s buildings or within any of its grounds and this will
apply to all staff, patients and members of the public visiting our sites.
•
Under the new policy, staff will no longer be allowed to take “smoking breaks” and staff who wish to smoke whilst
on duty will have to do so within their allocated breaks.
•
Smoking cessation advice and support is available for both patients and members of staff.
Oxon Bikes (similar set-up to Boris Bikes)
We entered 3 bids to Oxfordshire County Council for their Local Sustainable Transport Fund from the Department for
Transport in December 2014. We were awarded funding for Littlemore (5 bikes ), Chancellor Court (5 bikes) and
Warneford (12 bikes)
We are hoping that these will be installed and ready for staff to use from April 2015.
Benefits
•
The introduction of OxonBikes will help encourage and support staff to make healthier choices when travelling
between sites.
•
As well as improving staff physical and mental health, increased use of cycling will help reduce the significant
congestion around our sites.
•
Cycling is an efficient, economic and environmentally sustainable travel choice, in line with the Trust’s Travel Plan
and Environmental Policy.
23
Occupational Health
Activity
Referral by Manager
99
IHR
1
Reviews
60
Self Referrals
15
WHA
133 received
WHA Appointments
43
Immunisations
170
BBV/NSI
14
Physiotherapy
18
Work Station assessments
2
Case Conferences
1
Triage
1502 contacts
Total activities
2058
KPI’s for January 2015 –
68% of referrals were seen within 10 days and
the average amount of days between
attendance and dispatch of the report is 2.35
days.
In addition to the above appointments the
following activities were undertaken:
• Drop-in Flu clinics daily at Littlemore.
Currently 63.2% of front line staff to date
have been vaccinated.
• Partnership working with Older Peoples
Directorate re Fast track Physiotherapy pilot
is in progress with commencement due in
February/March 2015.
Slide 3 demonstrates the increased workload
taken on by the Occupational Health
Department with immunisations and work
health assessments (pre-employment)
providing the highest numbers of work items.
Occupational Health
Occupational Health
2013
January
February
March
April
May
June
July
512
January
561
February
March
April
May
523
June
July
670
August
September
690
October
November
741
December
491
2014
2012
1019
2013
512
857561
491
1029
263
523
470
453
452
353
461
834
785
467
949670
690
1002741
582
1183627
698
1353719
574
2015
2014
1019
857
1029
949
1002
1183
1353
1229
1592
1537
1544
2115
13-14%inc
2058
99%
2015 13-14 % inc
14-15% inc
2058
50%
65%
48%
55%
67%
58%
55%
47%
39%
45%
47%
56%
53%
110%
81%
50%
71%
83%
August
582
1229
111%
September
627
1592
154%
October
698
1537
120%
November
719
1544
115%
December
574
2115
268%
14-15%inc
102%
Occupational Health
2500
2000
2115
2058
1592
1500
1544
1537
1353
1183
1019
1000
1029
949
1229
1002
857
670
512
561
491
500
690
741
582
523
627
2013
0
1
January
February
March
April
May
June
July
August
719
698
September
2014
October
574
2015
November December