Workforce Performance Report August 2014

1. Workforce Performance ReportAugust 2014 Jayne HalfordDeputy Director of HR Caring, safe and excellent

2. 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). .

3. Headline HR KPIs - Sickness

4. 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.

5. 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.

6. 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.

7. 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.

8. Casework Data At end August there were 76 open cases, comprising: 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.

9. Casework Data Case duration is mostly showing further improvement: • Disciplinary – 91 days (was 83 days in April 2014) • 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

10. 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

11. Occupational Health