NLG(20)039

DATE OF MEETING 04 February 2020

REPORT FOR Trust Board of Directors – Public

REPORT FROM

Jeff Ramseyer, Non-Executive Director and Chair of the Workforce Committee

CONTACT OFFICER

Jeff Ramseyer, Non-Executive Director and Chair of the Workforce Committee

SUBJECT Workforce Committee Minutes – October 2019

BACKGROUND DOCUMENT (IF ANY) N/A

PURPOSE OF THE REPORT: For information

EXECUTIVE SUMMARY (PLEASE INCLUDE: A SUMMARY OF THE REPORT, KEY POINTS & / OR ANY RISKS WHICH NEED TO BE BROUGHT TO THE ATTENTION OF THE TRUST BOARD AND ANY MITIGATING ACTIONS, WHERE APPROPRIATE)

Minutes of the Workforce Committee meetings held on Tuesday 29 October 2019, approved at the meeting on Tuesday 26 November 2019

TRUST BOARD ACTION REQUIRED

The Board is asked to receive and note the Workforce Committee minutes from meeting held on 29 October 2019 for information

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WORKFORCE COMMITTEE

PUBLIC MINUTES

Meeting held on Tuesday 29 October 2019 at 2pm in the West Arch Boardroom, DPOWH Present: Jeff Ramseyer Non-Executive Director (Chair) Lee Brown Interim Deputy Director of People & Organisational Effectiveness Sandra Hills Non-Executive Director Linda Jackson Acting Trust Chair Claire Low Interim Director of People & Organisational Effectiveness Kate Wood Medical Director

In Attendance: Elaine Coghill Deputy Chief Nurse (deputising for Ellie Monkhouse) Claire Hansen Deputy Director of Operations (deputising for Shaun Stacey) Rachel Maguire Head of People Development, People & Organisational Effectiveness

(items 8.2 and 8.3) Lesley Mosley HR Business Partner (for agenda item 7.1) Wendy Stokes Executive Personal Assistant to Director of People & Organisational

Effectiveness (taking minutes) 1 Apologies for absence: Ellie Monkhouse, Peter Reading and Shaun Stacey 2 Declaration of Interest: The Chair invited members to bring to the attention of the committee any conflicts of interest relating to specific agenda items. There were no declarations of interest. 3 Minutes of the previous meeting held on Tuesday 30 July 2019: It was agreed that the minutes from the previous meeting held on 30 July 2019 were agreed and accepted as a true and accurate record. 4 Matters arising from the previous minutes: There were no matters arising from the previous minutes.

5 Review of Action Log: Action 20 – Combine the three People and OE strategies into a single draft strategy Draft strategy to be presented at the January 2020 meeting.

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Action 24 – STP Local Workforce Action Plan – briefing paper to update the committee Action completed and it was agreed to remove this item from the action log. Action 25 – Deloittes Review – update Committee on the Review Report To be discussed under item 6 on the agenda. It was agreed to remove this item from the action log. Action 30 – Report on consultations document – adjust the dropdowns, include financial information and complete the red rag ratings Lee Brown is currently reviewing the report on consultations and combining this with the casework review. It was agreed to remove this item from the action log. Action 36 –Addendum to change management policy Claire Low and Karl Portz are working together to look at the quality of content of the quality impact assessments. It was agreed to add Karl Portz name to the action log and defer this item to the November meeting. Action 41 – ACP Report from Elaine Coghill – circulate to Workforce Committee Elaine Coghill reported that an updated paper on ACPs is going to be presented at TMB. There is an ACP working group and an ACP steering group to oversee the operational part of the project. There are some issues still to be resolved and agreements to be made around supervision and credentials. In the longer term, when NLAG has got qualified ACPs does it still want to continue to have ACP trainees. It was agreed that it would be useful for the paper presented at TMB to come to the November Workforce meeting. It was agreed to update the action log accordingly and to put Ellie Monkhouse down to update the committee. Actions 42 - Summer holidays - sickness, bank, agency and incident reporting This action was to reassure the committee that NLAG had the right amount of staff on site in the summer holidays. The Trust regularly plans for bank holidays but does not plan for summer holidays. Claire Hansen felt that the action states for all staff, and she wouldn’t have that information for all staff. Sandra Hills explained that when this was discussed at the last meeting the discussion expanded to cover all staff. The Chair reported that medicine is at less than 60% including annual leave and sickness. Claire Hansen added that all divisions come together to look at EPR ratings and plot any surges. Sandra Hills reported that other places have more robust processes, and she asked what is NLAGs approach and can this committee be assured it is applied properly. Kate Wood’s recollection was that the annual leave policy is very clear for medical doctors and is easy to read. The problem is that it is not followed. It was rewritten in 2018 and clearly states that directorates need to take the responsibility for this. Kate Wood added that at the Operations Management Group (OMG) meeting it was very clear that directorates do not read policies. Kate Wood cannot give assurance, although this has been discussed at OMG and directorates have been reminded it is their responsibility. It is about making sure annual leave is apportioned properly across the whole organisation. Sandra Hills felt that it is one thing to have a policy and another to implement the policy as envisaged. Kate Wood added that this went to TMB two months ago for re-discussion. Lee Brown suggested building the rules into e-Roster as all staff are on the e-Roster system and this would be an easier way of monitoring this. Kate Wood added that the policy for medical staff does not mention e-Roster, it only states on appropriate forms which may be paper or electronic. Rachel Maguire highlighted that a number of policies are being amended to include electronic forms going forward. It was agreed to keep this item on the action log for a further update on what is happening to be given in January 2020. Claire Hansen explained that there is a template that is used to detail who is around at key points throughout the year. There is a process in place and this is signed off but you cannot mitigate for sickness at short notice. It was questioned how many extra staff were needed for New Year ’s Eve. Linda Jackson highlighted that this action was from the June 2019 meeting and she asked was this summer better covered than in previous years. Claire Hansen replied that there were no issues out of

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hours in medicine and some numbers were off in theatres around utilisation of theatre use. Kate Wood felt it was slightly better with a better fill rate from the Deanery. In 2017 the fill rate was at 67% and it is now at 87% therefore, the impact has not been as hard. Sandra Hills reiterated that for the NEDs it is about being assured. We may not be perfect, but we must have done all that we can to have appropriate levels of staff throughout the year and as an employer we do what we can to support staff to attend work. Claire Hansen added that Graham Jaques could show the committee what operations use for assurance. The Chair added it is about control, being fair and balanced with the annual leave policy and that is a difficult conversation. We want assurance that this is happening and the outcomes are what we want. It was agreed to keep the action open on the action log and to come back in January to see how preparations are progressing for the spring. Tony Bramley added that the costs do go up in the summer and they are not explained. Kate Wood felt that until we go fully onto e-roster it is not easy to get that information. From a medical perspective we cover emergency cover, you are talking about costs going up, and she asked is that for emergency cover or to cover elective things. Linda Jackson stated that the issue has always been around short term sickness and the question is; is NLAG doing the right thing and all it can do, from a nursing point of view. Rachel Maguire added that going forward as part of ESR development they have built an ESR interface through data warehousing that will correlate on a dashboard, so all the information will be in one place, and we are six months off that happening. This facility will only cost £100 per year. It was agreed to invite Graham Jaques to the January 2020 meeting to talk about what happened prior to Xmas. Action: Wendy Stokes Action 43 – Summer holidays – financial figures Discussed under action log item 42 and it was agreed to remove this item from the action log. Action 44 – Summer holidays – Crèche left site, look at figures to see the differences The committee talked about whether there was a difference and Sandra Hills asked can the trust do any more. It was suggested that this could be discussed as part of the greater reward package that Simon Dunn is leading on. It was agreed to remove this item from the action log. Action 48 – Clinical support services – identify sickness themes A written update had been provided. It was highlighted that identifying sickness themes in general is changing and the Trust needs to look more closely at ESR to see if the categories could be split. Claire Low agreed to update on this generally at the November 2019 meeting as part of the ‘Sickness Review Benchmarks’ item. It was agreed to remove this item form the action log. Action 49 – PADR and mandatory training compliance targets The PADR and mandatory training compliance targets have been changed. It was agreed to remove this item form the action log. Action 50 – To ensure job planning for therapists is focused on outcome of patients A written update had been provided. It was agreed to remove this item from the action log. Action 51 – Sickness Review Benchmarks – bring revised document back to the next meeting To be discussed as part of the agenda. It was agreed to remove this item from the action log. Action 52 – Policies/procedures for ratification – amendments to be shown clearly via track changes To be discussed as part of the agenda. It was agreed to remove this item from the action log.

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Action 53 – Recruitment and Selection Policy – speak to Graig Ferris regarding training to identify vulnerable people It was confirmed that the recruitment and selection policy had been amended as discussed at the last meeting held on 30 July 2019. The committee had previously approved the policy at the July meeting once amendments had been made. It was agreed to remove this item from the action log. Action 54 – Recruitment and Selection Procedure – to amend with comments from Sandra Hills and Anne Shaw It was confirmed that the recruitment and selection procedure had been amended as discussed at the last meeting held on 30 July 2019. The committee had previously approved the policy at the July meeting once amendments had been made. It was agreed to remove this item from the action log. Action 55 – Recruitment and Selection Procedure – medical director and chief nurse to be added as responsible officers It was confirmed that the procedure had been amended as discussed at the last meeting held on 30 July 2019. The committee had previously approved the policy at the July meeting once amendments had been made. It was agreed to remove this item from the action log. Elaine Coghill reported that a draft nurse recruitment and retention strategy had been written and this will go to the Nursing and Midwifery Board for approval. It was agreed to bring the strategy back to this committee for assurance not approval. Action 56 – Staff Survey Results – discuss redoing the morale barometer The trust is currently in the process of doing the live 2019 staff survey. NLAG has a return rate of 21% with the average of acute trusts being at 27%. The committee asked for all present to encourage their staff to complete the survey. Claire Low had spoken with Simon Dunn and the morale barometer will need further consideration going forward when results of the active staff survey are known. It was agreed to remove this item from the action log. Action 57 – Staff Survey Results – discuss a division attending a committee meeting to discuss their action plan Sandra Hills asked if the committee could have an update on what has already been implemented. It was confirmed that this is discussed as part of the PRIMs meetings as confirmation is needed of what has been implemented. HRBPs are leading this piece of work and it was suggested that they could give an engagement update as part of their dashboard update to this committee. It was agreed to remove this item from the action log. Action 58 – DBS Policy – to look for a legal view It was questioned whether the DBS policy is watertight from an enforceability point of view. It was confirmed that as a trust we are not subscribing staff to the live data base system. New members of staff will pay the cost of the DBS and if staff move to another role in the trust, the trust will pay the cost. It was agreed to remove this action from the action log. Action 59 – BAF (Workforce) Update – page 22 no risk assigned Claire Low reported that she had not had the opportunity to speak to Jeremey Daws. It was agreed to defer this tem to the November meeting. Action 60 – Monthly staffing report – 11.3 w.t.e. vacancies in estates and facilities The restructure to be discussed under agenda item 7.1 and it was agreed to remove this item from the action log. Action 61 - Policy on use of CCTV

There had been some debate regarding this at ARG. They raised the issue of the trust having to be

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registered in a certain way before it could allow CCTV footage to be used. This was questioned from an HR perspective whether we should be able to do that. Sandra Hills had sat on an appeal panel and it was noted that the policy stated CCTV footage cannot be used against staff in disciplinary cases. Kate Wood added there was no CCTV facility in clinical areas only in corridors, car parks and waiting areas in A&E. She questioned if there was some merit in revisiting the policy and was thinking about the child who deteriorated in the waiting area in A&E and whether they would have been able to use for CCTV footage for anything. It was highlighted that the police could request CCTV footage but the trust could not. Lee Brown stated that as a witness anyone can record on a mobile phone and use that as evidence. The Chair questioned if there was a CCTV footage policy. It was agreed to discuss this further at the November meeting and to review the Internal and External Surveillance Systems Policy and the Disciplinary Policy and Procedure.

6 General update on the Directorate of POE: With regard to the Deloittes review Peter Reading, Jayne Adamson and Claire Low have met and agreed a milestone plan and pod. 1:1s are being booked in with senior members of POE and each senior member of the team has a copy of the Deloittes report. 7 Invited attendance:

7.1 Update on Estates and Facilities dashboard from HR Business Partner

The dashboard uploaded to SharePoint was presented to the Estates & Facilities PRIMs meeting on 24 October 2019. Lesley Mosley had been asked to create an overview slide which is slide 2 in the presentation.

The NHS Staff Survey Response rates are increasing and paper versions are also being used to try and get more staff to participate.

The vacancy rate is well above target and this is due to the band 2 to band 5 restructure being completed. The recruitment team is promoting the current vacancies because there is a lack of understanding of the role. They have joined LinkedIn at the football stadium to promote the role and are hopeful that vacancies should be on track by the end of this week.

There is a month on month vacancy rate at SGH because they tend to bring in porters and support assistants on the bank to test them first as there have been some behavioural issues and high sickness rates in the past. Lesley Mosley is trying to encourage E&F to move to values recruitment rather than using the traditional route. They can do an internal transfer panel if going through the bank and there will be no lag in transfer time. Perhaps they could do one run every quarter.

Band 1 to band 2 progressions is moving forward with dates being set and this will shortly start to be delivered.

There is an issue around the quality of PADRs. There are several boxes of them to be put into personal folders and the same types of things are being seen. If people have other skills the trust needs to tap into them. A PADR audit was going to be undertaken but that has not been possible at the moment. All were keen for that to go ahead and a systematic approach may be beneficial. If the quality of PADRs is not good in silos then it is a quality assurance process. Claire Low added that Harriet Stephens and Rachel Maguire are looking at PADRs for bank staff and this will become much easier with manager self-service and should be more meaningful. Mandatory training is positive and E&F are trying to push on that to stay on target and maintain a rate of 95%.

Sickness rates are slightly higher than the corporate target. Figures are being drilled down to

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zones and where compliance is high they are mapping the reasons month on month and supporting staff. Two case reviews are held each month and fifteen long term sickness cases are going to review. Three individuals were saying that they were going to commit suicide. Lesley Mosley is a mental health trainer and she recently attended an event with line managers to go through the signs and symptoms of mental health and to make sure that they are also looking at their own mental health. Lesley Mosley may be starting to spend more time in Goole for the HRBP sessions on health and wellbeing in general and trust policies. Kate Wood asked if it was higher banded staff and Lesley replied that she is tracking individual teams to see if there is a pattern. The introduction of manager self-service will also help with this.

The Chair asked with regard to culture do band 1 and band 2 porters work central to one manager. Lesley replied that all porters report to Karl Cliff and his deputy is Alison McCulley. The chair asked how Lesley was working with them to change the culture. Lesley replied that she is trying to encourage them all to do Pride and Respect (P&R) training. Yesterday seven HSAs attended P&R training and they all said that they were told they had to attend. At the end of training all of them agreed it was beneficial and Lesley asked them to encourage others to attend. The chair highlighted that culture comes from manager and the leadership. It is about tightening up the recruitment process, looking at the leadership strategy and mandatory training. The Chair suggested perhaps highlighting this to Jug Johal. Sandra Hills felt that we needed to understand the base line of what happens with leadership training. Claire Low reported that they had previously tried to recruit champions in facilities and perhaps they need to try to do that again.

The Chair asked with regard to the E&F hiring strategy of using bank staff is the cost of that understood. Lesley Mosley replied that bank staff are paid the normal rate and there is no difference.

Linda Jackson asked about engineering vacancies. Lesley Mosley replied that at the LinkedIn event everyone thought that NLAG were there to recruit nurses not engineers. The recruitment teams have been asked to tap into external events and to also try and tap into women into engineering events. Lesley added that recruitment needs to be thought about in a different way and they need to look at staff both stepping up and stepping down.

8 Items for discussion:

8.1 Sickness Review Benchmarks The paper circulated shows regional information and where NLAG sits with its peers. NLAG is in the middle range and not an outlier. Sandra Hills asked about NLAGs peers. Claire Low replied that York and Hull are doing slightly better than NLAG and there may be something we can do through the STP route. Claire Low added that with the help of Lee Brown they can start to do some deep dives into sickness. 8.2 Briefing on Pre-approval Process Rachel Maguire reported there was a workforce planning support group. The Chair asked if this was the resource centre project. Rachel Maguire replied no but they do have a huge impact on each other. Rachel Maguire has met with Ashy Shanker on two occasions to see how they will manage this, particularly the medical hierarchy. Decisions need to be made around rota co-ordinators and who is going to manage the doctors system. This may need a change in the rota co-ordinator job description and a review in what they do. Rachel Maguire added that Jane Heaton is on the group to represent the medical directorate and she will feed back to Kate Wood. Kate Wood asked Rachel Maguire to remind Jane Heaton to make sure she gets feedback. There is an issue with where medical staff sit in the ESR system. It is also about PADRs and mandatory training and who is involved in their change processes. Claire Hansen stated this would be the same for any line manager. Rachel Maguire added in manager self-service URP is

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the administrator and you have supervisors. In the bank office band 2 staff are the supervisors and we are testing this model for rota coordinators to manage medical staff in the same way Linda Jackson asked if this replaces the establishment control group. Rachel Maguire replied that the new workforce group will report into here, this is for assurance only and it is not managerially responsible for people. The workforce group will take operational reports to PRIMS and Rachel Maguire questioned where the workforce planning support group should report. It was agreed that the Chair, Claire Low and Rachel Maguire have a conversation outside of this group. Action: Jeff Ramseyer, Claire Low and Rachel Maguire 8.3 Update on ESR Manager Self Service Project Rachel Maguire reported that the project was started in April this year and NLAG is leading in the region with the progress it has made. On line pay slips have been implemented and factual referencing has commenced Trust wide for all staff. An inter authority transfer system is being implemented to aid recruitment for staff between trusts and accept mandatory training service and references etc. NLAG is leading the region on streamlining of mandatory training to enable that to happen. Part of the employment journey from ESR is the applicant dashboard before people come to work at the trust. They will be able to see the progress of their employment journey, to do their corporate induction prior to starting work with the trust and see the progress against their DBS check. This is just waiting for Peter Reading to do a welcome video to be part of the process. The trust has gone live with employee self-service for changing personal data and stopping forms being lost in the post. This has attracted extra support from the ESR central team and we have identified a large amount of data issues. We are starting to cleanse data and realigning processes to core process systems. We have developed and set up a portal and dashboard to make the system more user friendly. We are starting an interface around data housing to triangulate data with much more operational data. Managers will have the responsibility to hire and fire staff. A pilot has started for manager self-service in the POE directorate and finance. Rachel Maguire met with Elaine Coghill to confirm naming conventions in ESR. We have identified a data breach with applicants’ data that we shouldn’t have been holding. Susan Meakin, Data Protection Officer and Lead for Information Governance took advice from the Information Commissioners’ Office (ICO) and completed a matrix from NHSD and has followed the advice and instructions given. Rachel Maguire will update on progress. From 2008 we have had 30,000 applicants and we have now cleansed a large number of them and are down to 8,000. Sandra Hills asked if this would give a cash releasing saving and in terms of benefits realisation, what is the plan and can we be assured that staff are coping with that. Rachel Maguire confirmed that the business case has been signed off at TMB based on over payment of wages and reducing that. Getting details of any overpayments made will not be solved moving from a paper system to electronic. Sandra Hills then went on to ask how we will know the ambition has been achieved. Rachel Maguire replied that there are ten overarching KPIs, both financial and quality coming out of culture change, it is about managing staff, data and the workforce. This will empower managers to manage and Rachel Maguire went on offered to share the project plan and KPIs with the committee. The Chair asked for the project plan and KPIs to be added to the next agenda as an item for information. Action: Wendy Stokes Claire Low and Rachel Maguire met with the regional link person and she was very complimentary about the NLAG team. The project end date is April 2021. ESR do a self-assessment each year and are doing this in November with the results going to TMB in January to show the differences and benefits of that. One benefit is that every member of staff has an e-mail address, for the first time ever. It was agreed that Rachel Maguire would come back to the committee in March 2020

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to give a further update. Action: Wendy Stokes

8.4 Baroness Harding Guidance Letter – Implications for the Trust Claire Low reported that the letter is outlining a particular case of a person who went on to commit suicide. We are taking this forward and doing a deep dive on all exclusions. This is on the agenda for Trust Board, to give them an oversight and to discuss what we are doing as a trust and from an HR perspective. This is work in progress and as a trust we are taking this very seriously. We are making a recommendation that exclusions should only be made with consent from an appropriate director as they come at a high cost and have a massive impact on the organisation. Linda Jackson added it is about how the Trust Board gets that data and how this committee is assured of the steps that it needs to take are taken and risk assessed. Claire Low and Lee Brown are looking at the blockages in the casework summary and unpicking them. Claire Hansen stated that the letter alludes to the disciplinary investigation process. Claire Low felt that firstly we need to look at exclusions and then the policy. The trust needs to do the right thing for its staff and a proper risk assessment needs to be undertaken. Lee Brown has started to look at exclusions. Linda Jackson stated that the grievance process can take so long when applying the policy. Claire Low added if timescales are not realistic the policy needs to change. Casework is discussed as a standing agenda item under the HR item. Linda Jackson added that main stream AfC workforce, doctors and very senior executives need to look at each group. It was agreed to add this to the Casework Summary Report. Action: Claire Low

8.5 NHS People Plan – Considerations for the Trust This has been reviewed and will be out for issue in December. This has an impact on a number of policies especially the leadership strategy. Jayne Adamson and Harriet Stephens are working on some engagement groups and feedback from senior colleagues. Peter Reading has agreed to delay ratification of the strategy to incorporate the people plan into that. Kate Wood asked when the leadership strategy will be ready. Claire Low replied this had gone to the executives and the next wave is to take that out for engagement with senior managers in the Senior Leadership Community to see what that looks like. Kate Wood stressed the need for this as it has slowed a lot of things down. Claire Low added this could potentially be a complete re-write of the leadership strategy. 8.6 Humber Acute Services Review Claire Low reported this is work in progress and that Sue Barnett is leading on what the workforce and establishment will look like. This will come back to the committee when the five year plan has been approved. 8.7 Workforce Committee – Draft Work Plan Claire Low asked if the draft work plan could be brought back to the November 2019 meeting with the Terms of Reference as Wendy Booth is currently renewing the executive Terms of Reference. Linda Jackson stated that particularly with CQC the trust keeps getting asked how it gets assurance on key risks and how that is taken to the Board. The key risks are not going to the assurance groups. It is about assurance not management and key risks must be assured all the way through to the Board. This is something that we want to do over the next few months. 8.8 Workforce Committee – Membership and Terms of Reference (DCT093) Discussed above under agenda item 8.7 and deferred to the November 2019 meeting

9 Items for ratification and assurance:

9.1 Policies 9.1.1 Travel and Subsistence Policy

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This policy is for ratification with a caveat. Harriet Stephens highlighted the need to be very clear what is classed as ‘trust business’ when it comes to doing a MBA as an apprentice. Harriet Stephens would like to put clarification into the policy so it is very clear subsistence is not available for travel if studying as an apprentice. Claire Low suggested adding that information, doing a track change and resending the policy. This has been discussed at TMB and there was also debate when the apprentice levy came in. It was agreed the trust would not support this as apprentices had the levy and were told they could not claim expenses. Elaine Coghill added that more issues are being raised and there are mixed messages in the organisation. Sandra Hills asked if the policy is a revision and is it necessary to have two paragraphs about fraud in bold text. The travel grievance had been solved and the trust has reverted back to national AfC terms and conditions. The fraud element was mandated by our finance department. The Chair confirmed that the committee is happy to approve the travel and subsistence policy with the bold text changed to normal text for the two paragraphs relating to fraud. The committee also agreed that the study leave policy does need some challenge.

10 HR:

10.1 Escalation of overdue policies/procedures Claire Low highlighted this is an issue and Lee Brown is in the process of tracking which policies/procedures are in date and reviewing the whole process. This is a massive piece of work and is rated as a red risk. Linda Jackson asked how many overdue policies there are and if it is only titles could these be amended for a fast win. Lee Brown replied that he is working through that at the moment and trying to prioritise those that are urgent and he will prepare a schedule to prevent this happening again. We also need to look at how policies are approved, and if taken as read we need to ask does anyone have any changes and what are we debating. The policy sub group should be able to review two to three policies at a time. It was confirmed to put the schedule of overdue policies/procedures onto the action log for discussion at the November meeting. Action: Wendy Stokes 10.2 Staff Health and Wellbeing – Flu Campaign Preparation The trust ran out of vaccines before the second delivery came in. A paper is to be tabled at Trust Board as a review of where the trust is up to with the campaign. Maurice Madeo has done a sterling job in the absence of Annemarie Talbot and Lee Brown is helping with oversight of the campaign. Two further drop in sessions have been scheduled in each week up to the second week in December. The campaign will then be reviewed. Linda Jackson left the meeting at 16.28 pm

10.3 Update on Removal of Band 1 Pay Scale Discussed previously under agenda item 7.1

10.4 Report on active consultations The report is being reviewed for this committee and this links into the operational plan that must have oversight at executive level. Active or pending consultations should be reported at PRIMs meetings. A new report will be available from January including financial implications and this will be a standing agenda item under the HR agenda item. 10.5 Casework Summary Report This is an oversight of HR activity with exclusions noted at the top. This needs to be put into a spreadsheet and does link it into the Baroness Dido Harding letter.

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Sandra Hills asked about employment tribunals. In June there was one in Surgery and Critical Care and she asked if there is an update. She didn’t know about the risk, financial implications, whether the case was won or lost and whether there was a need to do a deeper dive. This also links in with Rem Com and the risk that some of those cases carry. Lee Brown reported that he has arranged monthly meetings with the HR team to review case work and grievances. It was agreed to bring the casework report back to the November 2019 meeting. Sandra Hills stated that there are an increased number of formal investigations and she asked Claire Low and Lee Brown if they knew why that was. Claire Low replied it is a combination of things such as P&R, FTSJU and a lack of tolerance of unacceptable behaviours which is increasing the casework load. POE is looking at how they can bolster that increase in work.

11 Confirming schedule of invited attendees:

11.1 November 2019 – Women and Children’s dashboard from HR Business Partner Gemma Downs, HRBP has confirmed her attendance at the November 2019 meeting.

12 Risks identified: 12.1 BAF – Workforce Sub-Committee ‘Cut’ Does the trust have an appropriate number of skilled staff and is the number increasing or decreasing. Claire Low stated the trust needs to consider what it gets from the BAF and what this committee needs to discuss. Medical recruitment is in a better position and investment in nursing is bringing more workforces into the organisation although we will struggle to recruit and that is why the nursing directorate has their own recruitment strategy. The Chair asked if the trust is getting control of the mandatory training and PADRs or are they still red. It was noted that recruitment and the plan for that are amber, retention and turnover is slightly down although above average. Future talent management is amber and linked to the Deloittes review and Rachel Craven’s work on workforce planning. There is a lot of apathy in the organisation and the culture is at amber. Claire Low is picking the BAF up with Jeremy Daws. 12.2 Highlight to Trust Board

The Baroness Dido Harding letter and the relevance of that

Approval of the travel and subsistence policy as written with the exception of taking the bold off the two paragraphs on fraud

Delay of the leadership and development strategy

Receipt of Annual Guardians Report

Receipt of FTSU Quarterly Report

13 Any Other Urgent Business: Nothing discussed 14 Items for information:

14.1 Operations Workforce Dashboard Sandra Hills asked does the trust have a problem with decreasing numbers of AHPs across the trust, if so, is there a trend and how is the trust dealing with that. Elaine Coghill replied moving forward this with come to the nursing and midwifery board, we have education groups including AHPs, starting to come together much more. Claire Hansen added that the trust has lost some AHPs to provider colleagues as they are paying a different progression structure. This is being picked up with CCGs to see how we are going to address this moving forward, as they are taking trust staff. It was also noted that AHPs move on to become ACPs. The committee agreed a new action for Ellie Monkhouse to come back to the November 2019 meeting

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to give an update on AHPs. 14.2 Monthly Staffing Report Nothing discussed 14.3 North of England Talent Board Progress Claire Low reported that there is a Regional Talent Board meeting in Leeds next week to see where NLAG fits in with the region. HRBPs are leading on this and there has already been some engagement. They have held two workshops with HR, finance and divisions to work through the next five years. It was agreed this be put this onto the agenda as a standing item and that the strategy should come to the January 2020 meeting.

14.4 Freedom to Speak Up(FTSU) Guardian Report Q2 2019-20 Kay Farquharson stated that the report is quarterly and quite new reporting up to the end of September 2019. Kay Farquharson asked if there were any questions about the report. A report also goes to Trust Board at six and twelve months. The Chair agreed that receiving the report in arrears is fine and this should be put onto the work plan quarterly. Kate Wood asked about the advert going out in December for a permanent post. It was confirmed that this would go out to the POE directorate first after the Pride and Respect roles had been appointed. Claire Hansen stated that in terms of numbers the majority of staff are reporting through the confidentially route. Kay Farquharson replied the majority are anonymous and the rest are confidential with the aim being to have less than 10% anonymously. In the strategy it states to increase the numbers to 25%. 14.5 Quarterly Guardians Report – May to August Report received and noted 14.6 Annual Guardians Report – June 2019 Report received and noted

15 Date, time and venue of next meeting: Tuesday 26 November 2019 from 2.00 pm to 4.30 pm in the Main Boardroom, DPOWH Committee Performance The Chair asked the committee members if they thought the agenda was appropriate; had the appropriate issues been debated, was there anything missing and had the relevant items been focussed on. The committee members confirmed that they were satisfied. The meeting closed at 4.45 pm