Agenda item

Consideration was given to a report presented by Phil Howe, Director of Human Resources, accompanied by Warren Carratt and Mori McDermott from Children and Young People’s Services and Adrian Gabriel from Environment and Development Services, which provided an overview of agency worker activity across the Council including rationale for use.

It was noted that the Council had a master vendor contract for the supply of temporary agency workers in place since 2007 and it was important that usage of such workers should be managed in a cost effective and business efficient way. In order to ensure this happens an overarching policy document, plus a range of guidance documents were in place to inform managers of the processes and procedures which should be followed to achieve this efficiency.

If used correctly the additional costs for agency workers in higher hourly rates and agency commission could largely be offset by not incurring other ‘On-costs’ associated with National Insurance and Pension contributions or costs nor eventual  redundancy payments or employment litigation costs associated with employment being brought to an end.

Senior management in each Directorate were supplied, on a monthly basis, with a range of data regarding their agency usage. Detailed workforce data was also supplied on an annual basis to assist with workforce planning.

Over the last three year period the overall spend on agency workers had dropped significantly although there was a slight upward trend showing in this current year (2013/14).

A short summary of Directorate activity was provided and reference made to the information contained within the appendices, which were included with the report as submitted.

Discussion ensued and the following issues were raised and subsequently clarified:-

·                Current spend in Children and Young People’s Services to cover vacant posts, sickness/absence and maternity leave and whether this was not in accordance with  the current policy.

·                Detailed update of agency worker usage in Directorates was received and the accumulation of continuous service was questioned on specific examples, e.g. the Admin. Assistant in Environment and Development Services and whether this was more widespread elsewhere when Agency workers may be retained beyond the 12 weeks outlined in the policy.

·                Allocation of appropriate resources and the risks to the Council should it not be able to cover vital posts through agency cover.

·                Loss of key staff through voluntary severance/redundancy and the role of the manager in minimising the reliance on agency staff.

·                The control and safeguards in place to minimise the risk to vulnerable people.

·                Agency cover for key social work staff and the aspirations for long term solutions in Children and Young People’s Services.

·                Duration of assignments for agency cover, the maximum extensions and the long term aim.

·                Flexible working arrangements, opportunities and options for staff.

·                Reliance on agency cover for sickness absence and the areas most at risk.

·                Managerial responsibility to manage flexible working given that the vast majority of requests come from women.

·                Implementation of the Temporary Agency Workers Policy, its performance management and an appreciation of the hard work undertaken by staff.

·                Noting  the Temporary Agency Workers Policy was subject to review by the end of 2014.

·                Appropriate co-ordination and redeployment of staff and the confidence of managers to implement.

The Select Commission were informed of plans to review the Temporary Agency Workers Policy by the end of 2014 and it was suggested that this be included as part of the work programme going forward.

Resolved:-  (1)  That the continued use of agency workers, if managed in accordance with the Temporary Agency Workers policy and supporting guidance, be supported.

(2)  That the review of the Temporary Agency Workers Policy be included as part of the work programme going forward.