Hampshire Fire and Rescue Authority

Human Resources Committee Item 7

3 July 2009

Establishment

Report of the Chief Officer

Contact: Geoff Howsego - Director of Human Resources Tel: 023 644000 ext 2362

1

Summary

1.1

This report brings the Committee up to date on the authorised and actual establishment, as of 31 May 2009. This takes account of any efficiency savings or deletions of posts, successful budget bids or variations within the Service's authorised establishment level since previous changes to establishment under delegated powers were reported to the Human Resources Committee in April 2009. This report identifies any further variations across all employee groups within the time period 1 February 2009 to 31 May 2009. Note: This report is in line with previous reports using a tabular format to show post changes.

1.2

The authorised establishment level is defined as the level of establishment approved by the Fire and Rescue Authority

1.3

The actual establishment level over the year is influenced by the planned recruitment to vacancies, difficulties in recruitment and retention; retirements, terminations, resignations, long term absences due to sickness and injury.

1.4

Predicted efficiency savings are being achieved and utilised where appropriate.

2

Recommendations

2.1

That the Human Resources Committee notes the changes to the establishment under the Chief Officer's delegated powers, contained within this report.

3

Establishment Management

3.1

Establishment management is an important aspect of our human resources strategy and workforce planning. It informs our longer term planning for recruitment, assessment and development centre activities, career development and accelerated promotion programmes. Performance management and personal development plans are also influenced by how we manage our establishment.

3.2

The duties and responsibilities of posts within the organisation continue to be reviewed against changing service delivery requirements aligned to the Service's Integrated Risk Management Plan (IRMP), new legislation and central government initiatives.

4

Authorised and Actual Establishment as at 30 April 2009

4.1

The tables below reflect the authorised establishment figures as at 31 May 2009 in different employment groups. Externally/other funded posts are reflected below and as a part of a separate table where they exist to enable the authority to monitor this aspect individually. The actual establishment figures include these externally/other funded posts. Full time equivalent (FTE) posts are indicated where appropriate.

4.1.1

Note: Grey Book posts are listed in the role structure which was implemented wef 1 April 2006.

4.2

Wholetime Establishment

Role

Scope

Of Role

Authorised

Establishment (Post Count)

Externally/

Other Funded posts (Post Count)

Actual Establishment (Head Count)

Directors

3

0

3

Assistant Chief Officers

2

0

2

Area Managers

B

6

2

5

A

0

0

1

Group Managers

B

8

1

9

A

20

2

22

Station Managers

B

40*

1

33

A

5**

5

15

Watch Managers

B

95.5***

4

91.5

A

13****

5

22

Crew Managers

100*****

6

108

Firefighters

486******

3

485.5

Total

778.50

29

797 ( 10.5 FTE under establishment)

4.2.1

The authorised establishment has decreased by 1.5 FTE since the last report. This number also includes 1 FTE post that is over establishment.

The number of externally/other funded positions has decreased by 2 FTE since the last report.

Please note the total actual establishment figure has increased by 4.5 FTE since the last report .

4.2.2

The Wholetime trainee course commenced in April 2009 and consists of 12 FTE trainees. This is included in our actual number on the establishment. In addition we plan to offer the opportunity for 6 FTE existing Retained Duty System (RDS) employees to `transfer' to the Wholetime Duty System. We have had 62 employees apply for this opportunity and are currently undertaking the selection arrangements.

4.2.3

Career Breaks - 4 FTE remaining on career breaks with no immediate plans to return. Not included in actual establishment.

4.2.4

Other changes are as follows:

Directors - No change in number of established posts since the last report.

Assistant Chief Officers - No change in number of established posts since the last report.

Area Managers `B' & `A' - No change in number of established posts since the last report.

Group Manager 'B' & `A' - No change in number of established posts since the last report.

*Station Manager `B' - Increase of 2 FTE on established posts since the last report.

Two positions in the HR and Training Directorate have been re-evaluated as Station Manager 'B' from Station Manager `A' roles:

SM Core and Rescue ( position number :40009029).

Senior Instructor (Command and Breathing Apparatus) ; position number 50012088. (+2 FTE)

**Station Manager `A' -. Decrease of 2 FTE on established posts since the last report.

Two positions in the HR and Training Directorate have been re-evaluated as Station Manager 'B' from Station Manager `A' roles, details outlined above. ( -2 FTE)

***Watch Manager `B' - Increase of 2 FTE on established posts since the last report.

Watch Manager B Road Safety (Arson Task Force) has been created from 1 April 2009. ( Position number : 50038337) Funded from deletion of Watch Manager `A' post 50010159, as outlined below. ( +1 FTE)

Fire Safety Officer (Protection)- (Position number 40009116) was being held until 31.3.2009 to fund an alternative position. This arrangement has now ended and the post added back on to the authorised establishment. (+1 FTE)

****Watch Manager `A' - Decrease of 1 FTE on established posts since the last report.

Watch Manager B Road Safety (Arson Task Force) has been created from 1 April 2009. ( Position number : 50038337) Funded from deletion of Watch Manager `A' post 50010159, as outlined below. ( -1 FTE)

3 Community Safety Officer Posts have been deleted from 1 April 2009 to fund alternative positions.( 40008866, 50010159, 50010160 - positions deleted) ( -3 FTE)

2 Posts as Road Safety Team Liaison Officers Watch Manager `A' (position numbers 50108819,50108820) now on permanent establishment. (+2FTE)

Third position as Watch Manager "B" Road Safety (Arson Task Force) has been created from 1 April 2009. ( Position number : 50038337)(+1FTE)

*****Crew Managers - Decrease of 1 FTE on established posts since the last report.

Campaigns & Media Officer ( position number 50010161) was deleted with effect from 2 February 2009.( -1FTE)

******Firefighters(FF) - Decrease of 2 FTE on established posts since the last report.

2 Firefighter posts being held vacant to fund Efficient and Flexible Crewing Project Manager post ( 50190245) from 16.2.2009 for 18 or 24 months.

4.2.5

The `A' and `B' positions are within the same role, although the size/scope of the role differs. `B' positions attract a higher rate of pay.

4.2.6

Based on the headcount figures above for this period we have a total of 29 posts that receive external or other funding, a reduction of 2 FTE in the previously reported numbers. The following is a summary of these posts and the changes during this period:

4.3

Externally/Other Funded Posts Breakdown ( Grey Book)

4.3.1

The following details new posts that are to be externally or alternatively funded, the funding source and end date. These changes have occurred during the period 1 February to 31 May 2009.

4.3.2

Post Title/Area

Funding Source

Start/End Date

IRS Project Facilitator

Watch Manager `A'

50096975

Funding from New Dimensions RCC grant.

March 2009 to 5 June 2009

Watch Manager "A"

Animal Rescue

50175423

Animal Rescue Specialist position created as a new role ( 50175423) with effect from 1 April 2009. The post is to be funded from income generated.(+1 FTE) Review after 1 year.

1 April 2009

Total

2 FTE additional post added

4.3.3

The following is a summary of all other existing Externally/Other Funded (Grey Book) arrangements that are in place:

Post Title/Name/Area/

Position Number

Funding Source

End Date

CFRAU Advisor

Area Manager B

50141189

CLG are funding this position.

12 October 2009

Maritime Coastguard secondment

Area Manager B

50139114

The maritime Coastguard Agency are funding a three year secondment

30 September 2011

Group Manager `B'

HR Support Manager

(1 posts)

40007628

As part of MMR review these posts were designated as Station Manager A posts , but a business case submitted to maintain initially as Group Manager positions. One post is being used to undertake the RDS review.

Arrangement extended to June 2009

June 2009

CFPIG

Station Manager 'B'

50081642

Crown Premises inspection group. 1 year secondment.

Arrangement extended to June 2009

11 June 2009

Risk Intelligence Manager

Group Manager 'A'

50082229

Arrangement extended for a further six months to 30 September 2009

Funding from existing manager position and by keeping other position/s vacant.

Until 31.3.2009 covered by two control room operator vacancies. Now to be covered by a Station Manager vacancy in Service Delivery ( position number 50012156 - Technical enforcement officer) .

30 September 2009

Project Manager - out of Scope

Group Manager `A'

50131478

Post established from 7.7.2008 to look at the Regional Control Centre ` Out of Scope' activities. Funding from project budget for a 12 month period. Arrangement Extended for a further year.

6 July 2010

Enhanced Command Support Trainer

SM'A'

50092782

Funded by CLG from the New Dimension Project budget.(+1 FTE)

30 June 2009

Station Manager `B' Urban Search And Rescue

50024782

CLG funded from New Dimensions

Reviewed annually

Assistant Fire Resilience

Co-ordinator

SM'A'

50054726

Secondment to Fire Service College. CLG funded.

Arrangement extended to 31 March 2010

31 March 2010

Station Manager `A'

Urban Search and Rescue

( 50092086)

Funded externally by CLG

From 1 October 2008

Reviewed annually

SCAS Liaison Officer

Station Manager

(50153443)

6 Month arrangement funded by SCAS. Arrangement extended to 31.12.2009.

31 December 2009

Watch Manager `B' (2 posts)

Internal secondment for Command Training

(non establishment posts)

50037406/50037407

Arrangements to be funded from Training Centre income until 31.3.2009

Positions deleted with effect from 1 April 2009.

31 March 2009

Watch Manager `B'

(3 posts) USAR

50092087

50092088

50092089

CLG funding for New Dimension

Reviewed annually

IRS project Facilitator

Watch Manager `A'

50096975

Funded from New Dimensions " New Burdens" grant.

Arrangement extended until 30 June 2009

30 June 2009

Watch Manager `A'

(3 posts) USAR

50016815

50024781

50024783

CLG funding for New Dimension

Reviewed annually

Community Safety Officer (PCC)

Crew Manager

50244904

One year grant from Portsmouth City Council (PCC) ends 20.4.2009. Second year to be funded by HFRS.

20.4.2010

Youth Interaction Officer

Crew Manager

50081784

Funded from pump priming grant initially for 2 years from Southampton City Council.

31 August 2009

Community Link Officer

Crew Manager

50042275

Arrangement extended LPSA reward grants

£40k 09/10 and 10/11

31 March 2011

Crew Manager (3 posts) Urban Search And Rescue

50016806

50028368

50028369

DCLG

Reviewed annually

FF (3 posts) Urban Search And Rescue

50036968

53336967

50028370

Communities and Local Government (CLG)

Reviewed annually

Total

27 FTE headcount

4.3.4

Note 1: End dates may be reviewed depending on funding/Project/Task need. Any that have changed during this period have been highlighted with Bold text.

4.3.5

Note 2: The Urban Search And Rescue (USAR) posts above are those posts which are on a full time contract to provide UK based support, although all the above team members have retained USAR contracts as well. Funding is provided by the Communities and Local Government ( CLG) as per their requirements, it is reviewed annually with no end date given. Funding has just been confirmed for the period 2008 - 2011.

4.4

Retained Duty System ( RDS) Establishment - Represented as 24 hour cover units (See Note 1 Below) Grey Book

4.4.1

Role

Authorised

Establishment (FTE)

Actual Establishment Full Time Equivalent(FTE)

Watch Manager A

47

65.1

Crew Manager

114

93.9

Ff

487

417.5

Total

648*

576.5 ( 71.5 Full Time Equivalent ( FTE)under establishment)

4.4.2

Note 1: Retained cover is measured in units with 1 unit equalling a period of full cover 1 FTE, a part unit equals 0.75 cover FTE. Actual establishment figures includes 3 x Animal Rescue specialists that also undertake retained duties.

4.4.3

* The overall authorised establishment has remained the same since the last report and the actual establishment has increased from 576.50 FTE to 584.25 FTE, although overall 63.75 FTE under establishment. There are a further 7.5 FTE that are on a break in service so excluded from these numbers. Although there are a further 5 people undertaking the initial training course in May 2009 to fill RDS vacancies at various locations and additional applicants currently undertaking the selection processes. Further recruitment activities are being planned/undertaken in local communities by Group Managers, focussed particularly on risk critical stations.

4.5

Externally Funded Team

Funded by ODPM - Urban Search and Rescue Team (UK Team - On Retained USAR Contracts) Grey Book

4.5.1

Authorised

Establishment (Head Count)

Externally/Other Funded (Head Count)

Actual Establishment (Head Count)

0

33

33

4.5.2

Note 1: As recorded under the wholetime establishment externally/other funded posts, 10 posts also have one of the above 33 USAR retained contracts. The USAR retained employees provide cover in a similar way to retained duty system employees. However, they are shown above as head count only.

4.6

Control Establishment (Grey Book)

4.6.1

Authorised Establishment

FTE

Externally/

Other Funded

Actual

Establishment

FTE

38.2

2.80

36.2

4.6.2

*This figure excludes 1 Full Time Equivalent for the post of Database Co-Ordinator (CCC) that is included under the green book establishment. This post is currently vacant.

4.6.3

Firelink/Firecontrol

Project Manager

50005131

This post is on the establishment although filled by a substantive Senior Control Operator on secondment until 7 January 2010.

4.6.4

Control operator post (50032075)is being held vacant to fund the Risk Intelligence Manager post until 31.3.2009, thereafter vacancy to be filled.

4.6.5

The following is a summary of all existing Externally/Other Funded (Control Room) secondment arrangements that are in place:

Post Title/Reference Code

Funding Source

Start/End Dates

Firelink Project Support Officer

50082228

Funded from the Regional Control Centre budget from CLG.

2 January 2010

Secondment to DCLG Fire Control Design Team

50074959

Group Fire Control Officer (GFCO). Control has been seconded for 12 Months to the Communities and Local Government (CLG).

Extended to Feb 2010.

Feb 2010.

FBU full time Trade Union Official

50074598

80% of funding from Fire Brigades Union ( FBU). Position to be filled by HFRS Senior Control Operator seconded to this position. 4 year arrangement.

    31 January 2011

Total

2.80 FTE

4.7

Green Book Establishment (Including Incident Support Teams (IST)

4.7.1

Authorised

Establishment

(Full Time Equivalent FTE)

Externally/Other Funded

Actual Establishment Full time Equivalent (FTE)

IST

50

(Head Count)

-

48

(Head Count)

Other

270.39*

23.58

268.67 ( 25.3 FTE under establishment)*

320.39

23.58

316.67

4.7.2

Note: IST. Whilst they do not cover 1 FTE, they are counted in the above figures as 1 Team Member equalling 1 FTE. The IST which includes the Emergency Catering Team and the Incident Command Team has a head count establishment of 50, an increase of 2 FTE on the previous reported figures, included in the figures above. The actual establishment figure has increased by 9 FTE since the last report.

4.7.3

Other: Please note the authorised establishment figure has increased by 5.15 FTE since the last report.

4.7.4

* We currently have 10 agency temps within HFRS. Two are undertaking Home Fire Safety visit data inputting, one is undertaking data inputting duties in the Risk Intelligence team, one is covering vacancies in the CS admin team at Southsea. One is covering long term secondment in Training Admin Support, two on IS helpdesk for long term sickness, one person is covering a green book administrative secondment from Workshops, one person covering a vacancy in the HR (Workforce planning) team, and the final person is working in the Schools Team.

4.7.5

**Externally/Other funded arrangements - the total number of arrangements in place has increased by 5.96 FTE in this period, moving from 17.62 FTE to 23.58 FTE, however some arrangements have ceased and been replaced by others. The breakdown below gives a summary of the positions that have been confirmed.

4.7.6

Based on the headcount figures above for this period we have a total of 23.58 FTE posts that receive external or other funding. The following is a summary of these posts and the changes during this period:

4.8

Externally/Other Funded Posts Breakdown (Green Book)

4.8.1

The following details new posts that are to be externally or alternatively funded, the funding source and end date. These changes have occurred during the period 1 February 2009 to 31 May 2009.

4.8.2

Post Title/Area/Position Number

Funding Source

    End Date

CRS administrators

RCC Project, Grade D

3 Posts ( 3 FTE)

50163567

50163569

50163570

With Effect from 1 April 2009 funding is from directors.

To be confirmed

Firelink General Duties Assistant, Grade E

3 Posts (3 FTE)

50151877

50151878

50193069

Funding from income for RCC for 16 weeks.

Start Date 13 March 2009 to 3 July 2009

Data Migration and Database Co-ordinator

Grade E (1 FTE)

50151955

Funded from RCC grant for a 12 month period.

22 March 2010

Risk Intelligence

Systems Support Administrator

Grade D ( 1 FTE)

50173720

Funding DBDS 2.2.28 contingency for 1 year.

To be confirmed

Risk Intelligence

Systems Analyst ( Police Secondment)

Grade H (1 FTE)

50198605

Funding DBDS 2.2.28 contingency for 1 year.

To be confirmed

Temporary Helpdesk Operator

Grade E ( 1 FTE)

500153298

Funded internally by IS from internal vacancy 40007500 until 12 October 2009

13 April 2009 to 12 October 2009

Temporary Risk Intelligence Data Inputter

Grade D

50154528

Vacancy from Service Delivery used to fund this position from 1.1.2009 to 31.3.2009. Post finished at this time. (N.B. Not included in final total)

Project Manager (WSMI)

Grade G ( + 1 FTE)

50193146

New position created to manage this significant IT development. Position created for a 12 month period from 14 April 2009

14 April 2009 to 13 April 2010

LRF Admin Support Assistant

Grade D ( 0.4 FTE)

50261529

Funded by Hampshire County Council for a 12 month period.

11 May 2009 to 10 May 2010

Total

(+11.4 FTE )Full Time Equivalent posts added

4.8.3

The following is a summary of all other existing Externally/Other Funded arrangements that are in place for Green Book positions:

Post Title/Area/position number

Funding Source

End Date

Systems Integration Officer

50146215

0.65 FTE

Temporary position funded from Service Delivery budget.

31 May 2009

Project Officer (CFOA)

Initially 0.5 FTE

Two year funding from CFOA. 1st year part time position. 2ND Year full time

1 June 2008 to 31 May 2010

Firelink/Firecontrol data manager

50131477

1 FTE

Temporary position funded from RCC grant. Grade J post.

21 July 2008 to 20 May 2010

Community Safety Youth Support Officer (Portsmouth and Havant Group)

50051524

1 FTE

Additional funding arrangements determined. This post has been extended for a further year.

31 March 2010

RFI Inputter posts

50030624

50051522

1.6 FTE

Arrangement extended to 31.3.2010 due to delays with the implementation of the Retained Management System (RMS) project.

31 March 2010

Fire Safety Officer ( Business Education Team)

Grade G

50039612

1FTE

Funding from Fire Safety officer post, where career break is being taken is to be used to continue funding this post until 30 September 2009

30 September 2009

RCC Project Administrator

50077662

1 FTE

DCLG funding for a 12 month period. ( 1 FTE)

1 April 2009

Prince's Trust Delivery Partner Manager

50012085

1 FTE

Funded from Prince's Trust for a further two years.

1.9.2010

Prince's Trust Co-ordinator

40009172

1 FTE

Funded from Prince's Trust for a further two years.

1.9.2010

Prince's Trust Essential Skills/Next Steps Facilitator

50012688

0.43 FTE

Funded from LSC arrangement.

Extended for a further 2 years

Temporary Prince's Trust Next Steps Facilitator

50032688

1 FTE

24 months additional LSC funding from Prince's trust. Post to cover maternity period.(1 FTE)

1 September 2010

Extended for a further 2 years.

Community Safety Firesetter Intervention Practioner

(Southampton Group)

50051682

1 FTE

Southampton City Council and Hampshire Constabulary from Southampton Safer and Stronger Communities Fund.

Arrangement extended to 31 August 2009

31 August 2009

USAR Administrator

50024890

1FTE

DCLG Funded

Reviewed annually

Total

12.18 FTE

5

Green Book Variations to Establishment

5.1

Under the Chief Officer's delegated powers, the following variations have taken place to the establishment ( excluding grading changes) in the time period 1 February 2009 to 31 May 2009 and have not been previously reported to the Human Resources Committee:

Post

Action

Position Number

Communications Executive

Grade G

(+1 FTE)

Post added to permanent establishment of Marketing and Communications team with effect from 1 April 2009, previously temporary position. Funded from removal of Grey Book Crew Manager position

50036720

Marketing Officer

Grade E

(+0.57 FTE)

Increase of part time hours(0.43 FTE) to full time position with effect from 2.2.2009. Funded from deletion of crew manager position.

40007559

Central and Support Services Administrator

Grade D ( +1 FTE)

New Position . Funding approved by SMT following consideration of a business case.

50172761

HR Diversity Officer

Post to be transferred from HR to Protection team with effect from 1 June 2009. No change to overall establishment numbers.

40008979

Web Development & Support Manager

Post to be transferred from IS to Marketing and Communications team with effect from 1 April 2009. No change to overall establishment number.

50005229

Information Services Development Manager

Increased hours from 3 days to 3.5 days per week. ( +0.10 FTE)

Admin Manager

Service Delivery

Grade F ( 1 FTE)

1 year temporary position created to cover the maternity leave of the current postholder. Funded from existing team budget. Started 27 April 2009 to 30 April 2010.

50014776

Information Services Administrator

Grade D

Increase of hours from part time/term time to full time hours for the period 1 May 2009 to 30 April 2010 to cover a colleagues absence due to maternity leave. ( +0.40 FTE)

Total change 4.07 FTE

6

Financial Implications

6.1

All posts are being funded by the existing budget arrangements, which where advised includes external/other funding. Any costs or savings associated with the variations are expected to be funded from within existing pay budgets or external funding sources.

6.2

Members will be aware from recent budget monitoring reports that the Service has implemented a number of measures to curtail recruitment activities and contain predicted expenditure in the forthcoming months.

6.3

The establishment levels continue to be closely monitored to support these initiatives.

6.4

Predicted efficiency savings are being achieved and utilised where appropriate.

7

Consultation

7.1

This report has been compiled in conjunction with the finance department and aligns with the information forwarded to the Finance and General Purposes Committee.

8

European Convention on Human Rights and the Human Rights Act 1998

8.1

The proposals within this report are compatible with the provisions of the European Convention on Human Rights and the Human Rights Act 1998 and considered in the light of the Race Relations (Amendment) Act 2000.

Section 100D - Local Government Act 1972 - Background Papers

The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report.

None

Note: The list excludes:

(1) Published works

(2) Documents that disclose exempt or confidential information as defined in the Act