Archived decisions

Hampshire Fire and Rescue Authority

Human Resources Committee Item 6

28 November 2008

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 1 October 2008 . 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 July 2008. This report identifies any further variations across all employee groups within the time period 1 May 2008 to 1 October 2008. 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.

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 1 October 2008

4.1	The tables below reflect the authorised establishment figures as at 1 October 2008 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.

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

	Wholetime Establishment

	Role	Scope Of Role	Authorised Establishment (Head Count)		Externally/ Other Funded posts (Head Count)	Actual Establishment (Head Count)
	Directors		3		0	3
	Assistant Chief Officers		2		0	2
	Area Managers	B	2		0	6
		A	4		0	0
	Group Managers	B	9		1	9
		A	20*		2	24
	Station Managers	B	36**		1	34
		A	8***		5	15
	Watch Managers	B	92****		9	87.5
		A	14*****		6	30
	Crew Managers		102		4	108
	Firefighters		487******		3	492
	Total		779		31	810.5 ( 0.5 FTE over establishment)

	Please note the total establishment figure has decreased by 14.5 FTE since the last report . The following is a summary of the changes that have occurred to make up this figure: The authorised establishment has decreased by 8 FTE ( 1 x Group Manager; 2x Station Manager, 3 x watch manager and 2 x firefighter). The number of externally/other funded positions has increased from 24 to 31 FTE.
	The wholetime trainee courses originally scheduled to commence in May and September 2008 were both cancelled as there was no immediate requirement for additional FF trainees. A watch manager in the Protection team has commuted his pension and been re-engaged on a part time basis, hence appearance of 0.5 FTE. 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. However, all these positions have been subject to a job evaluation process and have been assessed as Area Manager `B' posts rather than Area Manager `A' posts. Group Manager 'B' - No change in number of established posts since the last report. However the following position will be deleted from 1.10.2008 GM `B' Children and Young People ( 40007621)and will be replaced by a SM `A' CS Engagement Officer (50138496). Group Manager `A' - Reduction of 1 FTE on established posts since the last report. Development Manager position in Training ( 40007585) post deleted as a GM'A' and an additional temporary SM `A' Training position created (50131368). Station Manager `B' - Decrease of 1 FTE on established posts since the last report. With effect from 1.10.2008 the Station Manager position at Copnor was deleted, position number ( 40008996). Station Manager `A' -. Decrease of 1 FTE on established posts since the last report. SM `A' Employee Relations (50032341) post deleted wef 1.4.2008 and replaced by green book HR Business Partner positions. Watch Manager `B'** - Decrease of 2 FTE on overall established posts since the last report. Increase of 3 FTE at Havant Station wef 1.10.2008 to support change from day crewed to continuous crewed station. 4 x WM'B' posts deleted at Copnor location from the same date, combined represents a reduction of 1 FTE from total established levels. (-1fte) USAR WM `B' post regraded to SM'A' ( 50092086) externally funded post.
	FSO Business Education WM'B' post ( 40009025) added to establishment from 8.5.2008 and the green book post of HFSV Grade G post deleted. ( +1 fte) Re-Engagement of WM Protection on part time basis ( no change to establishment, remainder of post is vacant). 2 x WM `B' protection posts used to fund 2 x Road Safety positions . ( -2 FTE) *****Watch Manager `A' - Decrease of 1 FTE on established posts since the last report. Grey Book post WM'A' Research and Development was deleted and replaced by a Green Book Logistics Manager post ( 40009078).
	Crew Managers - No change in number of established posts overall since the last report. Although the following movement of positions has occurred: Increase of 4 CM positions at Southsea station with effect from 1.10.2008 to support additional facilities at this location. 4 CM positions deleted at Copnor location from the same date following closure of the station. Additional 1 Crew Manager at Havant from 1.10.2008 to support change from day to continuous crewing arrangements. Overall changes represent + 1 FTE. Driving Instructor ( Grey Book) crew manager post deleted ( 40008882)( -1FTE) wef 31.8.08 and converted to green book post. ( -1FTE)
	******Firefighters(FF) - Decrease of 2 FTE on established posts since the last report. Cosham station strength increase of 8 FTE (relocated from Copnor) from 1 July 2008 to support move of SEU vehicle from Copnor. Southsea Station increase of 16 FTE from 1 October 2008 to support additional facilities at this location. Havant Station increase of 15 FTE from 1 October 2008 to support change from day to continuous crewing arrangements. Copnor - 36 FTE positions deleted - resources re-deployed to the positions outlined above. Redbridge - 4 FTE positions removed to support ongoing change from wholetime to retained resources on one pump. 1 FF position being held vacant to fund Water Rescue post until end of September 2008.
	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.

	Based on the headcount figures above for this period we have a total of 31 posts that receive external or other funding, an increase of 7 FTE over the previously reported numbers. The following is a summary of these posts and the changes during this period:
	Externally/Other Funded Posts Breakdown ( Grey Book)

	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 May 2008 to 1 October 2008.

	Post Title/Area			Funding Source			Start/End Date
	Maritime Coastguard secondment Area Manager B 50139114			The maritime Coastguard Agency are funding a three year secondment			1 October 2008 to 30 September 2011
	Project Manager - out of Scope Group Manager `A'			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.			7 July 2008 6 July 2009
	Station Manager `A' Urban Search and Rescue ( 50092086)			Funded externally by CLG			From 1 October 2008 Reviewed annually

	Total			3 FTE additional posts added

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

Risk Intelligence Manager

Group Manager 'A'

50082229

Internal funding from MS and Section 13 charges.

Arrangement extended for a further six months to 31 March 2009

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

Station Manager `B'

Arson Task Force Officer

50038337

Arrangement extended. Funded from LPSA2 for 2008/9

31 March 2009

Enhanced Command Support Trainer

SM'A'

50092782

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

31 October 2008

Station Manager `A'

Fire Safety Engineer

50036178

AFD Reduction Strategy. Internal secondment. Will eventually become green book post.

Arrangement extended to 31 October 2008

31 October 2008

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

Road Safety Officers

WM `B'

50108819

50108820

The funding for two watch manager `B' positions as Fire Safety officers ( 40009116 &40009144) is being used for two 6 month temporary Road Safety Liaison Officer Positions. No change to establishment.

Arrangement extended to 31.3.2009

31 March 2009

Service Fitness Adviser

WM'B'

50091879

Funded from green book vacancy (+1 FTE)

Extended to Mid October 2008

15 October 2008

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

31 March 2009

Firelink/Firecontrol project support officer

Watch Manager 'A'

50082228

Externally Funded by CLG from project programme for 1 year. Review annually.

Arrangement extended for a further year to 31 August 2009

31 August 2009

Watch Manager `B'

(3 posts) USAR

50092087

50092088

50092089

CLG funding for New Dimension

Reviewed annually

Watch Manager `A'

(3 posts) USAR

50016815

50024781

50024783

CLG funding for New Dimension

Reviewed annually

Youth Interaction Officer

Crew Manager

50081784

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

31 August 2009

Crew Manager

50096975

IRS project- funded from `New Burdens' grant for Fire Control project.(+1 FTE)

18 Feb 2009

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

28 FTE headcount

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.

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.

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

Role

Authorised

Establishment (FTE)

Actual Establishment Full Time Equivalent(FTE)

Watch Manager A

66.35

Crew Manager

114

93.9

487

425

Total

648*

585.25 ( 62.75 Full Time Equivalent ( FTE)under establishment)

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 4 x Animal Rescue specialists that also undertake retained duties.

* The overall authorised establishment has reduced by 3 FTE since the last report and the actual establishment has decreased from 592.5 FTE to 585.25 FTE, although overall 62.75 FTE under establishment. Although there are a further 4 people undertaking the initial training course in October 2008 to fill RDS vacancies at various locations and 20 applicants invited for testing on 9 October 2008. Additional recruitment activities are being planned/undertaken in local communities by Group Managers.

Externally Funded Team

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

Authorised

Establishment (Head Count)

Externally/Other Funded (Head Count)

Actual Establishment (Head Count)

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.

Control Establishment (Grey Book)

Authorised Establishment

FTE

Externally/

Other Funded

Actual

Establishment

FTE

39.2**

2.80

*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.

** The authorised establishment was reduced by 1 FTE Training Officer position 50005132 as an efficiency saving.

Firelink/Firecontrol

Project Manager

50005131

This post is on the establishment although filled by a substantive Senior Control Operator on secondment until 7 January 2009.

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.

3 January 2008

Initially for 12 month period.

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.

February 2008

Extended to 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

Green Book Establishment (Including Incident Support Teams (IST))

Authorised

Establishment

(Full Time Equivalent FTE)

Externally/Other Funded

Actual Establishment Full time Equivalent (FTE)

IST

(Head Count)

Other

263.12*

16.33

269.01 ( 10.44 FTE under establishment)*

311.12

16.33*

327.45

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 48 included in the figures above.

Please note the authorised establishment figure has increased by 0.86 FTE since the last report.

* We currently have 8 agency temps within HFRS. Three are undertaking Home Fire Safety visit data inputting, one is undertaking data inputting duties in the Risk Intelligence team, two are covering vacancies in the CS admin team at Redbridge pending the outcome of the administration review in Service Delivery.

One is covering long term sickness, and the final person is covering a green book administrative secondment from Workshops.

**Externally/Other funded arrangements - the total number of arrangements in place has increased by 1.13 FTE, from 15.20 to 16.33 FTE, however some arrangements have ceased and been replaced by others. The breakdown below gives a summary of the positions that have been confirmed.

Based on the headcount figures above for this period we have a total of 16.33 FTE posts that receive external or other funding. The following is a summary of these posts and the changes during this period:

Externally/Other Funded Posts Breakdown (Green Book)

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 May 2008 to 1 October 2008.

Post Title/Area/Position Number

Funding Source

End Date

Project Officer (CFOA)

Initially 0.5 FTE

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

Temporary Data Inputter

50131650

1 FTE

Three month temporary post from 29 July 2008. Funded from deletion of Control Room training Officer post.

29 July 2008 to 28 October 2008

Temporary ICT technician

0.4 FTE

4009213

Temporary position to be funded from within IS budget. Funded from reduction in hours of Development Manager post.

26 April 2008 to 31 July 2009

Community Safety Youth Support Officer (Portsmouth and Havant Group)

50051524

LPSA 1 Reward Grant for a 13 month period. Maximum£30 k ended March 2008.

Future funding arrangements to be determined. This post is currently filled, but unfunded.

Total

( 2.9 FTE )Full Time Equivalent posts added


	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
	RFI Inputter posts 50030624 50051522 1.8 FTE		One post holder has reduced hours	31 March 2009
	IRS Project Manager 50092784 0.2 FTE		Funded by RCC grant.	31 March 2009
	RCC Project Co-ordinator 50077662 1 FTE		DCLG funding for a 12 month period. ( 1 FTE)	1 April 2009
	Firelink project support officer 50092085 1 FTE		12 month secondment funded from RCC project wef 2.1.2008	1.1.2009
	Environmental Impact Co-ordinator. 50083417 1 FTE		Post undertaking best value review of environmental impact. Funded from I+S budget. Extended to March 2009.	Extended to 31.3.2009
	Staff Suggestion Scheme Manager 50096660 1 FTE		Funding from modernisation budget until end of 08/09.	31.3.2009
	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		Postholder requested reduction of hours from full to part time following return from maternity leave. Now 16 hours per week. 0.43 FTE (- 0.57 FTE). Grade E post. Funded from LSC arrangement.	Extended for a further 2 years
	Prince's Trust Next Steps Facilitator 50080102 1 FTE		additional funding from Prince's trust.(1 FTE)	31 July 2009 Extended for a further year.
	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 Practitioner (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	Reviewed annually
	Communications Executive 1 year temporary position to fulfil the objectives outlined in the Corporate Marketing and Communications Strategy Document. 50036720 1 FTE		Modernisation Budget	Extended to 31 March 2009
	Total		13.43 FTE
5	Green Book Variations to Establishment

	Under the Chief Officer's delegated powers, the following variations have taken place to the establishment ( excluding grading changes) in the time period 1 May 2008 to 1 October 2008 and have not been previously reported to the Human Resources Committee:

Post		Action			Position Number
Project Facilitator		Funded from contingency budget and added to the establishment. (+1 FTE)			50079413
Deputy Supplies Manager		Post made redundant following re-structure of team. Grade F post. ( -1 FTE)			40007491
Youth Engagement Advisor		Post made redundant following re-structure of team wef 30.5.2008. Grade J. ( -1FTE)			40008973
Contracts Compliance Officer		New post following Procurement team re-structure. Funded from Deputy Supplies manager position wef 1.11.2008 and balance of £6k from previous supplies manager post. Grade G. ( +1 FTE)			50133498
Temporary Administrator (Contracts Compliance)		New post following Procurement team re-structure . Grade D. With effect from 1.11.2008 funding from Deputy Supplies Manager post plus £2.5 k from supplies manager post. ( +1 FTE)			50133750
Driving Instructor		Grey Book Driving Instructor position changed to green book post. Grade H post. (+1 FTE)			50131367
Group and Station Support Administrator ( Lyndhurst)		Hours permanently reduced from 37 to 32 per week 0.86 FTE ( - 0.14 fte)			50036353
Group and Station Support Administrator (Basingstoke)		Hours temporarily increased from 22 to 37 hours to cover secondment of colleague from Andover location to SHQ. No change to establishment. Period to mid December 2008.			50018183
Group and Station Support Administrator ( St Mary's)		Hours temporarily increased from 25 to 30 hours per week to cover increased workloads. Arrangement to run from 1.7.2008 to 31.12.2008. Funded from vacancies in team, no increase to establishment level.
Logistics Manager		Grey Book post of Watch Manager ( Research and Development) deleted and replaced by this green book position. Grade G. ( +1 FTE)			40009078
Home Fire Safety Visit Co-ordinator		Post deleted from green book establishment wef 8.5.2008 and returned to Watch Manager position. Grade G. ( -1FTE)			40009025

Assistant HR Business Partner	New post created following removal of grey book Station Manager post. Grade G. (+1FTE)	50125365
Fitness and Wellbeing Advisor	Business case presented to HR Director to increase hours from 22 to 37 Hours wef July 2008. Funded from within Occupational Health budget.( +0.41 FTE)	50003683
Administrator CS Support	Temporary increase in hours from 18.5 to 37 hours whilst colleague seconded to other team. Period - from 1.7.2008 to 30.11.2008. No change to establishment level. Position 40007475 funding this change.	40007471
Administrator Community Safety	Temporary increase in hours from 18.5 to 37 hours for the period 16.6.2008 - 31.3.2009. Funded from Legal Support officer vacancy, pending a review of the team structure.(no change in establishment)	40007524
Central and Support Services Assistant	Originally temporary position. Post now added permanently to the establishment. (no increase to the establishment)	50055965
Development Manager (IS)	Permanent reduction in hours from 37 to 22 hours from 1.9.2008. (- 0.41 FTE)	40009175

	Total change + 2.86 FTE


6	Financial Implications

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

7	Consultation

	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

	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

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Green Book Variations to Establishment

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