NHS Grampian Equality and Diversity Workforce Monitoring Report 2011/12

September 2012

This document is also available in large print and other formats and languages, upon request. Please call NHS Grampian Corporate Communications on (01224) 551116 or (01224) 552245.

Contents

1. Introduction

2. Gathering workforce information

3. Using the Workforce Report

4. Number of staff in post

5. Race

6. Disability

7. Sex (male or female)

8.Religion or faith

9. Sexual orientation

10. Gender reassignment

11. Age

12. Pregnancy and maternity

13. Marriage and civil partnership

14. Staff performance and assessment

15. Gender pay gap statement

16. Publicising the report

17. Compilation of the Report: acknowledgements

NHS Grampian Workforce MonitoringReport 2011/12

1. Introduction

NHS Grampian has produced an Annual Racial Equality Workforce Monitoring Report for many years, as required by law.

The new Equality Act 2010 (Specific Duties) (Scotland) Regulations 2012 came into force on the 27th May 2012. This requires public bodies such as NHS Grampianto produce an Annual Work Force Monitoring Report covering all 9 of the “protected characteristics”, as defined in the Equality Act 2010. The 9 “protected characteristics” are:

•Race

•Disability

•Sex(male or female)

•Religion or belief

•Sexual orientation

•Gender reassignment

•Age

•Pregnancy and maternity

•Marriage and civil partnership

As can be seen from the list of the 9 protected characteristics, the new regulations have required a major increase in the volume of workforce information being collected, collated and produced in report format.

The new Regulations are not retrospective. Accordingly, NHS Grampian could have producedits first new format Workforce Monitoring Report from the 2012/13 Financial Year onwards.However, it was felt sensible to make the 1011/12 report the first in the new format, since most of the information required was already available.

Thenew Regulations require that the Workforce Report must include details of:

  • The number of staff and their relevant protected characteristics
  • Information on the recruitment, development and retention of employees, in terms of their protected characteristics.
  • Details of the progress the public body has made to gather and use the above information to enable it to better perform the equality duty.

In addition, every two years NHS Grampian must:

  • From 31st March 2013produce and publish Information on any gender pay gap, shown as any difference: “…between men’s average hourly pay (excluding overtime) and women’s average hourly pay (excluding overtime).
  • From 2017 onwards, publish a Statement on Equal Pay which must be much more detailed, as specified by the Regulations.

Rather than produce a series of small reports, it was felt sensible to combine the above information into one report.

2. Gathering workforce information

It should be noted that:

  • It will take time to developsystems to collect information for those few areas where we do not already have data collection systems in place.
  • Staff have the legal right not to disclose information about their protected characteristics, if they so choose. Any information staff supply is on a purely voluntary basis.
  • NHS Grampian has information on approximately 75% of our staff. However, while this is a high percentage, not all of the 75% answered all of the questions, but were selective.
  • Some personal information such as information on sexual orientation, was considered by 40% of staff to be too sensitive to share.
  • The Scottish Government in the new Regulations freely acknowledge their role in helping public bodies to meet their responsibilities under the new Regulations.

Given the above, our information should be viewed as indicative rather than definitive. However, the new NHS Grampian Workforce Monitoring Reportwill be developed and improved year on year.

3. Using the Workforce Report

The report will:

  • Enable the NHS Grampian Board and others, to gauge whether NHS Grampian employees and prospective employees are being treated fairly. If the report highlights any anomalies or inconsistencies, these will be looked into and any appropriate follow up action taken.
  • Give reassurance to NHS Grampian staff that they are working in an environment free from prejudice or discrimination.
  • Give the population of Grampian and the North East of Scotland and any prospective employees, reassurance that NHS Grampian treats its staff in a fair and equitable manner.
  • Enable external monitoring bodies such as the Equality and Human Rights Commission to monitor our compliance with current equality and diversity legislation and good practice guidelines.

4.Number of staff in post

The number of NHS Grampian staff in post as at 31st March 2012 was15,665.This figure includes Bank Staff.

5. Race

(i) The ethnic origins of staff in post, new starts and leavers

Grampian is currently undergoing the biggest population change in its history. The 2001 Census showed that Grampian had a diverse range of local ethnic communities who numbered 18,908 in total. However, these figures are now completely out of date. The 2001 Census results do not reflect the substantial influx of mostly Eastern European migrant workers and their families coming to Grampian since the expansion of the European Economic Area on 1st May 2004.

In the period May 2004 to June 2012, it is estimated that approximately 800 migrant workers and their families, came to Grampian every month.

By June 2012, the estimated size of the local ethnic communities in Grampian had increased to approximately 97,308 or 16.86% of the population of Grampian (assuming the total population of Grampian to be 576,999 i.e. the 2001 Census figure of 498,599 plus 78,400 migrant workers and their families coming to Grampian since 1st May 2004)

It is stressed that these figures are an estimate, compiled on a joint basis with the Grampian Regional Equality council. However, the more information we collect, the more accurate our estimate appears.

The results from the 2011 Census will not become available until December 2012 at the earliest. Accordingly, there is currently no meaningful comparator between the ethnic make up of the NHS Grampian workforce and the ethnic make up of the population of Grampian. It should also be recognised that to provide the highest quality of 21st century health care, NHS Grampian must recruit world wide for certain skills which are not available locally. Hence, there will always be some variations between the ethnic make up of the population of Grampian and that of NHS Grampian.

However we can use the ethnic make up of the current NHS Grampian workforce as an indicator of fairness in our recruitment and retention arrangements. .

Table One below shows information on:

  • The ethnic make up of the NHS Grampian workforce
  • The ethnicity of new starts
  • The ethnicity of leavers

While this information is indicative rather than definitive, the results strongly suggest that:

  • NHS Grampian recruitment processes are fair.
  • The ethnicity of new startsclosely mirrors that of leavers. This suggests that there are no discrimination issues encouraging staff of a particular ethnicity to leave.

The information on the ethnicity of new starts and leavers suggests that there are no indications of discrimination in the NHS Grampian recruitment processes, nor in staff retention

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Table One: The ethnic make up of staff in Post as at 31st March 2012, plus new starts and

leavers during 2011/12

Staff in Post as at 31st March 2012 / New starts 1.4.2011 to 31.3.2012 / Leavers 2.4.2011 to 31.3.2012 / Difference
+/- in nos.
2001 Census categories / Number / % / Number / % / Number / %
a). White
Scottish / 7693 / 49.1% / 1126 / 47.5% / 1041 / 46.34% / + 65
Other British / 1408 / 8.97% / 274 / 11.5% / 241 / 10.73% / + 33
Irish / 142 / 0.9% / 35 / 1.5% / 20 / 0.9% / + 15
Any other white background / 276 / 1.8% / 70 / 3% / 62 / 2.8% / + 8
b). Mixed / 54 / 0.3% / 17 / 0.7% / 11 / 0.5% / + 6
c). Asian, Asian Scottish or Asian British
Indian / 269 / 1.7% / 82 / 3.5% / 59 / 2.6% / + 23
Pakistani / 39 / 0.3% / 22 / 0.9% / 19 / 0.85% / + 3
Bangladeshi / 14 / 0.09% / 6 / 0.3% / 3 / 0.1% / +3
Chinese / 45 / 0.29% / 22 / 0.9% / 15 / 0.67% / + 7
Any other Asian background / 175 / 1.12% / 60 / 2.5% / 48 / 2.1% / + 12
d). Black, Black Scottish or Black British
Caribbean / 17 / 0.11% / 3 / 0.1% / 3 / 0.1% / 0
African / 104 / 0.66% / 38 / 1.6% / 34 / 1.5% / + 4
Any other Black background / 12 / 0.08% / 4 / 0.2% / 2 / 0.09% / + 2
e). Other ethnic background / 51 / 0.33% / 23 / 1% / 22 / 0.98% / + 1
Declined to disclose / 5345 / 34.12% / 582 / 24.5% / 663 / 29.5% / - 81
Don’t know / 21 / 0.13% / 6 / 0.3% / 3 / 0.1% / + 3
Total / 15665 / 100% / 2370 / 100% / 2246 / + 124

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(ii) Recruitment and selection

NHS Grampian collects ethnicity data at every stage of the recruitment and selection process. This information is shown in Table Twoon page 10below. From Table Two it can be seen that:

Applications

  • During 2011/12, NHS Grampian received a total of 23,368 applications.
  • Candidates with a Scottish ethnicity were the biggest single group, submitting

15,318 applications or 65.55% of the total received.

Shortlisted candidates

  • There were 22,330 candidates called for interview in 2011/12.
  • The ethnicity of candidates shortlisted, in relation to the ethnicity of applicants, suggests that short listing processes within NHS Grampian are fair and equitable.

Staff appointed during 2011/12

  • 2,370 appointments were made in 2011/12.
  • The two largest ethnic groups in terms of applications, shortlisted candidates and staff appointed were people with a “Scottish” ethnic origin and an “Other British” ethnic origin respectively.
  • There is a high degree of consistency between the numbers in each ethnic group applying for posts, and those being shortlisted and appointed.

The information on the ethnicity of new starts and leavers suggests that there are no indications of discrimination in the NHS Grampian recruitment processes, nor in staff retention

Changes to European Immigration Law: November 2008

Since November 2008, employers like NHS Grampian face increased restrictions when attempting to recruit migrant workers from non-European Economic Area (EEA) countries. If a vacant post is not listed on the Shortage Occupation List issued by the UK Border Agency, NHS Grampian must adhere to advertising regulations and prove there is no suitable EEA national to take up the post, before permission can be obtained to advertise the post more widely and bring in a non-EEA national, under the Points Based Immigration System.

The restrictions placed on recruiting non-EEA nationals are of benefit to workers settled in the UK because it provides them with a competitive edge in the labour market, however it also restricts NHS Grampian’s ability to be a diverse employer

The European Unionimmigration arrangements have reduced the number of jobs advertised outwith the EEA by NHS Grampian, leading to a reduction in the number of applications from nationals from non-EEA countries. The figures are:

2008/09 / 2009/10 / 2010/11 / 2011/12
% of Applications from non-EEA nationals / 40.63% / 25.12% / *20.82% / 16.51%

Key: *estimated figure

This trend is likely to continue.

Work to further refine our data

There are two aspects of the recruitment and selection process which can lead to some apparent inconsistencies in our figures.

Firstly, junior doctors are recruited nationally in association with NHS Education for Scotland. Junior doctors are then allocated to Health Boards as part of their training programme. Accordingly, the junior doctors appear in our figures as staff recruited and staff in post, but do not appear in our figures as applicants or shortlisted candidates. This can cause anomalies.

Secondly, some ancillary departments record their own local recruitment information manually. This makes the collation of data time consuming and errors can creep in. Discussions are underway to look at how to bring these departments onto a computerised recording system.

Anomaly on Table Two

Table two contains an anomaly. In the “declined to disclose” line, the number of staff who when appointed “Declined to disclose” their ethnicity, was far higher than the number of applicants and the number being shortlisted. This is explained by a number of staff who provided details of their ethnicity on their Application Form, but declined to disclose their ethnicity on their Staff Engagement Form.

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Table Two: the ethnic origins of applicants, shortlistedcandidates and people appointed

by NHS Grampian, during 2011/12

Ethnic Categories
(as per 2001 Census) / No. of
applicants / Ethnicity of applicants as a
% of total / Nos.
shortlisted / % / NHS Grampian staff appointed in 2011/12
Number / Percentage / Number / Percentage / Number / Percentage
a) White
Scottish / 15318 / 65.55% / 14851 / 66.5% / 1126 / 47.5%
Other British / 2012 / 8.61% / 1947 / 8.7% / 274 / 11.5%
Irish / 325 / 1.39% / 323 / 1.45% / 35 / 1.5%
Any other white background / 1569 / 6.71% / 1487 / 6.57% / 70 / 3%
b) Mixed / 118 / 0.5% / 108 / 0.48% / 17 / 0.7%
c) Asian
Indian / 1386 / 5.93% / 1267 / 5.69% / 82 / 3.5%
Pakistani / 284 / 1.22% / 181 / 0.81% / 22 / 0.9%
Bangladeshi / 49 / 0.21% / 39 / 0.17% / 6 / 0.3%
Chinese / 120 / 0.51% / 111 / 0.5% / 22 / 0.9%
Any other Asian background / 798 / 3.41% / 701 / 3.15% / 60 / 2.5%
d) Black
Caribbean / 31 / 0.13% / 30 / 0.13% / 3 / 0.1%
African / 1034 / 4.42% / 992 / 4.44% / 38 / 1.6%
Any other Black background / 76 / 0.33% / 73 / 0.33% / 4 / 0.2%
e) Other Ethnic Background / 78 / 0.35% / 68 / 0.3% / 23 / 1%
Declined to disclose / 144 / 0.62% / 133 / 0.6% / 582 / 24.5%
Not known / 26 / 0.11% / 19 / 0.09% / 6 / 0.3%
Total / 23368 / 100% / 22,330 / 100% / 2370 / 100%

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(ii) Table Three: The ethnicity of staff involved in Disciplinary or Grievance Cases1.3.2011 to 31.3.2012

The largest staff ethnic groups are “White Scottish”, then “Other British”. Their numbers are roughly proportionate to the number of staff involved in disciplinary or grievance procedures.

It should be noted that the relatively low level of grievances reflects the NHS Grampian approach of having grievances resolved where possible, informally at local level.

Table Three; the ethnicity of staff involved in Disciplinary orGrievance Cases

1.3.2011 to 31.3.2012

2001 Census categories / Disciplinary / Formal
Grievances
a). White
Scottish / 63 / 2
Other British / 26 / 1
Irish / - / -
Any other white background / 3 / 0
b). Mixed / 1 / -
c). Asian, Asian Scottish or Asian British
Indian / 3 / -
Pakistani / - / -
Bangladeshi / - / -
Chinese / - / -
Any other Asian background / 2 / -
d). Black, Black Scottish or Black British
Caribbean / - / -
African / 2 / -
Any other Black background
e). Other ethnic background / 1 / -
Declined to disclose / 42 / 3
Don’t know
Total / 143 / 6

(iii) Promotions

Table Four below shows that 704 NHS Grampian staff were promoted during 2011/12. Information on the ethnicity of these staff is shown in Table Four below. The ethnic make up of the NHS Grampian workforce is also shown as a comparator.

Table Four: NHS Grampian staff promoted during 2011/12

Ethnic categories
(As per 2001 census) / Promotions during 2011/12 / Workforce ethnicity at 31st March 2012
Number / % / %
a). White
Scottish / 350 / 49.8% / 49.1%
Other British / 55 / 7.8% / 8.97%
Irish / 7 / 1% / 0.9%
Any other white background / 7 / 1% / 1.8%
b). Mixed / - / - / 0.3%
c). Asian, Asian Scottish or Asian British
Indian / - / - / 1.7%
Pakistani / - / - / 0.3%
Bangladeshi / - / - / 0.09%
Chinese / - / - / 0.29%
Any other Asian background / 9 / 1.28% / 1.12%
d). Black, Black Scottish or Black British
Caribbean / - / - / 0.11%
African / - / - / 0.66%
Any other Black background / - / - / 0.08%
e). Other ethnic background / 6 / 0.85% / 0.33%
Declined to disclose / 249 / 35.4% / 34.12%
Don’t Know / 20 / 2.87% / 0.13%
Total / 704 / 100% / 100%

The promotions are generally pro rata to the number of staff in post from each ethnic group. This would indicate that promotion arrangements within NHS Grampian are fair.

(iv) Training

Table Five below shows the ethnicity of staff who applied to undertake training and the numbers who actually attended.The figures show:

  • Overall, there was an average attendance rate of 81.9%.
  • Staff with a Caribbean ethnicity had a below average attendance rate (70.3%). However, the small numbers involved (27) means that it is hard to draw any firm conclusions. This will be monitored on an ongoing basis.
  • Staff with an “Other ethnic background” ethnicity had a lower than average attendance rate (72.3%) Again, this will be monitored on an ongoing basis.

Table Five: Ethnicity of staff applying for training and numbers who actually attended in 2011/12

Ethnic Categories
(as per 2001 Census) / Number of applications / Number who received training / Attendance rate as a %
a). White
Scottish / 11978 / 9923 / 82.8%
Other British / 3694 / 2942 / 79.6%
Irish / 231 / 201 / 87%
Any other white background / 1989 / 1669 / 83.9%
b). Mixed / 77 / 67 / 87%
c). Asian, Asian Scottish or Asian British
Indian / 244 / 207 / 84.8%
Pakistani / 10 / 10 / 100%
Bangladeshi / 4 / 4 / 100%
Chinese / 19 / 16 / 84.2%
Any other Asian background / 132 / 116 / 87.9%
d). Black, Black Scottish or Black British
Caribbean / 27 / 19 / 70.3%
African / 137 / 108 / 78.8%
Any other Black background / 131 / 109 / 83.2%
e). Other ethnic background / 573 / 414 / 72.3%
Declined to disclose / 7533 / 6127 / 81.3%
Total / 26779 / 21932 / Average
81.9%

6. Disability

.NHS Grampian has been given the right to display the “Disability Symbol” on our literature. This is in recognition of our commitment to employing disabled people and our assurance to interview all disabled applicants who meet the minimum criteria for a job vacancy and consider them on their abilities.

Table Six below shows Information on the number of NHS Grampian staff who consider themselves to be disabled.

Table Six: the number of NHS Grampian staff who consider themselves

to be disabled

Response to the question, “Do you consider yourself to be disabled?” / Total / %
Yes / 71 / 0.45%
No / 12789 / 81.7%
Declined to comment / 2657 / 16.96%
Don’t know / 139 / 0.89%
Total / 15665 / 100%

When comparing NHS Grampian with other mainland Health Boards, NHS Grampian is ranked fifthin terms of the number of disabled people employed.

Health Board / No. of disabled people employed
NHS Greater Glasgow and Clyde / 176
NHS Highland / 166
NHS Lothian / 127
NHS Ayrshire and Arran / 75
NHS Grampian / 71
NHS Tayside / 40
NHS Lanarkshire / 38
NHS Borders / 30
NHS Fife / 27
NHSForthValley / 27
Dumfries and Galloway / 18

While this is a reasonable number in comparative terms, it is important that NHS Grampian Appointing Officers continue to give the fullest consideration to the employment of disabled people, should a suitable opportunity arise.

To try and improve facilities for both disabled patients and staff, over the last 4 years, NHS Grampian has spent in excess of £250,000 each year on:

  • Improving access to NHS Grampian premises by the installation of electrically operated front and inner doors, the installation of access ramps and the creation of disabled toilets and Adult Changing facilities
  • The purchase of work related disability aids
  • The creation of more parking spaces for disabled people
  • Making information available in a wide range of formats such pictorial/accessible
  • Building in consideration of the needs of disabled people into every new building project. Each major scheme now includes a disabled person on the Steering Group.

These measures should help to make it easier for people with a disability to find suitable posts within NHS Grampian. Progress will continue to be monitored closely.

(i) Promotions

Of the 704 staff whowere promoted, only one stated that they were disabled. The figures are:

Are you disabled? / Nos. promoted
Disabled / 1
Not disabled / 538
Declined to comment / 165
Total / 704

Given that only 71 NHS Grampian staff have identified themselves as disabled, it is not possible to draw any meaningful conclusions from this data.

(ii) Training

The figures are:

Number of applications / Training approved / Attendance rate as a %
110 / 89 / 80.9%

This attendance rate is consistent with staff possessing other protected characteristics.

7. Sex (male or female)

In Scotland, there are roughly equal numbers of males and females. However, traditionally, most members of the nursing and Allied Health Professions have been female, which means that all Health Boards in Scotland have a much higher proportion of female staff to male staff.