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SAC Report No. 8

The Recruitment Process of Aberdeenshire Council (November 2005)

Summary

This report sets out the process, conclusions and recommendations of the eighth investigation undertaken by the Scrutiny and Audit Committee. The investigation was into the Recruitment Process of Aberdeenshire Council.

The purpose of the investigation was (1) to examine the Personnel Policies, Procedures and Guidance and Implementation of recruitment and selection of employees and to assess the effectiveness, efficiency and cost of what has been put in place and (2) to make recommendations for any improvements. The decision to select this topic for investigation was taken in the light of casework being brought to Councillors relating to recruitment issues.

The investigation began in May 2005 and the Committee heard evidence from thirty-three internal and external witnesses interviewed during six evidence gathering sessions. The Committee was assisted in the investigation by the independent external expert Gail Ellis, a consultant in human resources and employment law.

The Committee considered all the evidence gathered and drew up its conclusions and recommendations at a meeting on 22 June 2005.

Aberdeenshire Council has over 13,000 employees of which about 14 per cent leave per year. Recruitment therefore, is a key activity essential to the continued delivery of high-quality public services by the Council. There are labour shortages in some parts of Aberdeenshire and national shortages of certain disciplines needed by the Council.

It is clear from the evidence presented to the Committee that Aberdeenshire Council faces some significant challenges and risks in relation to recruitment, labour market difficulties and workforce planning.

The Committee notes that the Council has a very small Personnel Service in relation to the total number of employees. An issue of concern to the Committee is the apparent gap between Services’ perception of the role of Personnel and what Personnel actually does. The distinction and demarcation of the roles of Personnel and Services in recruitment are not clearly understood and agreed by all parties. The Committee believe it would be beneficial to clarify the respective roles of Personnel and other Services, perhaps by the drawing up of formal service agreements.

In terms of the recruitment function models outlined to the Committee, Aberdeenshire Council is currently closer to Model Two, smaller centralised function. An important difference is that Aberdeenshire does not have personnel specialists placed within Services. This, and the development of the strategic overview role of the Personnel Team, are both areas where the Council should review the effectiveness of current arrangements.

The Committee is very concerned about the risks arising to the Council from the continued use of untrained staff in recruitment interviews. Training will be particularly important to ensure the proper implementation of age discrimination legislation next year. The Committee recommends urgent action to end the use of untrained staff on interview panels.

The Committee is clear that Councillors who are involved in Head Teacher appointments need to be trained in the Recruitment and Selection Policy. The Committee is also concerned by the risk posed by School Board/PTA members of Headteacher/Depute Headteacher interview panels who are not familiar with the Council’s Recruitment and Selection Policy.

The Committee is convinced that expenditure on advertising job vacancies can be reduced without prejudicing the Council’s ability to fill posts with suitable employees. The Committee strongly recommends that the Council reviews its recruitment advertising and adopts a formal policy. The Committee commends the use now being made of the Council’s website as a tool for advertising job vacancies with the Council.

The Committee is satisfied that policies and procedures are in place to obtain appropriate references, check qualifications and, where necessary, undertake a Disclosure Check, prior to an offer of employment being made. The Committee accepts that the use of a standard application form for a wide variety of posts is unhelpful. The non–return to Personnel of equalities monitoring forms from applicants is a matter that must be addressed by Services.

The Committee was impressed by the evidence given by Angus Council outlining the benefits of operating a staff pool system in areas where there is a need to fill vacancies rapidly and/or where there are skills shortages. Similar benefits were being demonstrated in some Services of Aberdeenshire Council. Accordingly, the Committee recommends a much wider use of staff pools by Aberdeenshire Council. This would address problems of service continuity, reduce the need to use agency staff, help manage advertising costs and obviate the need to circumvent the Council’s recruitment policies for some vacancies. Failure to follow corporate recruitment policy by some Services for some posts, albeit for reasons of securing service continuity, is a matter of concern.

The Committee was very impressed by some innovative approaches taken to address specific recruitment difficulties. Recruitment Open Days, in particular, appear to be cost-effective and successful in recruiting staff to posts that are otherwise difficult to fill. The Committee is convinced that the range of approaches being taken to address labour/skills shortages is vital in allowing the Council to continue to deliver high-quality public services. The Committee is sure that there is scope to gain further benefit from the measures so far adopted by extending their use in a planned and pro-active way in the context of an overall recruitment strategy.

Full Report