Minutes of SMT Meeting held on 19 November 2024 at 9.30am, Ladas Drive, Belfast.
In attendance:
- R Kidd Chair and Chief Executive
- K Neeson Deputy Chief Executive
- B Monson Deputy Chief Executive
- L Burns Deputy Chief Executive
1. Apologies
There was an apology from N Monson.
The meeting began with a discussion on Human Resource (HR) related matters with our HR Business Partners N Kean and J Smyth.
2. Minutes of the last meeting
The minutes from the 16 October meeting were agreed.
3. Action points
There were no action points not covered by the agenda.
4. Corporate health, safety and welfare
- workload pressures are being addressed by Head of Groups (HoGs) with advice and support from Senior Management Team (SMT)
- the fire safety policy was discussed and a minor issue was raised for review where only one person is present on a floor
- it was noted that the upcoming closure of Marlborough House will impact some of our staff who used it as a hub
5. (A) Audit, Risk Management, and Finance (ARMC)
- Internal Audits are ongoing and on track for completion in line with our agreed timeframes
- it was noted that our financial position is on track at present
5. (B) Emerging risks
- the ongoing staff vacancy situation continues to be a concern
- discussion with NICSHR, our business partners and the Department have generated some progress although the delays have been entirely unacceptable and progress relates only some competitions at present
| Date of SMT meeting where Emerging Risk was first discussed | Nature of Emerging Risk | Action required | Current status of Emerging Risk |
|---|---|---|---|
| October 23 | Board is awaiting a chair and up to three additional board members | We anticipate a competition in autumn 2024 to appoint additional board members | Planned Public Appointments Unit (PAU) competition in autumn 2024 to fill board vacancies. New members anticipated in May 2025 |
| Many of the current vacancies are considered to have the potential to jeopardise statutory functions or Corporate Plan (CP) targets in the short term Candidate Information Booklet (CIB) queries causing delays Competitions are being run in inefficient and more costly ways Vacancy numbers increasing once again. Discussion around staff choosing to move to private sector posts for better pay and conditions Also, some resignations due to retirement Ongoing staffing will dictate the levels of service that we are able to provide in this current year | Regular liaison with NICS HR to highlight the importance of filling critical vacancies - a number of meetings took place with NICS HR and following these we have seen some slow progress towards launching competitions Some progress on a number of posts Some progress with Strategic Planning & Governance (SPG) as they reverted to an earlier draft of the CIB which is similar to what we felt was required Concerns were discussed with the NICS HR business partners and partnership meeting re staffing and ongoing delays in agreeing CIBs etc SMT will continue to monitor Recruitment needs to be more responsive and the system needs to enable the process to start sooner Comms required from NICSHR as to timescales and realistic targets for competitions | To remain on the risk register as a Business Continuity Risk To remain under review until we see some of the business-critical posts filled Continue to monitor progress as staff take up posts Maintaining knowledge and competence within the organisation will be a challenge if turnover increases to the extent where we lose a great deal of experience in a short period without the opportunity to have proper handovers and training for new staff SMT has carried out an exercise to examine the number of staff who might consider retirement in the next 3-5 years but we cannot estimate the number that will leave due to promotion or obtaining another job outside of HSENI Competition Initiation Meeting (CIM) Meeting for Trainee competition scheduled |
6. Staffing
The Chief Executive (CE) wrote to NICSHR, copying Department for Economy (DfE) and Department of Finance (DoF) Permanent Secretaries setting out concerns over the continued delays in the trainee competition. The Competition Initiation meeting is taking place this week.
We currently have 15.5 Full Time Equivalent (FTE) vacancies which will arise in the current operating year. We also have other absences impacting our staffing position.
An internal review of the Regulatory Training Programme (RTP) is complete. A draft report has been shared with SMT for consideration.
7. Case and project work
The team is operating at capacity at present. It is hoped that a number of cases will move ahead in the coming weeks.
SMT will keep the situation under observation.
8. Business planning
Calling note has issued to heads of groups re the new business plan for 25/26.
9. Replacement CMS system
The project board had its first meeting to discuss the terms of reference and first steps.
A consultant has been appointed to advise on the business case.
The project board will meet again in late November.
10. Performance monitoring
B Monson updated SMT. The number of fatalities is slightly down on the same period last year. Serious are slightly down. Visit interactions are down by 10% but closer to target than expected. Complaints are down. Enforcement activity is on down on last year, but this reflects some specific campaign activity that took place last year.
11. Service level complaints
Total received = 5
Responded at Level One (DCE) = 5
Still open Level One = 2
Responded at Level Two (CE) = 0
Still open Level Two = N/A
Escalated to or direct to NIPSO = 3
Still open NIPSO = 2
12. Board business
Items covered under business planning discussion.
Staffing paper will be tabled for information of the board.
13. AOB
Nothing discussed.
14. Next meeting
The date of the next meeting will be December.
The meeting concluded at 1.20pm.