Minutes of SMT Meeting held on 17 April 2024 at 9.30am in the Robens Room at Ladas Drive.
In attendance:
- R Kidd Chair and Chief Executive
- N Monson Deputy Chief Executive
- B Monson Deputy Chief Executive
- L Burns Deputy Chief Executive
- K Neeson Deputy Chief Executive
1. Apologies
There were no apologies.
2. Minutes of the last meeting
The minutes from the 20 March meeting were agreed.
3. Action points
There were no action points not covered by the agenda.
4. Corporate health, safety and welfare
Nothing to report.
5. (A) Audit, Risk Management, and Finance
- four audit exercises have been completed and will be presented at the next Audit and Risk Management Committee (ARMC)
- the agreed position is that we are aiming for early closing with sign off of annual reports and accounts before summer recess
- one minor data breach involving one person which was assessed as low risk/low impact - data subject was contacted and advised of the breach
5. (B) Emerging risks
- increasing staff vacancies as a number of people have resigned to take up posts in the private sector
- this could impact on operating plan targets going forward
Table of emerging risks
| Date of SMT meeting where Emerging Risk was first discussed | Nature of Emerging Risk | Action required | Current status of Emerging Risk |
|---|---|---|---|
| October 2023 | Board is awaiting a Chair and up to three additional board members | Minister is to consider the selection and appointment of a new Chair Subsequently we anticipate a competition in Autumn 2024 to appoint additional board members | Minister is expected to appoint a new Chair in June 2024 Possible Public Appointments Unit (PAU) competition in Autumn 2024 |
| Many of the current vacancies are considered to have the potential to jeopardise statutory functions or Corporate Plan (CP) targets in the short term Plan to meet NICS HR to discuss some ongoing issues A number of issues around Candidate Information Booklet (CIB) format and types of competitions 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 retirements Ongoing staffing will dictate the levels of service that we are able to provide in this current year | Concerns were discussed with 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 | 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 NISC HR declined to meet or agree to us getting expert legal advice Pay award is likely to too little too late for some Maintaining knowledge and competence withing 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 can not estimate the number who will leave due to promotion or obtaining another job outside of HSENI |
6.Staffing
Slow progress being made on filling staff vacancies. This is probably exacerbated by the posts being specialists.
SMT has arranged a session to discuss staffing and resourcing needs of the organisation.
7. Case and project work
SMT noted the Major Investigation Team (MIT) update which was circulated and that J McIntyre has settle in quickly to her new role. The team continue to be extremely busy and running close to capacity. One MIT inspector is leaving in June.
8. Business planning
SMT noted that the Operating Plan will go to the board in May.
9. Performance monitoring
B Monson talked SMT through the report. SMT noted that fatals are up significantly on last year, interactions are up significantly. Site visits are down slightly and as a result we fell slightly short of the end of year target (less than 1%). Complaints are up almost 20% on previous year. Notices up significantly due to the campaign.
10. Service level complaints
- Total received = 1
- Responded at Level One (DCE) = 1
- Still open Level One = 0
- Responded at Level Two (CE) = 0
- Still open at Level Two = 0
- Escalated to NIPSO = 1
- Still open NIPSO = 1
11. Workplace Transport Safety
The Workplace Transport Safety (WTS) Campaign will be summarised to the board as a year end review piece in May.
12. Board business
No update at this time.
13. Any Other Business (AOB)
Trauma training has rolled out to staff.
14. Date of next meeting
The date of the next meeting will 23 May 2024 at 9.30am.
The meeting concluded at 12.00pm.