HMICFRS spotlight report on Values and Culture

Recommendation 2:

By 1 June 2023, chief fire officers should, as a priority, specify in succession plans how they intend to improve diversity across all levels of the service. This should include offering increased direct-entry opportunities.

ECFRS action:

April 2023:

The CFO and SLT re-considered use of Direct Entry on 1 November 2022 and agreed to continue engaging with the self-funded NFCC direct entry project and the pilot sites, taking on board their learning over the next 12 months and diarized to consider participation in the next phase in September 2023

The CFO and SLT also committed to continuing use of the strategic workforce plan to ensure that we have planned internal development to address recruitment challenges in specific areas and to ensure that our staff have the right operational skills and competencies. We continue to create development plans, focused on those identified through LRS and succession plans which see development at an appropriate speed for the individual.

Positive action plans are in place and a pre-mortem relating to this work was carried out on 4th May 2023.

We are currently exploring a research project with the University of Essex regarding positive action and improving diversity.

Use of Practice to Progress will further target development of individuals who are currently under represented.

October 2023

Direct entry - awaiting NFCC evaluation of recruitment stage before taking next steps.

Strategic workforce plan presented to SLT in October 2023, reviewed every month.

Practice to Progress to target development of 8 individuals who are currently under represented.

Positive action plan 2024 presented to SLT in October 2023. 2024 plan informed by outputs of 12 weeks of research by Leonard Cheshire intern. Also considered our Annual Workforce Report 2022-3 which shows an increase in the number of female starters in the Service (21%, up from 16% in 2020-1) and starters of a minority ethnicity (6.4%, up from 2.8% in 2020-1). Analysis of our Whole time recruitment information confirms there is no disproportionate drop off for any individual group with a protected characteristic throughout the processes (2021-3, 11% of applicants were female, 11% of offers were to females; 8% of applicants were from non-White British ethnicity, 8% of offers were to non-White British candidates).

Positive action work recognised by AFSA. Winner of the 2023 AFSA award for Positive Action.

January 2024

Data provided monthly and scrutinised through the Performance and Resources Board.

Action: Complete

Recommendation 3:

By 1 June 2023, chief fire officers should review how they gather and use equality and diversity data to improve their understanding of their staff demographics, including applying and meeting the requirements of the National Fire Chiefs Council equality, diversity and inclusion data toolkit [https://www.ukfrs.com/equality-diversity-and-inclusion-data-toolkit].

ECFRS action:

April 2023:

Equality and diversity data are reported on a monthly basis to the Performance and Resources Board.

This is utilised more broadly to demonstrate ‘due regard’ through People Impact Assessments (PIA). Our PIA approach has been enhanced with a PIA hub launched to support colleagues use of PIAs.

Whilst the NFCC EDI data toolkit is focused on ethnicity data, the principles of data collection outlined within the toolkit have been applied more broadly.

An independent external review was commissioned in April 2022 with feedback and recommendations from the independent reviewer provided on 3 July 2022. At that point the ECFRS PIA maturity level was assessed as ‘embracing’.

Since then, our PIA approach has been enhanced with a PIA hub launched to support colleagues use of PIAs.

October 2023

Equality and diversity data reporting continues on a monthly basis to the Performance and Resources Board.

PIA app now in place to further enhance use of PIAs and to give assurance of due regard. Monthly reporting in place from PIA app.

Next independent external review of PIA maturity booked in for January 2024.

Monthly 'deep dive' of proportionate/disproportionate impact relating to each protected characteristic now in place; first 'deep dive' related to gender.

RSM Culture and Behaviours audit reflected diversity data to be a control which was 'adequately designed and operating effectively'.

January 2024

Monthly deep dives continuing. Monthly reporting on use of PIAs ongoing. Reporting through Inclusion and Diversity Action Group.

Action: Complete

Recommendation 4:

By 1 October 2023, as a precursor to the development of the College of Fire and Rescue, chief fire officers and the National Fire Chiefs Council should work with the Home Office to consider how they can improve the training and support they offer to staff in management and leadership development. This should include authority members in respect of their assurance leadership roles and should ensure that opportunities are offered fairly across all staff groups.

ECFRS action:

April 2023:

Action relates to NFCC and CFOs working with Home Office. In ECFRS, leadership development is in place for all relevant staff.

Consideration about how this could be furthered will be undertaken.

October 2023

Full L&D review commissioned and is being monitored through the annual plan.

January 2024

Review presented to Service Leadership Team.

Action: Complete. All training plans are approved and, where appropriate, in place.

Recommendation 5:

By 1 October 2023, chief fire officers should put plans in place to monitor, including through the gathering and analysis of staff feedback, watch and team cultures and provide prompt remedial action for any issues they identify.

ECFRS action:

April 2023:

Monthly reporting is in place which reports on a number of metrics which are cultural indicators e.g. absence levels and employee relations cases (see example in appendix 9).

A number of actions are in place to enable two way communication, these include:

• Six weekly meetings take place between the CFO and approximately 100 leaders of the Service.
• Monthly ‘ask me anything’ sessions with the CFO which are open to all.
• A rolling schedule of SLT visits to all stations and departments.

These communication opportunities provide opportunity for issues to be raised and responded to.

October 2023

To further support this recommendation, a monthly culture dashboard has been in place since June 2023. The product is continuously developing. Director of People Services is the NFCC workstream lead for culture dashboards.

January 2024

Culture Dashboard continuing - scrutinised through Service Leadership Team decision meetings. Starting to be presented to Performance and Strategy Board also.

Action: Complete. Dashboard being presented to SLT on a monthly basis and to P&R Board on a quarterly basis.

By 1 June 2023, chief fire officers should seek regular feedback from staff about values, culture, fairness and diversity, with due regard to the leading and developing people standard [https://www.firestandards.org/standards/approved/leading-developing-people-fsc-led01a/]. They should show how they act on this feedback.

ECFRS action:

April 2023:

Extensive feedback received through 2022 staff survey.

Feedback from staff survey acted upon through action plans and activity woven into annual planning and People Strategy Action plan (examples in appendix 8).

Appraisals for April/May 2023 include a prompt to discuss wellbeing, values and behaviours.

A continuous schedule of SLT visits to all stations and departments enables opportunities for feedback.

Feedback encouraged from a variety of sources including ‘Ask me anything’. Recent letters received anonymously have provided an opportunity to seek further feedback.

January 2024

Feedback mechanisms continuing.

Action: This recommendation continues to be in place.

Recommendation 7:

By 1 September 2023, chief fire officers should make sure there is a full, 360-degree feedback process in place for all other leaders and managers in service. The process should include gathering feedback from a wide range of sources including colleagues and direct reports.

ECFRS action:

April 2023:

360 degree feedback is regularly used as a development and feedback tool throughout the organisation. We utilise a tool called TLQ-360 and support delivery of feedback with coaching sessions to support the transformation of feedback to action.

360 feedback has been used 62 times in the last 12 months. The Service Leadership Team last had formalised 360 feedback in 2020.

October 2023

The Service Leadership Team has sought new 360 Feedback using the TLQ-360 tool. Each leader has had a coaching session utilizing the 360 feedback. A facilitated team session using the 360 feedback is planned for 4 December 2023. The Service continues to be committed to 360 feedback and continues to use the TLQ-360 methodology.

January 2024

TLQ 360 team feedback session taken place. Rolling out to next level of Service.

Action: This recommendation continues to be in place. Roll out to next level of Service has begun.

Recommendation 8:

By 1 June 2023, chief fire officers should make sure there is a full, 360-degree feedback process in place for all senior leaders and managers (assistant chief fire officer equivalent and above) in service.

ECFRS action:

April 2023:

360 degree feedback is regularly used as a development and feedback tool throughout the organisation. We utilise a tool called TLQ-360 and support delivery of feedback with coaching sessions to support the transformation of feedback to action.

360 feedback has been used 62 times in the last 12 months. The Service Leadership Team last had formalised 360 feedback in 2020.

October 2023

The Service Leadership Team has sought new 360 Feedback using the TLQ-360 tool. Each leader has had a coaching session utilising the 360 feedback. A facilitated team session using the 360 feedback is planned for 4 December 2023. The Service continues to be committed to 360 feedback and continues to use the TLQ-360 methodology.

January 2024

TLQ 360 team feedback session taken place. Rolling out to next level of Service.

Action: This recommendation continues to be in place. Roll out to next level of Service has begun.

Recommendation 9:

By 1 June 2023, chief fire officers should have plans in place to ensure they meet the "Fire Standards Board's leading the service standard"[https://www.firestandards.org/standards/approved/leading-the-service-fsc-led01b/] and its "leading and developing people standard" [https://www.firestandards.org/standards/approved/leading-developing-people-fsc-led01a/].

ECFRS action:

April 2023:

Actions relating to both Fire Standards to be provided to Continuous Improvement Board by 1 September 2023.

October 2023

Plans in place to enact both.

January 2024

Plans presented to and scrutinised by the Continuous Improvement Board. Plans partially completed - focus day with key stakeholders planned 19 January 2024 to progress further.

Action: This recommendation continues to be in place. Latest reporting to the Continuous Improvement Board shows Fire Standards at more than 90% implemented.

Recommendation 10:

By 1 August 2023, chief fire officers should provide assurances to HMICFRS that all parties are supported in relation to ongoing investigations.

ECFRS action:

April 2023:

In December 2022, an independent review of all grievance cases and allegations made in the last 12 months was commissioned. The aim of this was to ensure that concerns have been managed appropriately, and, if this is not the case that lessons can be learned. The cases that were reviewed included those which referenced bullying, harassment, criminal allegations, racism, misogyny, prejudicial and improper behaviour and misconduct.

Whilst there were recommendations which have been adopted, the review concluded that concerns had been managed appropriately and outcomes of the cases were considered to be broadly reasonable.

This review was received and considered by the CFO in April 2023.

Separate to this, counselling support is available to all staff and is well utilised. In 22/23, 117 Colleagues used our counselling services.

Coaching is also available to all staff and is well utilised; 244 people have utilised this in the last 12 months.

January 2024

Feedback is requested (via MS Forms) at the close of every case. Data from June-November 2023 has been shared with the Chief Fire Officer. It will be scrutinised through the People Strategy Board.

Action: This recommendation continues to be completed.

Recommendation 11:

With immediate effect, chief fire officers should notify HMICFRS of any allegations that have the potential to constitute staff gross misconduct that:

•  involve allegations of a criminal nature that have the potential to affect public confidence in FRSs;
•  are of a serious nature; or
•  relate to assistant chief fire officers or those at equivalent or higher grades.

ECFRS action:

April 2023:

As requested by HMICFRS, an initial notification was made on 14 February 2023.

Since that date, further notifications have been made as allegations which meet the stated criteria have arisen.

January 2024

Notifications continue to be made as allegations which meet the HMI criteria arise.

Action: Notifications continue to be made as allegations which meet the HMI criteria arise. Last update provided 7/3/24.

Recommendation 12:

By 1 March 2024, chief fire officers should provide assurances to HMICFRS that they have implemented the standard on misconduct allegations and outcomes handling.

ECFRS action:

April 2023:

Standard not yet released.

October 2023

Standard not yet released.

January 2024

Neither Fire Standard or consultation on the Fire Standard are live yet.

Action: Implemented through other Fire Standards as per new guidance.

Recommendation 13:

By 1 March 2024, chief fire officers should provide assurances to HMICFRS that they have implemented the standard on staff disclosure, complaint and grievance handling.

ECFRS action:

April 2023:

Standard not yet released.

October 2023

Standard not yet released.

January 2024

Neither Fire Standard or consultation on the Fire Standard are live yet.

Action: Implemented through other Fire Standards as per new guidance.

Recommendation 14:

By 1 January 2024, chief fire officers should:

• immediately review their current background checks arrangements, and make sure that suitable and sufficient background checks are in place to safeguard their staff and communities they serve; and
• make sure that appropriate DBS check requests have been submitted for all existing, new staff, and volunteers, according to their roles as identified by the Fire Standards Board.

ECFRS action:

April 2023:

In relation to background checks, a full Safer Recruitment audit was carried out with feedback provided on 1 March 2023. This resulted in some recommendations which have been implemented.

On 9th August 2022, the CFO and SLT approved an approach to requesting basic DBS checks for all FRA staff and representatives of the service.

On 15th November 2022, an implementation plan was approved by the CFO and SLT. This began with a consultation period which concluded on 28th April 2023.

Implementation is proceeding as planned.

October 2023

DBS check process has been updated in line with legislative change.

January 2024

In line with new legislation, updated checks progressing:

• 1235 requested
• 829 ID submitted
• 775 checks submitted
• 654 completed

Process in place for progressing remaining checks.

Action: Implementation continues; 151 outstanding.

Recommendation 15:

By 1 June 2023, chief fire officers should make sure they provide accessible information for all staff and members of the public on how they can raise concerns and access confidential support (including through external agencies). Chief fire officers should also make sure accessible information is provided on how concerns and allegations will be investigated in a way that ensures confidentiality and is independent of the alleged perpetrator.

ECFRS action:

April 2023:

Information is available for all staff about how they raise concerns and access confidential support

The Service has multiple ways to raise concerns. These include:

• A confidential and independent whistleblowing helpline, ‘Protect’,
• A newly launched (16th January 2023) helpline, ‘Safe Share’ (see appendix A).

Since January 2023, awareness of how to share concerns has been highlighted to staff on several occasions:

• Desktop ‘wallpaper’ since January 2023
• 27 April 2023 – e-letter from CFO to all staff
• 31 March 2023 – e-letter from CFO to all staff
• Various dates – CFO included in ‘Ask me Anything’ sessions
• 27 March 2023 – included in Leaders Conference
• 16 January 2023 – presentation at Managers Briefing for cascade to all staff

Information is available for the public on how they can raise concerns – information is accessible and ‘two clicks’ from the main ECFRS webpage. This includes a statement about confidentiality. Our annual report also details how concerns can be raised.

October 2023

Further development - information about how to raise a compliment or complaint re ECFRS has been added to the PFCC website https://www.essex.pfcc.police.uk/compliments-and-complaints

January 2024

In place.

Action: Recommendation continues to be completed.

Recommendation 16:

By 1 June 2023, chief fire officers should assure themselves that updates on how concerns are being handled are shared with those who have raised them. The updates should be given in an accessible way that encourages trust and confidence in the service response. Consideration should be given to creating a professional standards function to handle conduct concerns in service (or from an external service) to have oversight of cases, to make sure they are conducted in a fair and transparent way and to act as a point of contact for all staff involved.

ECFRS action:

April 2023:

In December 2022, an independent review of all grievance cases and allegations made in the last 12 months was commissioned. The aim of this was to ensure that concerns have been managed appropriately, and, if this is not the case that lessons can be learned. The cases that were reviewed included those which referenced bullying, harassment, criminal allegations, racism, misogyny, prejudicial and improper behaviour and misconduct.

Whilst there were recommendations which have been adopted, the review concluded that concerns had been managed appropriately and outcomes of the cases were considered to be broadly reasonable.

This review was received and considered by the CFO in April 2023.

Separate to this, counselling support is available to all staff and is well utilised. In 22/23, 117 Colleagues used our counselling services.

Coaching is also available to all staff and is well utilised; 244 people have utilised this in the last 12 months.

In relation to a professional standards function, consideration is being given to this.

January 2024

As advised. Additionally, independent professional standards review complete. Recommendations being actioned.

Action: As advised. Professional standards review recommendations being taken forward.

Recommendation 17:

By 1 June 2023, chief fire officers should review the support available for those who have raised concerns and take any action needed to make sure these provisions are suitable.

ECFRS action:

April 2023:

In December 2022, an independent review of all grievance cases and allegations made in the last 12 months was commissioned. The aim of this was to ensure that concerns have been managed appropriately, and, if this is not the case that lessons can be learned. The cases that were reviewed included those which referenced bullying, harassment, criminal allegations, racism, misogyny, prejudicial and improper behaviour and misconduct.

Whilst there were recommendations which have been adopted, the review concluded that concerns had been managed appropriately and outcomes of the cases were considered to be broadly reasonable.

This review was received and considered by the CFO in April 2023.

Separate to this, counselling support is available to all staff and is well utilised. In 22/23, 117 Colleagues used our counselling services.

Coaching is also available to all staff and is well utilised; 244 people have utilised this in the last 12 months.

January 2024

Feedback is requested (via MS Forms) at the close of every case. Data from June-November 2023 has been shared with the Chief Fire Officer. It will be scrutinised through the People Strategy Board.

Action: Scrutiny through People Strategy Board. Recommendation continues to be complete.

Recommendation 18:

By 1 October 2023, chief fire officers should make sure their services provide a confidential way for staff to raise concerns and that staff are aware of whistleblowing processes.

ECFRS action:

April 2023:

The Service has multiple ways to raise concerns. These include:

• A confidential and independent whistleblowing helpline, ‘Protect’,
• A newly launched (16th January 2023) helpline, ‘Safe Share’ (see appendix A).

Since January 2023, awareness of how to share concerns has been highlighted to staff on several occasions:

• Desktop ‘wallpaper’ since January 2023
• 27 April 2023 – e-letter from CFO to all staff
• 31 March 2023 – e-letter from CFO to all staff
• Various dates – CFO included in ‘Ask me Anything’ sessions
• 27 March 2023 – included in Leaders Conference
• 16 January 2023 – presentation at Managers Briefing for cascade to all staff

January 2024

Communication ongoing. Independent whistleblowing helpline changing on 1 April 2024 to enable greater reporting (whilst protecting anonymity).

Action: Complete.