Recruitment and retention

Report: 07
Date: 6 February 2003
By: Commissioner

Summary

This is the regular report to inform HR Committee of progress, and related issues, of police and civil staff recruitment and retention against budgeted workforce targets for 2002/2003.

A. Recommendation

That this Committee notes the contents of this report.

B. Supporting information

Police workforce strength

1. Police strength has grown from 26,768 officers on 1 April 2002 to 27,751 officers at the end of December 2002, amounting to a growth of 983 officers. At 31 December 2002, police workforce comprised of 1,465 visible ethnic minority officers (VEM) and 4,582 women officers. The strength of VEM officers has increased by 176 (representing 17.9% of the total increase) and women by 281 (representing 28.6% of the total increase) between April and December 2002.

2. Changes in strength include indirect wastage. This represents the net global impact of officers moving to or from part-time working, changes in part-time hours and officers going on, or returning from career breaks. Such officers are not included in either the recruitment or wastage numbers since they have not joined or left the Service.

3. At the current growth rate, the budgeted workforce target (BWT) of 28,412 will be achieved by the year-end. Annex A provides a breakdown of police strength.

Police leavers

4. Since April 2002, 1,306 officers have left the MPS, of which 71 are VEM and 169 are women. Currently, an average of 145 officers leave each month including 8 (5.5%) VEM and 19 (13%) women. Annex B provides a breakdown of police leavers for the year to date.

Police recruitment

5. The recruitment of officers to the MPS has progressed well with 2,329 officers joining between April and December 2002. Of these, 1,988 are new recruits, 32 are transferees/re-joiners requiring full time training and the remaining 309 officers are transferees/re-joiners who have been directly deployed throughout the organisation following familiarisation training.

6. 233 (10.0%) VEM and 472 (20.3%) women officers have joined between April and December 2002. The level of recruitment of new officers has matched the increased training school capacity at Hendon. A further 1,470 officers are expected to join between January 2003 and March 2003. It is forecast that the revised recruitment target of 3,413 will be achieved by 31 March 2003. Annex C provides a breakdown of police recruitment and forecast for the fiscal year.

7. The processing times for police applications continues to fall gradually with an overall 34 weeks for an 80% sample of this intake. The number of applications originally made in 2001 and still remaining has reduced to 933. In the last month, 362 applications have been closed or offered jobs. 5,779 applications remain within the system, with an average 200 new applications being received each week.

Civil staff

8. The civil staff strength at 31 December 2002 was 10,695. Of these, VEM staff represents 18.9% and women 58.9%. Since April 2002, 719 new members of civil staff have been recruited, of which the ethnicity of 548 is known. Of these 137 (25%) were VEM and 389 (71%) of all staff recruited were women.

Police Community Support Officers (PCSO)

9. From 2nd September 2002, 269 Police Community Support Officers (215 Community/Security and 54 Transport) joined the MPS of which 83 (31%) are VEM and 70 (26%) are females. Of those who joined, 215 have completed their training and are deployed at Westminster and other Boroughs. A further 150 PCSOs are due to join in the New Year. The PCSO recruitment target has been increased from 500 to 700 by 31 March 2003 taking into account the new role of transport PCSOs, who will replace traffic wardens. Every effort will be made to achieve the revised target.

C3i communication officers

10. The recruitment campaign for communication officers has progressed steadily during the current year with 317 officers having started training against a year-end target of 440. 2,145 applications have been received and are being progressed through the selection process.

Metropolitan Special Constabulary

11. The MSC strength at 31 December 2002 is 677 of which 190 (28%) are women and 111 (16.4%) VEM. There are currently 61 candidates ready for interviewing in January. Since April 2002, 79 applicants have been accepted for training and a further 39 candidates will commence training in January. Work is being undertaken in an attempt to ascertain if the drop in MSC recruitment is because prospective regular police candidates prefer the PCSO opportunities to gain relevant experience rather than the MSC.

Conclusion

12. Police and civil staff workforce strengths have grown steadily throughout the year, and will continue to do so for the remainder of the year. Consequently, we are confident that the police recruitment target and BWT will be achieved by 31 March 2003.

C. Equality and diversity implications

1. The growth in women police officer strength is likely to continue and is expected to achieve the 17% target by the end of the fiscal year. However, although there has been steady growth in the number of VEM officers within the MPS, the overall VEM workforce target of 7.9% is unlikely to be achieved. Considerable effort is being put into this area and it is anticipated to be able to report better progress in future, especially as recommendations from the Diversity Task Force are implemented.

2. A comparison between the performance of applicants undertaking the revised PIRT show that there has been an improvement in the pass rate for both ethnic minority and white applicants.

D. Financial implications

There are no direct financial implications arising from this report. Many of the matters referred to are subject to their own reports and financial implications where applicable.

D. Background papers

• Report on Recruitment and Retention November - December 2002

E. Contact details

Report author: Jenny Deere, Director HR Selection

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

Appendix 1: Report on recruitment and retention April-December 2002

Part I – Police officers

1.1 Police workforce strength

1.1.1 The overall police strength has increased from 26,768 in April 2002 to 27,751 in December 2002, amounting to a growth of 983 against an end of year target of 28,412. The VEM officer strength has increased from 1,289 on 1 April 2002 to 1,465 in December, amounting to a growth of 176 against an end of year target of 2,244. The women officer strength has also increased from 4,301 in April to 4,582 in December, amounting to a growth of 281 against an end of year target of 4,830. Within the current police workforce, women officers represent 16.5% and VEM officers represent 5.3%.

1.1.2 The current police strength of 27,751 is 661 (2.3%) below the planned end of year budgeted workforce target (BWT) of 28,412. There is confidence that the BWT will be achieved by 31 March 2003. The increase in women officer strength is projected to continue rising and is likely to achieve the 17% target by 31 March 2003. Conversely, although there has been considerable growth in the VEM police officer strength and that VEM entrants represent an average of 10% of each intake, VEM growth is currently insufficient to achieve the Home Office target of 7.9% of workforce strength. Annex A provides a breakdown of police strength.

1.1.3 Changes in strength include indirect wastage. This represents the net global impact of officers moving to or from part-time working, changes in part-time hours and officers going on, or returning from career breaks. Such officers are not included in either the recruitment or wastage numbers since they have not joined or left the Service.

1.2 Police leavers

1.2.1 1,306 officers have left the MPS since April 2002. There is an indication that the number of officers leaving the MPS is relatively constant at an average of 145 each month. Similarly, the proportion of VEM and women leaving the police service has also remained relatively constant, average of 9 VEM and 19 women per month respectively. A breakdown of the reasons for leaving and the overall leaver numbers can be found at Annex B.

1.3 Police recruitment

1.3.1 The momentum of the ongoing recruitment campaign for police officers has been maintained with 2,329 officers recruited by 31 December 2002.

1.3.2 During the current year, 2,020 officers have commenced training at Hendon and a further 309 officers transferring from other forces been directly deployed throughout the MPS. 233 (10.3%) VEM and 472 (20.3%) women officers have been recruited. Generally, the number of officers attending training school at Hendon has increased during the year to match the increased training capacity at Hendon. Annex C provides a breakdown of police recruitment during the fiscal year.

1.4 Police applications

1.4.1 Since April 2002, 56,737 job enquiries have been received compared to 39,692 received in the same period last year, amounting to a 43% increase in the level of enquiries.

1.4.2 Between April and December 2002, 6,772 application forms have been received compared to 9,879 returned in the same period last year, amounting to a 46% reduction in the number of applications received.

1.4.3 Although there has been a reduction in the applications return rate the quality of the candidates and refinements to the selection process have resulted in substantial improvements to the overall yield of successful applicants. At December 2002, the overall yield is 34%, compared with 20% at the same point last year. The improvement in yield has therefore reduced the impact of a lower application return rate.

1.5 Police application processing times

1.5.1 The processing times for police applications is calculated from the date an application is received until a formal offer of employment is made i.e. the date when a training school place is allocated. The processing times for police applications gradually continues to fall with an overall average time of 34 weeks for an 80% sample of this intake.

1.5.2 Several measures have been implemented to reduce the processing times of police applications. Firstly, recruitment officers have reviewed internal processes to improve the management of caseloads. Secondly, a review of the selection process is underway to identify elements in the process likely to cause delay. The findings of this review will then be used to develop a system to minimise resultant delays. Thirdly, an examination of the older pre-2002 applications has been undertaken to rationalise the application pool and prioritise caseloads. This, inevitably, has increased the average times, but ensures greater fairness for candidates.

1.5.3 The recent examination of the pre-2002 has resulted in 1,000 recruits, 900 applications have been rejected and 420 applicants will be attending the selection centre. It is anticipated that any remaining old files will be removed from the system by the end of January 2003. By implementing this initiative, the average processing time will remain high in the short-term but ensures fairness and equity to candidates. Annex D shows the number of applications at various stages and the average processing times. 1.5.4

1.6 Selection centre attrition

1.6.1 The police officer selection process is multi-faceted, requiring candidates to complete numerous stages that evaluate a wide range of qualities required for the role of constable.

1.6.2 The overall yield of successful recruits from applications was 21% in 2001/02 but has improved during the current year to 34%. This variation is attributed to improvements within the selection processes and does not represent a reduction in standard. The current ratio shows that from every 100 applications received approximately 34 will join the MPS.

1.6.3 The selection assessment includes an interview, using competencies from the framework, the completion of the Home Office Police Initial Recruitment Test, medical screening, fitness assessment and security clearance. These are completed over two separate assessment days following an initial paper-sift, which identifies compliance with National Recruiting Standards including nationality, residency and convictions. Candidates are rejected at each stage with a proportion invited to be re-assessed between 3 months to 2 years.

1.7 Police initial recruitment test

1.7.1 The revised Police Initial Recruitment Test (PIRT) was introduced on 1 August 2002 in accordance with Home Office recommendations to reduce the risk of the test having an adverse impact upon ethnic minority candidates.

1.7.2 The pass rate of the old PIRT (April to July 2002) for ethnic minority candidates was 28% and 67% for candidates not originating from visible ethnic minority communities. Following the introduction of the revised PIRT (August to November 2002), the pass rate for ethnic minority candidates has increased to 58%. A comparable increase in pass rate is also evident for candidates not originating from visible ethnic minority groups, which is now 82%.

1.7.2 Under the revised test fewer candidates are failing or falling within the ‘consider’ category. The fail rate for ethnic minority candidates is now 33% and 11% for white candidates and ‘consider‘ 9% and 7% respectively.

1.7.3 Although there has been an improvement in the pass rate of ethnic minority candidates, there is still disparity between the performance of ethnic minority and non-VEM candidates.

1.7.4 The Home Office is currently piloting a new assessment centre format, which will remove elements of the PIRT and replace with alternative selection events including group discussions and written tests. These tests will assess the competencies from the national framework. The MPS is reviewing the implementation of the new assessment process to ensure that there are no discriminatory elements and to check the resources required to implement within the MPS later in the year.

1.8 Training school accommodation issues

1.8.1 Currently the trainer establishment is below strength. There are 40 vacancies within the recruit foundation training and 30 vacancies within continuation training. These 70 vacancies are for constable trainers. In order to reduce this trainer shortfall a recent recruitment campaign has been held (awaiting results) and certain posts have evaluated with a view to replace constables with civil staff.

1.8.2 Currently, there are 40 classrooms available to at Hendon and each intake occupies 10 classrooms. Classrooms can accommodate a maximum of 26 (this is not, however, preferred as the HMIC recommended class size is 18). Accordingly to maximise and make best use of resources the unit currently undertakes shift working, namely 0700 hrs - 1500 hrs & 1200 hrs - 2000 hrs. Shift working has increased demand on staffing levels. The now planned increases in staff will allow an eventual move to a sixteen- track system (8 early & 8 late). Intakes of 300 will equate to a class size of 18. Currently work is being carried out on a twelve-track system with class sizes at 28. The January intake will be fourteen-track - class size 24.

1.9 Transfers and re-joiners

1.9.1 Since April 2002, 309 officers have transferred to the MPS. During November, specialist campaigns have generated 337 enquiries and approximately 100 applications have been received. To date, there are approximately 400 applicants at various stages within process. It is anticipated that these applications will yield approximately 250 joiners due to withdrawn applications and medicals.

1.9.2 The original target set for transferees from other police forces was 450 (approximately 216 were selected last year). In October, the target was increased to 750. To accommodate the 70% increase with less than four processing months remaining an action plan was devised. The aggressive marketing and advertising campaign, which was put in place to support the increased target, had to be retracted due to complaints from other forces and questions in Parliament. To increase capacity, staff working within the new recruit processing teams have been redeployed to the transferee team and the two-week transferee training course has been reduced to two and half days, with effect from 1 January 2003. Early indications would show that the transferee action plan has made a difference and that the original target of 450 will be achieved comfortably, with predictions now around 650.

1.10 Police resignations and transfers

1.10.1 An analysis of resignation and transfer information covering the period April to December 2002 can be found at Annex F (see also Annex B for details of all leavers). This analysis shows the number of leavers at different points of length of service and distinguishes between gender and ethnic origin. Set out below is a summary of the main points.

• The highest number of resignations occurs within the first two years of service i.e. 67% of all resignations; of these resignations, the highest proportion of leavers is white-males (74%), followed by ethnic minority males (14%) and white women (11%).
• Of the total number of resignations, only 15% occurred between 3 to 10 years of service. However, at the 11 to 25 years’ stage, there is a significant increase in the number of women officers who resign.
• The highest numbers of transfers occur at 11 to 25 years service i.e. 41% of all transfers, followed by 3 to 5 years (31%) and 6 to 10 years (23%).

A detailed borough-by-borough breakdown of resignations and transfers can be found in Annex G, as requested by members.

Part II – Civil staff

2.1 Police Community Support Officers

2.1.1 The PCSO recruitment campaign commenced on 23 May 2002 with a recruitment target of 500 officers by 31 March 2003. An additional target of 200 PCSO transport was introduced in October, making a revised target of 700 by 31 March 2003.

2.1.2 The campaign has been very successful and resulted in 5,796 enquiries, of which 1,826 (32%) were VEM and 1,487 (26%) women. From these enquiries, 1,390 applications have been received.

2.1.3 From 2nd September 2002, 269 Police Community Support Officers (215 Community/Security and 54 Transport) joined the MPS of which 83 (31%) are VEM and 70 (26%) are females. Of those who joined, 215 have completed their training and are deployed at Westminster and other Boroughs.

2.1.4 A further 150 PCSOs (120 Community/Security and 30 Transport) are due to commence training in the New Year, against a combined target of 431 (285 Community/Security and 146 Transport).

2.1.5 Currently, 130 applicants have successfully completed the selection process, but are awaiting medical and security clearance. During December 2002, 212 applicants were invited for interview and a further 154 applicants invited for medical examination.

2.2 Communication officers

2.2.1 The recruitment campaign for communication officers has progressed steadily during the current year with a total of 317 officers having started training against a year-end target of 440. A further 76 communication officers are due to start training in the New Year against a target of 124. 2,145 applications have been received and are being progressed through the selection process.

2.3 Metropolitan Special Constables (MSC)

2.3.1 The strength at 31 December 2002 was 677. During the current fiscal year, the call centre has received approximately 780 enquiries and 123 applications have been received. Since April 2002, 109 applicants have attended interviews and 79 have been accepted for training (39 candidates are due to start training in January).

2.3.2 There are ongoing plans for a partnership with Westminster Council and a continuing campaign inclusive of press and tube panel advertisements in January. Following extensive research the focus of the campaign will be informative, in addition to being ‘a call to action’. Creative ideas, which specifically target under represented groups are currently being generated, for example, a campaign jointly with the Gay Police Association is underway.

2.4 General & senior civil staff recruitment

2.4.1 The civil staff strength as at 31 December 2002 was 10,695. Of these, VEM represent approximately 2,022(18.9%) and women 6,305 (58.9%) of the civil staff strength.

2.4.2 Since April 2002, 719 new members of civil staff have been recruited, of which the ethnicity of 548 is known. Of these 137 (25%) were VEM and 389 (71%) were women. The Senior Civil Staff recruitment team has received approximately 706 applications for the ongoing 35 campaigns.

Part III - Marketing

3.1 Generic marketing

3.1.1 On the 4th December the London Employers Coalition, Job Centre Plus and the Met Police held a joint event to celebrate the success of the partnership, to assist unemployed people to become employees of the MPS. The Commissioner and Minister of State Andrew Smith hosted the event, which was held at the Institute of Directors, Pall Mall.

3.1.2 During December the Marketing and Advertising Unit have been working with the mounted branch at the Olympia Horse Show. Historically, the mounted branch has had a very basic recruitment stand. This year we have joined them with a more sophisticated stand to target the high percentage of women out of the 65,000 people that will be visiting through out the 5 days. The recruitment telephone number has been placed on the paper hoops that the horses jump through so that we have maximum exposure during the Mounted Branch display.

3.2 New contracts

3.2.1 The HR Selection Recruitment Interactive Services contract for three years has been awarded to Empower Group. Work started in January with a 3 month delivery date to launch the new MPS Recruitment website. This will enable applicants to apply direct on-line.

3.2.2 A three-year contract has been awarded to Martin Hamblin, a media tracking company. The aim is to conduct waves of media tracking to monitor the awareness and impact of the advertising campaigns using various methodologies. The information provided will enable us to plan and evaluate the efficiency and cost effectiveness of campaigns to our target audiences.

3.3 Promotional video

3.3.1 Following the successful production of the advertising video ‘different beat’ and the ‘fitness video’, two further videos are being produced as part of a suite of information designed to inform and educate prospective applicants about the selection process.

3.3.2 The first video, The Hendon Process, is a three and a half minute production using an unusual approach made up of blue screen graphics, music and voiceover to take the applicant through the various stages of the selection process.

3.3.3 The Hendon Training Video is a fifteen-minute production following two characters through the initial eighteen-week training course. The script is a comprehensive précis of what the recruit may encounter with emphasis on the examination and the study elements.

3.4 Advertising

3.4.1 Generic Police advertising has been suspended due to the success of previous campaigns resulting in a large amount of applications currently in the system. Targeted advertising continues for under represented groups – particularly visible ethnic minorities and women. An initiative to advertise in a selection of Gay press is underway and by working in partnership with the Gay Police Association is helping to provide appropriate messages to attract candidates. Numerous Civil Staff posts have been advertised.

Part IV – Positive action and retention

4.1 Positive action recruitment

4.1.1 The influence of the Positive Action Central Team (PACT) upon the recruitment of staff from visible ethnic minority groups has increased significantly during the year. Since April 2002, the PACT has directly supported 660 VEM applicants throughout the recruitment process. These applicants amount to 53% of all VEM applicants who have successfully completed the police paper-sift process and 46% of all VEM police applications received since April 2002.

4.1.2 The PACT has supported and facilitated 125 recruitment events throughout London and the UK since April 2002. During this time, representatives from the MPS have spoken to over 77,000 visitors and generated a total of 3,640 police and 2,003 civil staff application registration forms. 2,320 (64%) requests were received from VEM applicants for police vacancies; and 1,315 (66%) requests were received from VEM applicants for civil staff vacancies. The PACT has also participated in the Manchester Skills City and Birmingham Mega Mela. These events generated 284 (172 VEM) police application registrations. A summary of future PACT events can be found at Annex E, as requested by members.

4.1.3 An ‘Intromet’ initiative was launched on 22 October 2002. This initiative combines direct marketing, career advice and exercises from the police selection process. To date three events have taken place at Westminster, Leeds and Leicester with 510 (216 VEMs) participants. Due to these events being so recent, there is no clear indication on the number of actual applications the events have generated.

4.1.4 Although the ‘Intromet’ event on 25 January 2003 will include participants from outside London, the overall strategy for 2003 will be to concentrate events in London.

4.2 Retention

4.2.1 The MPS Project Report is proposing that the Best Value Review of retention should be withdrawn from this year’s programme. The resources, however, will assist in developing and implementing the improvement plan, which is subject to a separate report to this meeting.

Annex A

Workforce strength at 31 December 2002

Annex B

Police leavers April–December 2002

Annex C

Police recruitment

Notes

1. This includes 32 transferees/re-joiners and previous police service requiring full time training.

Annex D

Police recruitment applications summary at 6 January 2003

The full annotated image is available as a PDF document (see Supporting material).

Annex E

Resignations and Transfer Outs April–December 2002

Annex F

Positive action central team events 2002/03

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