Staff Absences follow-up request from ref:1523189

Summary

The Isle of Man Post Office responded to a follow-up FOI request regarding staff absence costs, reasons, and management interventions over the last five years. The authority disclosed total absence costs and specific absence days but clarified that it does not categorize absences as short-term or long-term, nor does it track mental health issues unless they result in absence.

Key Facts

• The IOMPO does not define short-term and long-term absences within its policy.
• Total absence costs for 2019/20 were £462,377.83, the highest in the five-year period provided.
• The main reason for absences recorded in 2019/20 was sprains and strains.
• The Absence Management policy was last reviewed in January 2021 by the IOMPO Board.
• Mental health issues are only recorded if they are the stated reason for absence, with 18 employees reporting this in the year ending March 2020.

Data Disclosed

• £383,705.64
• £226,964.23
• £413,571.47
• £383,580.12
• £462,377.83
• 4503
• 4235
• 4990
• 6 per year
• 5 employees
• 9 employees
• 18 employees
• 2015/16
• 2016/17
• 2017/18
• 2018/19
• 2019/20
• January 2021
• 2021-02-08
• 2021-03-03

Original Request

Further to the above request: The IOMPO clearly has a very high absence level amongst its staff. This must be concerning for all staff members. 1. What is the financial cost of absence to the IOMPO in each of the last 5 years? a. Split by total absences, short term absences and long-term absences 2. What efforts have the heavy loss making IOMPO undertaken to reduce this significant cost? 3. Can the IOMPO split absence by long & short term for 2018, 2019 & 2020 and provide these figures? 4. What are the main reasons for long-term and short-term absences? 5. What interventions have the IOMPO introduced to reduce these absences? a. And can the IOMPO report any demonstrable successes? 6. How many staff (by numbers or percentage of staff) have reported to management they are suffering from a mental health issue in 2018, 2019 and 2020? 7. When was the last time the IOMPO reviewed its Absence Management policy? a. And by who?

Data Tables (5)

Full Response Text

Postal Headquarters Spring Valley Industrial Estate Douglas Isle of Man, 1M2 IAA

Switchboard: +44 (0)1624 698400 Telephone: +44 (0)1624 698402 Fax: +44 (0)1624 698406 Email: foi@iompost.com Web: www.iompost.com

Our ref: 1664869 3rd March 2021

Dear ###

We write further to your request which was received on 8 February 2021 and which states:

"Further to the above request:

The IOMPO clearly has a very high absence level amongst its staff. This must be concerning for all staff members. 1. What is the financial cost of absence to the IOMPO in each of the last 5 years? a. Split by total absences, short term absences and long-term absences
2. What efforts have the heavy loss making IOMPO undertaken to reduce this significant cost?
3. Can the IOMPO split absence by long & short term for 2018, 2019 & 2020 and provide these figures?
4. What are the main reasons for long-term and short-term absences?
5. What interventions have the IOMPO introduced to reduce these absences? a. And can the IOMPO report any demonstrable successes?
6. How many staff (by numbers or percentage of staff) have reported to management they are suffering from a mental health issue in 2018, 2019 and 2020? 7. When was the last time the IOMPO reviewed its Absence Management policy? a. And by who?"

Our response to your request is as follows: I have detailed below the information that is being released to you.

The IOMPO clearly has a very high absence level amongst its staff. This must be concerning for all staff members.
1. What is the financial cost of absence to the IOMPO in each of the last 5 years?

a. Split by total absences, short term absences and long-term absences
IOMPO does not define short and long term absences within its policy. Total cost of absences for the last 5 years (not including cover costs) 2015/16 - £383,705.64 2016/17 - £226,964.23 2017/18 - £413,571.47 2018/19 - £383,580.12 2019/20 - £462,377.83

1. What efforts have the heavy loss making IOMPO undertaken to reduce this significant cost?
   Annual Wellbeing Campaign including; providing voluntary annual flu vaccinations since 2017; providing voluntary appointments with a pharmacists for a basic health check; cycle to work scheme; line manager workshops for managing absences; frequent wellbeing updates in the weekly staff news bulletin; free access to staff welfare services; provision of targeted welfare packs for identified issues, where appropriate; provision of mental health directory of free and confidential resources/services.
2. Can the IOMPO split absence by long & short term for 2018, 2019 & 2020 and provide these figures?
   IOMPO does not define short and long term absences within its policy Y/E March 2018 - Total days absence 4503 Y/E March 2019 - Total days absence 4235 Y/E March 2020 - Total days absence 4990
3. What are the main reasons for long-term and short-term absences?
   IOMPO does not define short and long term absences within its policy. The main reason for absences recorded in 2019/20 fell into the category of sprains/strains
4. What interventions have the IOMPO introduced to reduce these absences?
   See Q2 above. H&S committee; computer based health & safety training including Manual Handling, Slips, Trips & Falls; duties are planned in collaboration with unions a. And can the IOMPO report any demonstrable successes? IOMPO considers itself to have a low number of accidents at work including RIDDORS, which average 6 per year; regular risk assessments are undertaken and measures put in place as deemed appropriate. Cases of reported flu symptoms has seen a decrease but it is difficult to determine whether this can be attributed to the administration of the flu jabs or particularly this year it being due to less off island travel.
5. How many staff (by numbers or percentage of staff) have reported to management they are suffering from a mental health issue in 2018, 2019 and 2020?
   IOMPO does not record staff numbers of those who indicate to management they are or may be suffering from a mental health issue. IOMPO does record mental health issues under the category stress/debilitation/depression for those employees who are absent, and indicate this as the reason, for their absence.
   In Y/E March 2018 - 5 employees In Y/E March 2019 - 9 employees In Y/E March 2020 - 18 employees
6. When was the last time the IOMPO reviewed its Absence Management policy? January 2021 a. And by who?" IOMPO Board

Please quote the reference number 1664869 in any future communications.

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Yours sincerely

FOI Co-ordinator