5 What does Land Registry intend to do to mitigate the potentially adverse impact on staff of the proposal to close Harrow office?

5.1 As a result of the full diversity impact assessment questionnaire and from the focus groups, Land Registry has a clearer indication of the concerns and issues which staff working at the Harrow office have regarding the proposed closure of the office. The processes and, actions needed to help mitigate the negative impact on the staff will be constantly evaluated and reviewed on an ongoing basis in line with Land Registry’s Single Equality Scheme. Land Registry want to continue its dialogue with the DTUS to contribute to the process as the closures plans progress.

5.2 A presence at the Harrow office will continue until 2010 when the lease of the office expires.  This is instead of an immediate closure- so this is not due to take place for another three years.  This gives ample time for Land Registry to plan a staged withdrawal and put in place sufficient steps to mitigate the diversity issues identified.

5.3.1 The common themes and areas of concern relate to:

• Financial impacts
• Distances to travel to other existing offices which may impact on work life balance
• Transport
• Lack of skills which can be transferred when seeking new employment
• Age
• Integration within local communities
• The presence of a large ethnic community within the Harrow area
• A high number of ethnic minority staff within the Harrow office

5.3.2 Land Registry intends to address the potential impacts:

• by giving staff that may wish to transfer to alternative Land Registry offices, assistance with daily commute. This would be in the form of an excess fares allowance (EFA) for a period of five years as opposed to the usual three years.
• by agreeing that pay will be protected to continue on the same higher rate as would have been awarded if Harrow office remained open until 31 May 2015.  There will be a comparison with the Croydon office that has the same pay arrangements as Harrow office. From 1 June 2015 staff will keep their then current pay on a mark time basis
• for staff who live outside a reasonably commutable distance, relocation packages will be available. This will include assistance with all related cost for house purchase and sale on a like for like basis.
• each member of staff has an opportunity to indicate his or her preferences and to be individually interviewed to give a clearer picture of preferences. It is our intention to take into account issues raised through the individual preference forms, which have been circulated to all staff with the support packs and at the interviews. Any issues raised in the individual interviews with staff members will be the subject of ongoing consideration and discussion so that staff members are given, appropriate and practical ongoing support and help through the whole process.
• the introduction of childcare provision similar to that offered to staff at Head Office in the form of a voucher scheme.

5.4 The DTUS proposed a prevention of the closure of Harrow office or if possible the retention of a smaller office presence in the Harrow area.  The retention of the Harrow office until 2010 when the lease of the premises expires is itself a substantial retained presence in the interim.  This interim period will help give all staff ample time to plan taking account of their personal and family requirements and preferences.  The suggestion of a smaller office presence is inpractical in terms of how it could be managed and fit into Land Registry’s operational requirements. It should be noted that face-to-face services comprise less than 1% of Land Registry’s operational business and consultation with local groups has not prompted the need to consider a smaller office presence at Harrow.  In addition, of course, it would not address the issue of over capacity of office space.

5.5 We also aim to continue our work with the Race Equality Council in Harrow to assist with issues associated with community services and access to goods, facilities and services tailored to the cultural or religious needs of all ethnic groups, or places of worship. We have already begun this process, highlighted on the timeline referred to.  It should, however, be noted that the staff and focus groups did not highlight a specific issue in relation to this.

5.6 We propose to link into and enhance the current Land Registry initiatives to develop mentoring and potential buddying systems, work shadowing and staff to staff networks across Harrow, Croydon and Stevenage and elsewhere to reduce the impact of issues relating to perceived non-transferable skills or promotion prospects.

Outside consultants, Right Management, have been engaged to assist staff with compiling and completing CV’s and giving guidance on such matters as interview skills to assist staff who wish to seek employment outside Land Registry.  The work in these areas will also link into more strategic actions for addressing under representation of ethnic minority staff across Land Registry as a whole, which forms an important part of the Land Registry’s Single Equality Scheme.

Land Registry will investigate working with other civil service employers to identify alternative job opportunities should staff choose not to transfer or relocate.

5.7 Language barriers and lack of communication skills were also raised in the answers to the questionnaire and focus group. Land Registry will, if necessary, provide translation services on request during individual staff meetings. This will ensure that staff have a full understanding of the implications associated with the proposed office closure and also ensure that they choose the best solution for themselves and their families. Additional training skills will be provided to help enable staff to develop language and communication skills, which would then be transferable to new employment.