A Guide to the Functions, Records and Rules of the
Public Appointments Service
Freedom of Information Acts, 1997 & 2003-
Sections 15 & 16 Reference Book
Chapter House,
26-30 Abbey StreetUpper,
Dublin 1
Tel: (01)8587400
Lo-call: 1890 449 999
E-Mail:
URL:
CONTENTS: PAGE
- PREAMBLE 3
- DESCRIPTION and FUNCTIONS3
2.1 Public Appointments Service
2.2 Legislation
- MISSION STATEMENT 4
3.1 Mission Statement
3.2 Policy on confidentiality and Freedom of
Information
4. STRUCTURE AND ORGANISATION OF PAS 4
5. GLOSSARY OF TERMS 5
6. INDIVIDUAL UNITS:6
Recruitment and Selection Services
Assessment Services
Finance
Business Support
Records Management
Human Resources
Information Technology
Corporate Development
Client Management
7. COMPLAINTS AND REQUESTS FOR REVIEW 17
8. FREEDOM OF INFORMATION IN THE PAS 17
9. INFORMATION IN ACCORDANCE WITH SECTION 16 OF 20
THE FOI ACTS, 1997 and 2003.
APPENDIX: 22
Terminology
1. PREAMBLE
This guide is compiled in accordance with the publication requirements set out in Section 15 of the Freedom of Information (FOI) Acts, 1997 and 2003. The Acts assert the rights of members of the public to obtain access to official information to the greatest extent possible, consistent with the public interest and the right to privacy of individuals. The Acts establish three statutory rights:-
- the right to access records held by public bodies;
- the right to have official personal information, held by a public body, corrected where such information is incomplete, incorrect or misleading;
- the right to seek reasons for decisions, taken by the Public Appointments Service, which affect the requester.
The Public Appointments Service (PAS) makes as much information as possible available to the public in relation to its functions and activities, without the need to use the FOI Acts. The FOI Acts are designed to allow public access to information held by public bodies which is NOT routinely available. Access to information under the Acts is subject to certain exemptions and involves specific procedures and time limits.
2. DESCRIPTIONS AND FUNCTIONS
2.1Public Appointments Service
The Public Appointments Service, formerly the Office of the Civil Service & Local Appointments Commissioners, is a centralised provider of recruitment, assessment and selection services for the Civil Service. We conduct inter-departmental selection processes for promotion within the Civil Service and assist The Top Level Appointments Committee in filling Civil Service management positions. PAS also provides recruitment and consultancy services to Local Authorities, the Health Service Executive, An Garda Síochána and other public bodies. This involves a range of activities such as facilitating client organisations in determining their human resource requirements, job analysis* studies, providing assessment services, training assessors in interviewing and selection techniques, advising clients on staff induction and retention strategies and promoting best practice in the areas of fairness, equality and diversity. Research projects, in the form of job analysis* or labour market research, are undertaken to inform the overall approach to public sector recruitment and selection. provides an on-line recruitment facility and is the main access route for candidates who wish to apply for posts in the public service.
2.2Legislation
The principal legislation under which the Public Appointments Service functions is the Public Service Management (Recruitment and Appointments) Act, 2004. This Act provides for a modern and efficient framework for public service recruitment which allows for increased flexibility while maintaining high standards of probity. It empowers Government Departments and other public service bodies to recruit staff directly under licence, as well as through the centralised recruitment system provided by the Public Appointments Service. Recruitment under licence is subject to codes of practice drawn up by the Commission for Public Service Appointments (CPSA).
2.3 Mission Statement
“We will deliver the highest quality recruitment, selection and related human resource services that will support the growth of a world class public service.”
3. MISSION STATEMENT
The Board of the Public Appointments Service:
Mr. Eddie Sullivan,Chairman
Mr. Des Dowling,Assistant Secretary, Department of the Environment, Community and Local Government
Ms Deirdre O’Keeffe, Assistant Secretary, Department of Justice and Equality
Ms Patricia Coleman, Director, Department of Public Expenditure and Reform
Ms Judith Eve, former Chairperson, the Civil Service Commissioners, Northern Ireland
Mr Eddie Molloy, HR Consultant – Ministerial nomination
Mr. Dan Murphy,formerGeneral Secretary, PSEU – nominated by ICTU
Ms Fiona Tierney, CEO, PAS
The Management Team:
Ms Fiona Tierney, Chief Executive
Mr Tommy Quinn,Head of Senior Executive Recruitment
Mr Padraig Love, Head of Corporate Services
Mr Niall Leavy,Head of Research & Business Development
Ms Mary Flynn,Head of Recruitment Services
Ms Áine Gray,Head of Assessment Services.
The Chief Executive, together with the other area heads, make up the Management Advisory Committee. The Chief Executive, as Head of the Public Appointments Service, is responsible for strategy and for the day-to-day management of the Office. The role of the Management Advisory Committee is two-fold, firstly to support the Board of the Public Appointments Service in carrying out its functions, and secondly the overall management of the Public Appointments Service.
4. INDIVIDUAL UNITS WTHIN PAS
This section provides a breakdown of the internal structure and organisation of the Public Appointments Service; the role and functions of the individual units, the services provided by them and the type of records and information held. An explanatory glossary of some terms, marked *, is set out in the Appendix.
5. GLOSSARY OF TERMS
The following section (Section 6) gives a breakdown of the internal structure and organisation of the Public Appointments Service. It also describes the categories of information held, and the ways in which they can be accessed, either through existing publications or through the procedures set out in the FOI Acts, 1997 and 2003.
As civil servants use terminology to describe their work and the information they hold which may not be familiar to the general public, an explanatory glossary of the more common terms, which are repeated in the following sections, is set out in the Appendix at the end of this manual. Terms appearing in the text, which are explained in the Appendix,are marked *.
6. INDIVIDUAL UNITS WITHIN PAS
RECRUITMENT AND SELECTION SERVICES UNIT (RSSU)
Role of the Unit
The main function of this unit is the selection of staff for appointment across a broad spectrum of posts in the Civil Service and to certain positions in the wider Public Service, including the Health Service Executive, Local Authorities and An Garda Síochána.
Structure of the Unit
The Unit is divided into a number of sub-units. Each sub-unit has responsibility for the recruitment process from receipt of a request from the client to fill a vacancy through to the assignment of a suitably qualified candidate. Contact details of the Recruitment Managers are as follows:
Mary Doyle(01)
Howard Moorhead(01)
SandraCairns(01)
Gillian Holmes(01)
Marese Phelan(01)
Pat O’Dea(01)
Specific information regarding responsibility for individual campaigns is available at the time of advertising.
Business Co-ordination
- Maintaining financial records and preparing yearly estimates of expenditure
- Ensuring compliance with agreed procurement policy
- Replying to queries from members of the public and public representatives on general and specific issues
Delivery of Service
RSSU provides a service directly to the following groups:
Client Bodies:
Client bodies comprise civil service departments, local authorities, Health Service Executive and other public bodies who request our services. Services may be delivered face-to face, electronically, by telephone or in writing and are generally concerned with fulfilling recruitment needs. This process would normally entail communication with a view to:
advising clients on best recruitment and selection practice
gaining an understanding of their requirements
providing a recruitment and selection service
Applicants for Advertised Posts:
The service provided to applicants is in the context of a particular competition for which they have applied. Application forms and information booklets are available on-line or may also be issued by
e-mail or in hard copy following a request.
Members of Selection Boards:
Much of the contact with members of selection boards is made by telephone and e-mail, to enquire if they are available to act on the selection board and to settle logistics. Confirmations and documentation are dealt with in e-mail or in writing, while face-to-face contact occurs on the occasion(s) that the board meets.
General Public:
General queries are dealt with by telephone, e-mail, in writing or face-to-face, as appropriate.
Public Representatives:
General queries are dealt with by telephone, e-mail or in writing, as appropriate.
Where to access Information
Information may be accessed at by writing to The Public Appointments Service, Chapter House, 26-30 Abbey Street Upper, Dublin 1, or by telephoning 01 - 8587400. Contact details relating to individual competitions are included in the information booklets available forparticular competitions.
Classes of Records
Records are classified by a range of series which represent the major themes/topics encompassing the activities of the unit. Each theme is further divided into a range of sub-series representing specific aspects of the theme/topic. The range of series includes:
# Competition files
# Personal Files
# Regrading* files
# Enquiries from the public and public representatives
# Internal Administration
# Policy Files
# Parliamentary Questions File
# Reports of Job Analyses*
# Financial Records
# Enquiries from the public pursuant to the Data ProtectionActs, 1988 and 2003
# Enquiries from the public pursuant to the Freedom of Information Acts 1997 and 2003
# Information Leaflets pertaining to recruitment in the Civil Service
# Requests for Review
# Acts, Orders and Bills.
ASSESSMENT SERVICES UNIT (ASU)
The main function of ASU is to advise, develop and deliver appropriate assessment processes, as required,which are relevant, effective and fair to candidates. The implementation, on-going monitoring and short/ long term evaluation of such processes is also carried out by the unit.
Contacts:
Áine Gray01 8587413
Sarah Heywood01 8587628
Aoife Lyons01 8587629
Claire Nolan01 8587626
Pre selection
- Contribute to Job Analyses*/ Job review for posts recruited by the Public Appointments Service or clients
- Competency Design
- Source and develop selection tools for use on specific campaigns
- Developassessment material
Interview development and design
- Ongoing research and development of the interview as a selection technique
Training
- Training/ briefing selection boards on best practice interviewing and assessment techniques
- Contribute to the training of PAS staff in test facilitation/ administration, equality and dealing with candidates with special needs
Supporting the Selection Process
- Provide professional advice on appropriate selection processes
- Work in partnership with external associates and others
- Support the RSSU in the implementation of the selection processes
- Regular monitoring and quality assurance of aspects of selection process
- Providing analysis, support and advice on equality matters
- Collect, analyse and report on feedback from candidates and assessors, as required.
Other services
- Provide professional advice on selection issues
- International benchmarking and building alliances with other individuals and organisations
- Establish new services for candidates which can be accessed throughpublicjobs.ie,e.g. career decision making tools and new self assessment material
Business Co-ordination
- Maintaining financial records and preparing yearly estimates of expenditure
- Ensuring compliance with agreed procurement policy
- Replying to queries from members of the public and public representatives on general and specific issues
Delivery of Service
Assessment Services provides a service directly to the Recruitment & Selection Units and to Clients.
Services are delivered face-to-face, by telephone or in writing and are generally concerned with fulfilling assessment requirements. This process would normally entail communication with a view to:
- Advising on the approach to selection to be used
- Collaboration on the design of new or enhanced assessment methods
- Evaluation of assessment methods employed
Examiners, Test Facilitators, Assessors and Interviewers
- The delivery of training and briefing material for the preparation of assessors undertaking the implementation of new or enhanced assessment techniques. Monitoring of, and feedback on, performance of assessors.
Contractors and Suppliers
- Contact is made with contractors and suppliers regarding products and services required to provide assessment services. Contact may be made in writing, by telephone or face-to-face in accordance with agreed procurement procedures.
Educational Institutes, Professional Bodies and External Bodies
- Much of the contact with members of these bodies is made by telephone or in writing to explore and gather information about best practice in recruitment and selectionand in response to requests for briefings on the issues concerning new/enhanced assessment methods employed by the PAS.
Additional Information
The following information is currently available from the Assessment Services Unit:
The Recruitment and Selection Toolkit
The Recruitment and Selection Toolkit,developed for client bodies, provides practical advice on implementingtransparent and effective merit based selection systems and includes guidance on interviewing. Details of price available on request.
DVDS
DVDs, with accompanying handbooks are available.
(1)Preparing for Interview – A Guide for Candidates
(2)Effective Interviewing – A Guide for Interviewers
Details of price available on request.
Research reports
A copy of research reports compiled by the Public Appointments Service is available on publicjobs.ie.
Where to access Information
The information set out may be accessed by contacting those named above by either (a) writing to The Public Appointments Service, Chapter House, 26-30 Abbey Street Upper, Dublin1 or (b) telephoning at (01) 8587400.
Classes of Records
- Financial records
- Procurement files
- Feedback from Candidates
- Competency information on particular roles
- Assessment techniques development
- Assessment Techniques – Materials
- Assessment Techniques – Training
- General Liaison with other Departments
- General Liaison with External Bodies
FINANCE UNIT
Role of the Unit The main function of the Unit is the development of financial management for the Office, within broad guidelines set out by the Department of Finance. In general the main features include:
- Preparing, for the Department of Finance,the budgetary estimate for each year: This involves forecasting annually the financial requirements to meet thecost of all major programmes in relation to salary and overhead costs (advertising; accommodation etc).This is based on inputs from individual units where appropriate.
- effective budgetary control: When the estimate of expenditure has been approved by the Department of Finance and voted by the Dáil, it is the function of the Unit to allocate funding to each unit and ensure that there are no overruns on these allocations.
- preparation of the Annual Appropriation Account: This is an account of the Office’s spending of monies voted by the Dáil and is subject to audit by the C&AG.
- Recording, on a monthly basis, the amounts paid in respect of salaries, services, goods, work activities, etc from all units and preparing a record (a “monthly profile”) of this expenditure, which is sent to the Department of Finance.
- processing claims/invoices by members of staff and goods/services providers in an efficient manner while ensuring that the terms of the Prompt Payment legislation are met.
- a small amount of cash is kept in the Office to pay for such expenses as taxis taken for official business, small emergency supplies, etc. The Finance Unit has an audit function in regard to this.
- dealing with Salaries Section, Department of Finance, on all matters pertaining to Office staff salaries and allowances. (Salaries for all PAS staff members are processed by the Department of Finance but are met from the PAS Budget(Vote).)
Significant features of the activities of Finance Unit include:
- recording all invoices and claims
- inputting claims, etc on computer
- preparing Payment Schedules
- processing payments by electronic funds transfer or cheque – drafts where necessary
- issuing Payable Orders, where necessary
- preparing the Monthly Expenditure Profile
- monitoring budget allocations
- salaries of new entrants
- starting pay on promotion
- increments
- allowances
- deductions at source
- overtime payments
- maintenance of Purchase Order Processing system (POP) and computerised financial records
Delivery of Service
The delivery of service provided by the Unit is threefold in that a service is provided to staff members in the first instance, to goods and services providers in the second and to certain other Government Departments in the third. Service may be delivered face-to-face, in writing, by telephone, by facsimile transfer (fax) or by e-mail.
Staff members:
As well as dealing with all matters relating to staff salaries, the Unit is responsible for ensuring that travel and subsistence claims, refunds of fees and any other payments in respect of staff members are settled promptly and efficiently.
Management Reporting:
Monthly expenditure reports are made to the Management Advisory Committee(MAC) of the Office. A breakdown of the expenditure relating to each Unit is made available to the respective manager. At periodic intervals during the financial years the MAC is provided with reports showing both spend to date and the expected Outturn for the year as a whole.
Goods/ Services Providers:
Invoices from goods providers for office equipment, stationery, etc and claims for fees, travel and subsistence from service providers (e.g., advertising agents, cleaning agents, interview/exam. assessors, medical examiners) are processed in the Unit. Any enquiries about individual claims are handled by the Unit.
Other Government Departments/Offices:
The Unit has regular contact with other Government Departments and Offices such as (I) the Department of Finance regarding certain matters concerning salaries and expenditure; (II) the Office of the Revenue Commissioners for VAT repayments; (III) the Office of Public Works in relation to office maintenance.
Available Information:
Information pertaining to the Finance Unit is set out in the Finance Unit Procedures and Guidelines. The contents of this booklet are set out in detail in Section 9 following.
Where to access information:
Where information is available, it may be accessed by contacting the following by (a) writing to The Public Appointments Service, Chapter House, 26-30 Upper Abbey Street, Dublin 1 or (b) by telephoning at: