Section a - Information About the Public Appointments Service (PAS)

Public Appointments Service

Freedom of Information Publication Scheme

Version 3 – April 2016

Review Date – 13/4/17

Section A - Information about the Public Appointments Service (PAS)

1. Establishment of PAS

Recruitment to the civil service and a range of other public bodies is handled under the Public Service Management (Recruitment and Appointments) Acts 2004 to 2013 which established the Public Appointments Service (PAS) as a central recruitment agency for this purpose. The 2004 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 PAS.

1. Roles, Responsibilities and Functions

PAS is the Shared Service Recruitment Centre for the civil and public service, and is responsible for resourcing via recruitment, redeployment and certain promotion competitions. PAS activities are primarily focused on the sourcing of candidates for roles in the Civil Service, the most senior roles in Local Authorities, leadership positions and Hospital Consultant roles within the HSE, trainees for An Garda Síochána, and a range of Heads of Office and specialist roles across the civil and public service.

PAS vision is to be the recruitment and resourcing shared service provider of choice in the public service.

PAS complies with the CPSA Codes of Practice/PAS Guidelines (whichever is applicable) in ensuring a fair and open process for all applicants, and also comply with relevant Equality, Employment Law, Freedom of Information and Data Protection legislation in its recruitment and selection processes.

Classes of Records in PAS

• Campaign files (for each recruitment campaign held)
• Clearance Files (for candidates under consideration for a position)
• Records of candidates registered with publicjobs.ie/gradpublicjobs.ie/stateboards.ie and their applications forcampaigns (if any)
• Regrading files
• Internal Administration
• Parliamentary Questions and Responses
• Reports of Job Analyses
• Financial Records
• Enquiries from the public pursuant to the Data Protection Acts, 1988 and 2003
• Enquiries from the public pursuant to the Freedom of Information Act 2014

• Requests for Review and Responses to these
• Procurement files
• Competency information on particular roles
• Assessment techniques development
• Assessment Techniques – Materials
• Assessment Techniques – Training
• General Liaison with Clients
• General Liaison with External Bodies
• Policy Files
• Files on Accommodation Matters
• Files on Health and Safety
• Office Equipment Records
• Internal Human Resources Files
• Internal Personnel Files
• Audit Files
• Minutes of Meetings (Board, Management Board, Senior Management Meetings, HEO Weekly Meetings, Audit Committee Meetings, Risk Management Group Meetings)

1. Governance and Management Arrangements

The Board of PAS

The Board of PAS has established in 2004 under the Public Service Management (Recruitment and Appointments) Act 2004). The Code of Practice for the Board was drawn up in accordance with “The Combined Code of Corporate Governance” and “The Code of Practice for the Governance of State Bodies”, published by the Department of Finance. It reflects the legislation governing this Office (i.e. the 2004 Act). The Code of Practice was revised in 2015. The Board is provided with reports at each meeting covering operational activity levels, finances and risk. The CEO also provides an update on the main strategic issues arising in the period.

Members of the Board
Chairman
Ms Judith Eve, former Chairperson of the Northern Ireland Civil Service Commissioners
Board Members
Ms Fiona Tierney, Chief Executive, Public Appointments Service
Mr Paul Lemass, Assistant Secretary, Department of the Environment, Community and Local Government
Dr Eddie Molloy, HR Consultant
Ms Anne-Marie Taylor, HR Consultant
Ms Eimear Kenny, Senior HR Executive
Ms Oonagh McPhillips, Assistant Secretary, Department of Justice and Equality
Mr Damien McCallion, National Director, National Ambulance Service, HSE
Mr David Cagney, Chief Human Resources Officer for the Civil Service, Department of Public Expenditure and Reform

Management Board

The Corporate Senior Executive team known as the Management Board meet formally on a fortnightly basis to discuss matters with a strategic focus. The meetings are chaired by the Chief Executive. In addition to these meetings, the management board, and senior managers, meet on a weekly basis to consider operational recruitment matters and a range of other day-to-day corporate aspects of the business on alternative weeks.

Members of the Management Board
Ms Fiona Tierney, Chief Executive, Public Appointments Service
Mr Niall Byrne, Head of Corporate Affairs and State Boards
Mr Niall Leavy, Head of Strategic Projects
Ms áine Gray, Head of Assessment Services
Ms Margaret McCabe, Head of Recruitment and Selection
Ms Mary Flynn, Head of Garda and Prison Officer Recruitment
Ms Michelle Noone, Head of Executive Search, Marketing and Communication
Ms Lisa Keyes, Head of Client Relations and Internal Operations

Responsibilities of each member of the management team are set out at

Organisation Structure

The Recruitment and Selection Services Unit (RSSU) carries out the core business functions of the Public Appointments Service. RSSU consists of seven recruitment teams and a specialist clearance team, each headed up by a Recruitment Manager. Each team has a niche speciality but the structure is flexible enough to focus resources where demand is greatest at any given time. A specialist team has also been established with responsibility for the State Boards process.

RSSU is assisted by the Office’s key support units: Assessment Services, Executive Search and Marketing, Information Technology, Finance Unit, Customer Relations and Operations Support, Human Resources Unit, Compliance Unit, and Business Support Unit.

Internal Control

The report of the Working Group on the Accountability of Secretaries General and Accounting Officers (Mullarkey Report) was endorsed by the Government and published in January 2003. This report outlined a number of recommendations to ensure that all departments/offices have efficient management and governance systems.

In response to this report and in order to reflect good business practice, the organisation has put the following measures into practice:

◊Internal Audit Function

◊Audit Committee

◊Risk Management Function

Internal Audit Function

A three-year strategic audit plan was approved by the Accounting Officer, the Board and the Internal Audit Committee in 2015 (for 2016-18). The Internal Audit function is responsible for ensuring the Strategic Audit Plan is implemented and that all recommendations made following audits are implemented.

The Audit Committee

The Audit Committee carries out functions in relation to the following areas:

• Internal Control
• Governance and Risk Management
• Internal Audit
• External Audit
• Financial Management
• Reporting Functions

The members of the Audit Committee are:

Chairperson: Ms Sylda Langford, former Director General, Office of the Minister for Children

Members: Mr Michael Culhane, Executive Director of Finance and Service, Garda

Headquarters

Mr Paul Lemass, Assistant Secretary, Department of Environment, Community and Local Government (Board Nominee)

Mr Brian Murphy, Assistant Principal, PAS

The Audit Committee Charter and Terms of Reference, outlining the responsibility and role of the Audit Committee, were amended in line with audit committee guidance published by the Department of Public Expenditure and Reform in September 2014. The Charter and Terms of Reference are available from Kathleen Jordan ().*

Risk Management

The Public Appointments Service has developed a Risk Management Framework and Risk Management Policy appropriate to the office. An internal Risk Management Group was formed to oversee the implementation and monitoring of this process. This group operates under an approved Terms of Reference. The Group report to the Internal Audit Committee at each meeting. Updates on current risks facing the organisation are given to the Board at each meeting. The Risk Management Framework and Policy is available from Catherine Dobbins ().*

The Corporate Risk Register is reviewed every two months by the senior management team and is reviewed by the Board twice each year.

Data Protection

PAS has a Code on the Protection of Personal Data (which was reviewed in 2015); Data Protection training is provided for all staff.

1. Corporate Plans and Strategies

PAS prepares a Statement of Strategy every three years (or within six months of a new government being established). The most recent Statement of Strategy is available at:

Implementation of the strategic goals is achieved through the business planning process which involved the annual development of a Corporate Business Plan and Operational Business Plans by each senior manager. The Corporate Business Plan is available from Niall Byrne ().*

1. Annual Reports

Annual Reports are prepared each year to report on progress in achieving the strategic goals over that period. All recent annual reports are available at:

1. Organisation and Pay/Grading Structures

All PAS staff are paid the agreed civil service rates and are in line with the civil service grading structure, consisting of:

• 1 Chief Executive Officer (Assistant Secretary Scale)
• 4Principal Officers
• 6 Assistant Principal Officers (Higher and Standard Scales)
• 16 Higher Executive Officers (Higher and Standard Scales)
• 1 Administrative Officer
• 24 Executive Officers (Higher and Standard Scales)
• 14 Staff Officers
• 54 Clerical Officers (Higher and Standard Scales)
• 2 Service Officers
• 1 Professional Accountant Grade I
• 1 Principal Psychologist (Principal Officer equivalent)
• 1 Senior Psychologist (Principal Officer equivalent)
• 3 Psychologist Grade II
• 1 Translator (Administrative Officer scale)

The current pay scales for these grades are available at:

The high level organisation chart is set out below:

1. Locations and Contact Details

PAS is located in ChapterHouse 26-30 Abbey Street Upper, Dublin 1.

General information may be accessed at orobtained by e-mailing ; or by writing to The Public Appointments Service, Chapter House, 26-30 Abbey Street Upper, Dublin 1, or by telephoning 01 - 8587400.

Contact details for all of the units are set out below:

Recruitment and Selection Teams:

Name / Role / Contact Details
Mary Flynn / Recruitment and Selection Management / 8587412

Emer Grenville / Graduate recruitment / 8587619
Cathriona Tumelty / Junior administrative recruitment / 8587468
Antoinette Fearon / Garda Trainee and Garda Reserve recruitment; Temporary Clerical Officer recruitment /
Pat O Dea / Recruitment and Selection Management / 8587481

Paula Quinn / Hospital Consultant recruitment / 8587671
Brian Murphy / Recruitment and Selection Management / 8587495

Marese Phelan / Professional and Technical recruitment / 8587437
Denise Fitzpatrick / Local Authority and Shared Services recruitment / 8587519
Niamh McGuinness / Senior Executive recruitment / 8587646

State Boards Process:

Sandra Cairns / Recruitment and Selection and State Boards Management / 8587455

Karan Nesbitt / State Boards process / 8587491

Assessment Services:

Áine Gray / Assessment Services / 8587413

Sarah Heywood / Assessment Services / 8587628

Aoife Lyons / Assessment Services / 8587629

Support Services:

Joe Hanahoe / Finance Unit (Accountant) and Procurement /
Carol Black / Finance Unit /
Anne McEvatt / Business Support, Facilities Management and Health & Safety / 8587442

Colm Dorgan / Internal Human Resource Management / 8587702

Emma Adams / Staff Training and Development / 8587594
Catherine Dobbins / Compliance, Internal Human Resource Management, and
Secretary to the Board /
Kathleen Jordan / Compliance / 8587415
Rosemarie O’Mahony / IT Manager / 8587660

Paul Page / IT / 8587714

Karl Brogan / IT / 8587707

Adam Egan / IT / 8587769

Gillian Holmes / Front of House (Reception, Selection Board Members, etc.) / 8587639

Other Members of the Management Board not included above:

Lisa Keyes / Head of State Boards and Internal Operations / 8587502

Michelle Noone / Executive Search, Marketing and Communication / 8587425

Niall Leavy / Strategic Projects / 8587004

Niall Byrne / Media / Press Officer / 8587544

Margaret McCabe / Head of Recruitment and Selection / 8587551

FOI Queries

How to make a request:

Requests for information under the Freedom of Information Act, 2014 must be made in writing and addressed to Gillian Holmes, The Public Appointments Service, Chapter House, 26-30 Upper Abbey Street,Dublin 1.

Telephone (01) 8587639 or e-mail

Your request should include the following:

• a statement to indicate that the request is being made under the FOI Act.
• as much information as possible to enable the speedy identification of the record(s) concerned. If you have difficulty in identifying the precise records that you require, the staff of the Office will be happy to assist you in preparing your request. It may be helpful to include a contact telephone number so that you can be contacted, if clarification in relation to the records being requested is needed.
• The desired format in which the record should be provided e.g. photocopy, e-mail etc.
• The appropriate fee (if applicable).

Decisions

A request must be acknowledged within 2 weeks and, in most cases, a decision must be conveyed within 4 weeks of receipt of the request.

The Acts provide for exemption from the release of certain types of information in some circumstances. Where these provisions are invoked to withhold information, the decision may be appealed. Decisions in relation to deferral of access, charges, forms of access, etc. may also be the subject of appeal. Details of the appeals mechanism are set out below.

Internal Review

You may seek an internal review of the initial decision within 4 weeks of notification of the decision, if you are dissatisfied with the initial response, or if you have not received a reply within 4 weeks of your initial application. The internal review must be completed within 3 weeks of receipt of the request.

Requests for internal review should be submitted in writing toCatherine Dobbins, The Public Appointments Service, Chapter House, 26-30 Upper Abbey Street,Dublin 1.

Telephone (01) 8587516 E-Mail:

Review by the Information Commissioner

Following completion of internal review, you may seek an independent review of the decision from the Information Commissioner. If you have not received a reply to your request for internal review within three weeks, this is deemed to be a refusal and you may appeal the matter to the Commissioner. An application for an independent review must be made within 6 months, directly in writing to: The Information Commissioner, 18 Lower Leeson Street, Dublin 2.

Telephone (01) 6395689

Data Protection

All requests for advice and assistance on data protection issues within the organisation should be directed to NIALL BYRNE, Data protection co-ordinator.

Applying for Access to Personal Data

Requests for personal data should be made in writing to Niall Byrne. When a request is received, it will be acknowledged within one week. Research will be conducted by Mr Byrne (or a person nominated by her) and all data held by PAS in respect of the applicant will be identified. A response will be prepared for the applicant, providing all requested data stored by PAS on them, within the appropriate timescales.

1. Service Level Agreements

PAS has service management agreements in place with some major clients and with other organisations that provide a shared service to PAS (PeoplePoint, Payroll Shared Service). PAS also agree project plans with clients for a large number of its recruitment and selection campaigns.

1. Customer Charter

PAS has a Customer Action Plan in place for the period 2014-2016, which sets out our commitment to deliver a recruitment, assessment, redeployment, consultancy and advisory service of the highest standard for our clients and candidates and aims to provide a supportive and learning environment for all staff members. As part of this, PAS has developed a Customer Charter. These documents are available at:

1. Codes of Practice/Guidelines

Recruitment to the civil service and a range of other public bodies is handled under the Public Service Management (Recruitment and Appointments) Acts 2004 to 2013. PAS operates under licence from the Commission for Public Service Appointments (CPSA) and is independent in its operations. Recruitment under licence is subject to the codes of practice drawn up by the CPSA. The codes are available at:

From time to time PAS is requested to conduct, or assist with, recruitment and selection processes which do not fall under the remit of this Act. Guidelines have been prepared to provide guidance in respect of these processes. The Guidelines set out the requirements in relation to the conduct of candidates in the selection process. The Guidelines also set out the framework for such appointment processes and centre on the five recruitment principles that have been set out in the Codes of Practice prepared by the CPSA for appointment to positions falling under the remit of the Act. The Guidelines are based on the CPSA Codes of Practice thereby ensuring that a standardised approach to recruitment is adopted in all campaigns conducted by PAS. These guidelines are available at:

Section B - Services Provided To The Public

1. Services Provided for the Public

The services provided by PAS include:

• Open recruitment for positions in the Civil Service and other public service bodies;
• Open recruitment for certain positions in the Local Authorities, HSE, Harbour Authorities, Fisheries Boards and Education and Training Boards;
• Selection of candidates for promotion within the Civil Service by means of competitive inter-departmental selection tests and interviews;
• Assisting other public sector organisations with open recruitment e.g. An Garda Síochána, the Nurses Career Centre;
• Assisting the Top Level Appointments Committee in making senior appointments within the Civil Service;
• Management of applications for membership of state boards.

1. How Can Such Services be Accessed

Application forms and information booklets are available on-line for all campaigns run by PAS (on publicjobs.ie or stateboards.ie, as appropriate) once the campaign is advertised. Contact details for the particular campaign are published at this stage. Members of the public may apply for any campaign run by PAS for which they meet the eligibility requirements.

1. How Much Services Cost to Access

There are no fees or charges for participating in any campaigns run by PAS.

1. Administration of Such Services

Campaigns are run in line with the CPSA Codes/PAS Guidelines (as appropriate) and in accordance with internal recruitment and selection procedures.