Candidate Information

Booklet

IRC222080 Permanent Secretary Positions

Senior Civil Service

Northern Ireland Civil Service

Completed Application Forms must be returned to HRConnect no later than 12 noon (UK time)

on Friday 3rd November 2017

RE-SS 1.18a

Annex B 15

Northern Ireland Civil Service

Delivering high quality services for the people of Northern Ireland

Contents Page Foreword 3 Background 4 Job Description 5 Eligibility Criteria 9 Person Specification 12 The Selection Process 14 General Information 23 Annex A Nationality 24 Annex B Civil Service Commissioners 25

Communic ation between HRConnect and you HRConnect will issue electronically as many competition communications as possible, you should therefore check your email account to make sure that you don’t miss any important communications in relation to this competition. There may, however, still be a necessity to issue some correspondence by hard copy mail.

Version 15 3

FOREWORD Thank you for your interest in the competition for Permanent Secretary positions in the Northern Ireland Civil Service (NICS). This is an exciting opportunity to lead one of the nine NI departments at a time of significant challenge and change. Permanent Secretaries have three main roles:

(I) they are the principal advisers to departmental ministers for all departmental activities;

(II) they are responsible for managing their department, its staff and resources, and for working corporately to deliver the Northern Ireland Executive’s Programme for Government; and

(III) as an Accounting Officer, they are responsible to the NI Assembly (through the Public Accounts Committee) for the sound management of public funds.

Permanent Secretaries also have an important role to play as members of the NICS Board working collaboratively to develop the NICS into a well led high-performing service which is focussed on delivering better outcomes for the people of NI. This also involves working across and beyond departmental boundaries with partners in the wider public sector, the third sector and the business community. These positions provide you with an opportunity to make a real difference to the lives of people in Northern Ireland. This booklet provides further information on the key responsibilities of the post and the experience, skills and competencies required at this level. These are demanding but very rewarding positions and if you believe you have the necessary skills and experience, then I would encourage you to apply. This competition will be used to fill vacancies which arise over the lifetime of the competition. David Sterling Head of the Northern Ireland Civil Service

Version 15 4

BACKGROUND THE NORTHERN IRELAND CIVIL SERVICE The NICS comprises nine Departments which support the Northern Ireland Executive and Ministers by developing and implementing government policies and legislation and delivering key public services in areas such as health, social development, justice, education, regeneration, environment, culture, agriculture, economic development, employment and transport. In addition, the Public Prosecution Service is staffed by civil servants and is a non-Ministerial Department. Further information on the devolved government arrangements in Northern Ireland, including the functions of the Departments, is available at: https://www.northernireland.gov.uk/topics/your-executive/government-departments?WT_mc_id=NIDBar-depts All civil servants are appointed on merit on the basis of fair and open competition and are expected to carry out their role with dedication and a commitment to the Civil Service core values of integrity, honesty, objectivity and impartiality. These core values support good government and ensure the achievement of the highest standards in all that the NICS does. At 1 July 2017 there were 21,753 full-time equivalent posts in the NICS. Of these, 211 were the most senior level posts, known collectively as the Senior Civil Service (SCS). Approximately two thirds of staff in the NICS are administrators and managers in, what are referred to as, general service grades. The remaining staff are employed in a wide range of professional, specialist and technical occupations including legal, accounting, engineering, ICT, statistics, industrial and scientific. The Senior Civil Service Staff in grades below the Senior Civil Service are managed within departments. However, the Senior Civil Service is managed as a corporate NICS resource in recognition of their key role in supporting the Northern Ireland Executive and Ministers. They provide leadership, vision and drive and act collaboratively to deliver NICS corporate aims and departmental objectives. While Senior Civil Servants are appointed initially to a specific post, they can expect to move to other posts at the same grade in any NICS Department during the course of their career thus providing the opportunity for a wide ranging and varied career. The Senior Civil Service grading structure from entry level to top level is as follows:- Grade 5 Grade 3 Permanent Secretary Head of the Civil Service

Version 15 5

JOB DESCRIPTION

KEY RESPONSIBILITIES Permanent Secretaries are responsible for providing advice to their Minister and for ensuring the effective implementation of policy. In doing so they are required to provide strategic leadership in developing and planning the role of the Department in a regional, national and international context. Permanent Secretaries take direct and personal responsibility for the deployment of financial and human resources across the Department as a whole in a rapidly changing environment. Permanent Secretaries act as Principal Accounting Officer for the Department. This includes responsibility for maintaining a sound system of internal control, for the propriety and regularity of the public finances, for keeping proper records, for safeguarding the Department’s assets and giving evidence when called to the Public Accounts Committee. Permanent Secretaries are responsible for ensuring that effective corporate governance arrangements are in place across all departmental activities including Arm’s Length Bodies sponsored by the Department. Permanent Secretaries are members of the NICS Board and have an important leadership role to play in the corporate management of the NICS. This role includes corporate responsibility for the delivery of the Executive’s Programme for Government and direct personal responsibility for ensuring progress against specified outcomes. Permanent Secretaries are responsible for:

• Advising their Minister on all aspects of the Department’s activities;

• Setting a clear vision for the Department, through the development of strategy, policy, objectives and targets for each of the Department’s main areas of activity; • Providing strategic direction and leading the implementation of policies and the substantial change management process in the Department whilst maintaining and improving services to the public with reducing limited resources; • As the Department’s Accounting Officer, managing the resources available to the Department in accordance with the recognised principles of efficiency, economy, equality, regularity, propriety and public accountability to provide a good quality of service to customers; • Ensuring an effective Departmental contribution to the consideration and resolution of issues that cross departmental boundaries or are of overall concern to NICS and to the good government of Northern Ireland; and

Version 15 6

• Developing and maintaining relationships with key organisations and individuals in relation to the Department’s activities and overall policies in Northern Ireland and wider afield.

Version 15 7

APPOINTMENT These are permanent appointments to the SCS, the NICS top leadership and management resource. Appointment to these roles may be subject to endorsement by the relevant Minister. SALARY Salary will be within the range £114,047 - £133,327 (under review) within which pay progression will be performance related. The successful applicant can expect to be placed at the minimum of the range, although a higher starting salary within the range may be available if he/she has exceptionally relevant skills/experience. If the successful candidate is an existing NICS civil servant, starting pay on transfer to a new substantive grade will apply. In order to comply with the disclosure requirements in our Annual Accounts, we are required to disclose details of the total remuneration, including any taxable benefits in kind and pension benefits for this post in our annual accounts. Further information may be disclosed in line with any future disclosure requirements relating to the senior management of departments. It is a condition attached to the appointment to any SCS post in Northern Ireland that appointees agree to these disclosure requirements. As a member of the Senior Civil Service the postholder may, in due course, be transferred to other posts at the same level. PENSION The NICS offers all new employees an attractive pension package. Further details can be found on the Principal Civil Service Pensions Scheme (Northern Ireland) website at www.finance-ni.gov.uk/civilservicepensions-ni or if you are unable to access the website please contact Civil Service Pensions at Waterside House, 75 Duke Street, Londonderry, BT47 6FP,Tel: 02871 319000 Email: cspensions.cpg@finance-ni.gov.uk LOCATION The majority of posts at this level are currently in the greater Belfast area however successful candidates must be prepared to serve anywhere in Northern Ireland. TRAVEL As this post requires the applicant to travel on official duty, the successful candidate must have access to a form of transport which will enable them to fulfil their responsibilities. Post holders will be expected to travel throughout Northern Ireland and may be required on occasions to travel nationally and internationally.

Version 15 8

HOLIDAYS In addition to public and privilege holidays, currently 12 days, the annual leave allowance will be 30 days. VETTING REQUIREMENTS An appointment will be dependent on the individual satisfying the vetting requirements for the post. The level of vetting required will be dependent on the post to which the person is being appointed. For the majority of posts at this level a Security Check will be required; some positions however may require Developed Vetting. Further detail can be found on page 21 of this booklet. Please note that should a candidate have any issues which would prevent them from being considered suitable to hold an Accounting Officer designation, such as imposition of an insolvency order or making an arrangement with creditors, or other issues connected with financial probity, they may not be considered suitable for appointment. CAREER DEVELOPMENT The NICS is committed to career development and offers attractive career prospects across a wide variety of roles and professions. Career development is an integral part of the performance management system. Your Personal Development Plan will identify your learning and development needs with a view to enhancing your skills and capabilities. FURTHER INFORMATION Applicants wishing to learn more about the post before deciding to apply may telephone Mark Goodfellow on 02890 251783 or email mark.goodfellow@finance-ni.gov.uk If you have any questions about the competition process, you should contact HRConnect on 0800 1 300 330 or email: recruitment@hrconnect.nigov.net

Version 15 9

ELIGIBILITY CRITERIA Applicants must, by the closing date for applications, provide evidence in their application form which demonstrates that they personally satisfy the following eligibility criteria. Applicants, in seeking to provide evidence to satisfy the eligibility criteria, should take due cognisance of the key responsibilities for this post as outlined on pages 5 and 6.

1. A minimum of 5 years’ senior management* experience and evidence of achievement, working at board level** in either the public, private or voluntary sector, particularly on strategic challenges in a complex environment*** and with associated corporate governance and accountability requirements;

AND

2. A minimum of 3 years’ senior management* experience of building effective internal and external partnerships, exercising strategic leadership and influencing skills to deliver agreed outcomes;

AND

3. A minimum of 3 years’ experience and evidence of successful resource management gained at senior management* level including evidence of managing a budget of at least £5 million and a staff resource of in excess of 100 people, this includes accountability, setting budgets, developing corporate plans, personally managing budgets, and assessing and managing risk;

AND

4. A minimum of 3 years’ policy development experience with significant impact at regional level.

The following additional clarification is provided: - *Senior management includes taking decisions affecting strategic issues concerning the corporate body or organisation within which an individual is working, or providing detailed advice at board level on such issues. **Working at board level is defined as having a responsibility for decision making in respect of corporate strategic issues concerning the organisation for which you are either an employee or an adviser. ***Complex environment is defined as the ability to work with multiple stakeholders (including Politicians)

Version 15 10

SHORTLISTING CRITERIA Should it be necessary to shortlist applicants to go forward for interview, this will be done by the selection panel scoring the evidence provided in relation to eligibility criterion 1 above. Only the top scoring candidates will progress to interview. Please note: � You should ensure that you provide evidence of your experience in

your application form, giving length of experience, examples and dates as required.

� It is not sufficient to simply list your duties and responsibilities. � The selection panel will not make assumptions from the title of the

applicant’s post or the nature of the organisation as to the skills and experience gained.

� If you do not provide sufficient detail, including the appropriate dates needed to meet the eligibility criteria, the select ion panel will reject your application.

� ONLY the details provided by you in your applicatio n form (the employment history and eligibility criteria) will b e provided to the selection panel for the purpose of determining your eligibility for the post.

� Further information on the Core Competences for thi s grade can be accessed through www.nicsrecruitment.org.uk

Version 15 11

ORGANISATION CHART To support the eligibility criteria, applicants mus t submit a copy of a relevant organisational chart demonstrating their p osition within their organisation by the closing date. The chart should be marked with the relevant compet ition reference number and your full name. Please remove the identi ty of all individuals on the chart but make sure your role is easily iden tifiable. PLEASE NOTE: Where an organisational chart is not p rovided by the closing date, the application form will be treated as incomplete, and will not be forwarded to the selection panel for conside ration. Unfortunately it is not possible to attach your organisation chart via the online application therefore applicants must submit a copy of their organisational chart to: Email: orgcharts@hrconnect.nigov.net or via post to: External Resourcing HRConnect PO Box 1089 2nd Floor, The Metro Building 6-9 Donegall Square South Belfast BT1 9EW Applicants will receive an acknowledgement of receipt of their organisational chart.

Version 15 12

PERSON SPECIFICATION Candidates will be expected to demonstrate the skills and competencies set out in the eligibility criteria and shortlisting criteria in the application form. In addition at interview, they will also be required to demonstrate the skills and competencies set out in the NICS competency framework at Level 6 for the purposes of personal and professional development. What is the NICS competency framework? The competency framework sets out how all NICS employees should work. It puts the Civil Service values of integrity, honesty, objectivity and impartiality at the heart of everything they do, and it aligns to the three high-level leadership behaviours that every civil servant needs to model as appropriate to their role and level of responsibility: Set Direction; Engage People and Deliver Results. Competencies are the skills, knowledge and behaviours that lead to successful performance. The framework outlines ten competencies, which are grouped into three clusters. The competencies are intended to be discrete and cumulative, with each level building on the levels below i.e. a person demonstrating a competency at level 3 should be demonstrating levels 1 and 2 as a matter of course. How does the NICS framework look?

The NICS competency framework is divided into the following separate but supporting areas:

1. Strategic Cluster - Setting Direction - This cluster of competences focuses on strategic issues including:

• Seeing the big picture: This is about understanding the political context and taking account of wider impacts, including the broader legislative agenda, to develop long term implementation strategies that maximise opportunities and add value to the citizen, support economic, sustainable growth and help to deliver the Northern Ireland Executive’s priorities;

• Changing and improving: This is about creating and contributing to a culture of innovation and allowing people to consider and take managed risks. Doing this well means continuously seeking out ways to improve policy development and implementation and building a more flexible and responsive NICS; and

• Making effective decisions: At senior levels, leaders will be creating

evidence based strategies, evaluating options, impacts, risks and solutions. They will aim to maximise return while minimising risk and to balance political, legislative, social, financial, economic and environmental considerations to provide sustainable outcomes.

2. People Cluster - Engaging People - Every civil servant needs certain core skills to work effectively with others. The key skills appropriate for this competency include:

Version 15 13

• Leading and Communicating: At senior levels, this is about establishing a strong direction and a persuasive future vision, managing and engaging with people with honesty and integrity, and upholding the reputation of the Department and the NICS;

• Collaborating and Partnering: This is about delivering business objectives through creating an inclusive environment, encouraging collaboration which may cut across departmental, organisational and wider boundaries. It requires the ability to build constructive partnerships and effective relationships with Ministers and their Special Advisers; and

• Building Capacity for all: At senior levels this is about ensuring a

diverse blend of capability and skills is identified and developed to meet current and future business needs. It is also about creating a learning and knowledge culture across all levels in the organisation to inform future plans and transformational change.

3. Performance Cluster – Delivering Results – Evidence of effectiveness in this area includes delivering operational excellence, often through partnership working whilst demonstrating value for money. The key competences required include:

• Delivering Value for Money: The ability to embed a culture of value for money within an area/ function, and working collaboratively across boundaries to ensure that the NICS maximises its strategic outcomes within the resources available;

• Managing a Quality Service: At a senior level, this is about creating

an environment to deliver operational excellence and creating the most appropriate and cost effective delivery models for public services;

• Delivering at Pace: This is about building a performance culture to deliver outcomes with a firm focus on prioritisation and addressing performance issues resolutely, fairly and promptly; and

• Achieving Outcomes through Delivery Partners; at a senior level, this is about identifying economic, market and customer issues and using these to promote innovative business models, delivery partnerships and agreements to deliver greatest value; and ensuring tight controls of finances, resources and contracts to meet strategic priorities.

Further information on the NICS competency framework as it applies to this post can be obtained by accessing: https://irecruit-ext.hrconnect.nigov.net/resources/documents/n/i/c/nics-competency-framework-2014---sept-17.pdf If you have any queries related to accessing the NICS competency framework, contact HRConnect on 0800 1 300 330 or email recruitment@hrconnect.nigov.net

Version 15 14

THE SELECTION PROCESS

Overview of the Selection Process The Selection Process includes the following stages. An Occupational Psychologist, will assist the NICS in facilitating one element of this process. Information provided by you on your application form will be made available to the Occupational Psychologist to facilitate these arrangements, as appropriate. Formal Screening of applications

All applications should be submitted online. You will receive a confirmation of submission. Application forms are available in alternative formats upon request. All application forms received by the closing date will be screened to check that they have been fully completed including the provision of an organisational chart and to ensure that the information provided demonstrates that the nationality requirements are met. Applications deemed invalid at this stage will be removed from the competition.

Eligibility sift

All valid applications will be screened by the selection panel to determine if they meet the eligibility criteria. Only those who have sufficiently demonstrated on their application form that they meet the eligibility criteria will progress to the next stage.

Shortlisting sift

Should it be necessary to shortlist applicants to go forward for interview, this will be done by the selection panel scoring the evidence provided in relation to eligibility criterion 1.

Individual Assessment – Completion of Personality Questionnaire and Interview

The Individual Assessment will include completion of an occupational personality questionnaire. The questionnaire will be completed online and this will then be followed by an in-depth interview conducted by an occupational psychologist. The outcome of both elements will form the basis of a report to be presented to the selection panel. The objective is to allow the psychologist to look more in depth at the characteristics, attitudes and leadership behaviours of candidates. The Individual Assessment is used only to provide information to the selection panel to assist them in their interview.

Version 15 15

Panel Interview with Presentation

The final stage will be an interview by the selection panel, chaired by a Civil Service Commissioner, who will use the NICS Competency Framework taking into account the outcomes from the Individual Assessment.

Merit list

Candidates will be listed in merit order according to final interview score.

Ministerial Endorsement

Candidate names may be presented to the relevant Minister for endorsement

TIMINGS It is intended that the eligibility/shortlisting sift will be held w/c 13 th November 2017. Candidates who progress to the next stage will be required to complete an occupational personality questionnaire and attend an interview with an Occupational Psychologist, the findings of which will be used to inform supplementary questioning in the final selection interview. It is intended to issue the link to the personality questionnaire and invite to interviews w/c 20 th November 2017 . Interviews with the assessor will be held w/c 4 th December 2017 and the final selection interviews will be held w/c 1 st January 2018. Interviews will be held in Belfast Requests for reschedules will only be considered in exceptional circumstances. FINAL INTERVIEW Presentation Before the competence based interview candidates wi ll be required to deliver a time limited presentation of no more than 7 minutes. The presentation topic will be provided on the day of interview and 30 minutes preparation time will be given. A flipchart and writing materials will be provided for candidates’ use. No other materials or visual aids will be permitted. No personal documentation may be brought in to the pre-interview room. The only materials candidates will be permitted to bring into interview will be those prepared in the pre-interview room. Following the presentation the candidate will be asked questions on the detail of their presentation. The selection panel will score the presentation based on both the content and the delivery of the presentation. The presentation will be utilised to assess the Seeing the Bigger Picture competence. Marks Available 20

Version 15 16

Interview Criteria The selection panel will design questions to test the applicant’s knowledge and experience in each of the competences below and award marks accordingly. 1. Leading and Communicating Marks Available 30 Minimum Standard 18 2. Delivering at Pace Marks Available 20 3. Collaborating and Partnering Marks Available 30 Minimum Standard 18 4. Changing and Improving Marks Available 20 5. Building Capability for All Marks Available 20 Overall Pass Mark 84

Version 15 17

INTERVIEW GUIDANCE FOR APPLICANTS

If this is your first experience of a competence-ba sed interview, bear in mind that it does not require you to:

• Talk through previous jobs or appointments from start to finish; • Provide generalised information as to your background and

experience; or • Provide information that is not specifically relevant to the competence

the question is designed to test.

A competence-based interview does however require y ou to:

• Focus exclusively, in your responses, on your ability to fulfill the competences required for effective performance in the role; and

• Provide specific examples of your experience in relation to the required competence areas.

In preparation for the interview you may wish to th ink about having a clear structure for each of your examples, such as:

• Situation – briefly outline the situation; • Task – what was your objective, what were you trying to achieve; • Action – what did you actually do, what was your unique contribution;

and • Result – what happened, what was the outcome, what did you learn.

The panel will ask you to provide specific examples from your past experience in relation to each of the competences. You should therefore come to the interview prepared to discuss in detail a range of examples which best illustrate your skills and abilities in each competence area. You may draw examples from any area of your work / life experiences.

Version 15 18

The Merit Principle In accordance with the Office of the Civil Service Commissioners’ Recruitment Code, appointments to the NICS are made under the ‘merit principle’, where the best person for any given post is selected in fair and open competition. Further information on the Civil Service Commissioners can be found at www.nicscommissioners.org. Making your application: Applications can only be made online at the followi ng address www.nicsrecruitment.org The application form is designed to ensure that applicants provide the necessary information to determine how they meet the competition requirements and the eligibility/shortlisting criteria. Guidance for Applicants • The space available on the application form is the same for all applicants

and must not be altered. • We will not accept CVs, letters, additional pages or any other

supplementary material in place of or in addition to completed application forms, unless it is specifically requested in the application form and candidate information booklet, e.g. an organisational chart.

• Should an organisational chart be required this must be submitted to HRConnect by the closing date for applications.

• Applicants must complete the application form in font size 12. • Applicants must not reformat application forms. • Information in support of your application will not be accepted after the

closing date for receipt of applications. • HRConnect will not examine applications until after the closing deadline. • Do not use acronyms, complex technical detail etc. Write for the reader

who may not know your employer, your branch or your job. • Write down clearly your personal involvement in any experience you quote.

Write “I” statements e.g. I planned meetings, I managed a budget, I prepared a presentation. It is how you actually carried out a piece of work that the panel will be interested in.

• The examples you provide should be concise and relevant to the criteria. This is very important as the examples which you provide may be checked out at interview and you may need to be prepared to talk about these in detail if you are invited to interview. It is your unique role the panel are interested in, not that of your team or division.

Version 15 19

Application Form Submission • Please refer to the Candidate Information Booklet before completing an

application. • All parts of the application form must be completed by the applicant

before this application can be considered. Failure to do so may result in disqualification.

• All applications must be received by the advertised closing date. • Only the employment history, eligibility and shortlisting sections will be

made available to the panel. • When completing the online application, your information is saved as you

move through the pages. You may leave the application at any time, providing you have clicked on the 'Save & Continue' button. Once your application has been submitted the option to edit will no longer be available.

• Please note - the session timeout for the online application is 40 minutes, if you do not save or change page within this time you will automatically be logged out and any unsaved work will be lost.

• Please do not attempt to reformat application forms as this will result in disqualification.

Changes in personal circumstances Please ensure HRConnect are informed immediately of any changes in personal circumstances. Communication between HRConnect and you HRConnect will issue electronically as many competition communications as possible, you should therefore check your email account to make sure that you don’t miss any important communications in relation to this competition. There may, however, still be a necessity to issue some correspondence by hard copy mail. Transgender Requirements Should you currently be going through a phase of transition in respect of gender and wish this to be taken into consideration in confidence to enable you to attend any part of the assessment process please contact HRConnect. Details of this will only be used for this purpose and do not form any part of the selection process. Further appointments from this competition Where a further position in the NICS is identified which is considered broadly similar to that outlined in this candidate information booklet, consideration will be given to filling the position from this competition. The merit list resulting from this competition will be valid for a period of up to 18 months.

Version 15 20

Merit List Extensions It is presently intended that the merit list for this competition should remain extant for a period of 18 months. However, the Department would wish to alert candidates to the possibility, however remote, that circumstances may arise in the future where it will be necessary to extend the currency of the merit list for a further period. The merit list will only be extended where cogent practical reasons for doing so arise in the future. Disability Requirements We will ask on the application form if you require any reasonable adjustments, due to disability, to enable you to attend any part of the assessment process. Details of any disability are only used for this purpose and do not form any part of the selection process. If you have indicated on your application that you have a disability and are successful in the selection process and are being considered for appointment, you may be required to outline any adjustments you consider necessary in order for you to take up an appointment. If you wish to discuss your disability requirements further, please contact HRConnect. Equal Opportunity Monitoring Form Please note the Equal Opportunities monitoring sect ion of the online application form is mandatory in order to submit an application. For guidance on completing the Monitoring Form and to read the NICS Equal Opportunities Policy Statement please refer to the DoF website at https://www.finance-ni.gov.uk/articles/equal-opportunities-information-candidates As women are currently known to be under represente d in this grade, applications from women would be particularly welco me. The Northern Ireland Civil Service is an Equal Oppo rtunities Employer. All applications for employment are considered strictly on the basis of merit Assessment Information It is HRConnect policy that all candidates invited to attend for assessment bring sufficient documentation to satisfy Nationality and Vetting requirements. Further details regarding acceptable documentation will be issued with an invitation to attend for assessment. You should ensure that these documents are readily available.

Version 15 21

Nationality Requirements HRConnect must ensure that you are legally entitled to work in the United Kingdom. The Permanent Secretary posts are classified as Non-Public Service, therefore certain nationality requirements apply. Applicants must be either: (i) A UK national; or (ii) A Commonwealth citizen; or (iii) A British Protected Person; or (iv) An EEA national; or (v) A Swiss National; or (vi) A person who is not an EEA or Swiss national, but is a family member of

an EEA national who has moved to the UK from another EEA Member State for an approved purpose.

For further guidance on Nationality requirements please see Annex A. Advice on Nationality for (i), (ii) and (iii) above may be obtained from the Home Office website, www.ind.homeoffice.gov.uk. Vetting Procedures All appointees to the NICS are required to meet the Baseline Personnel Security Standard as outlined below. A number of posts require a higher level of National Security Vetting. The level of vetting required for a Permanent Secretary will be a Security Check or Developed Vetting Check, depending on the Department to which you are being appointed. 1. Baseline Personnel Security Standard For this you will be required to provide the following:

a) Your passport OR b) A document verifying your permanent National Insurance number (e.g.

P45, P60 or National Insurance card) AND your birth certificate which includes the names of your parents (long version).

c) Other acceptable documents are listed on www.ind.homeoffice.gov.uk. d) A specimen signature at any assessment event and have this validated

against passport, driving licence, application form etc. 2. Counter Terrorist Check (CTC): as point 1 plus check of Security Service

records. 3. Security Check (SC): as point 2 plus credit reference check. 4. Developed Vetting (DV): as point 3 plus subject interview and field

investigation. HRConnect will contact you and organise for the relevant check to be carried out by UKSV. Please note:

Version 15 22

Criminal Record information is subject to the provisions of the Rehabilitation of Offenders (NI) Order 1978. You should not be put of applying for a post because you have a conviction. We deal with all criminal record information in a confidential manner, and information relating to convictions is destroyed after a decision is made. Order of Merit The selection panel will assess candidates against the interview criteria. Those candidates who meet the required standard(s) and pass mark will be deemed suitable for appointment. The selection panel will then list those suitable for appointment in order of merit with the highest scoring applicant ranked first. HRConnect will allocate a candidate (or candidates) to a vacancy (or vacancies) in the order listed. The order of merit is valid for 18 months.

Version 15 23

GENERAL INFORMATION Feedback The Northern Ireland Civil Service is committed to ensuring that the processes used to recruit and select staff are fair and in accordance with the principles of the Civil Service Commissioners Code. We are consequently committed to providing feedback in respect of decisions taken in determining eligibility/shortlisting as well as at interview. Feedback in respect of eligibility/shortlisting will be communicated automatically to those candidates who fail to satisfy any criteria. All requests for feedback are welcome.

THIS INFORMATION PACK DOES NOT FORM PART OF CONDITIONS OF EMPLOYMENT

Version 15 24

ANNEX A Nationality (i) ‘UK National’ means a person who is a British citizen (including persons from the Channel Islands and the Isle of Man), a British subject under Part IV of the British Nationality Act 1981 having the right of abode in the UK or a British Dependent Territories citizen acquiring his/her citizenship from connection with Gibraltar. (ii) ‘Commonwealth Citizen’ means any person who has the status of a Commonwealth citizen under the British Nationality Act 1981, not covered by the ‘UK Nationality’ definition above. This includes British Dependent Territories citizens (other than Gibraltarians), British Overseas citizens, and from 1986 those persons in the category British National (Overseas). (iii) ‘British Protected Person’ means a member of any class of persons declared to be British Protected Persons by Order in Council under the British Nationality Act 1981, or by virtue of the Solomon Islands Act 1978. (iv) ‘EEA National’ means a national of one of the following countries:

Austria Finland Latvia Portugal

Belgium France Liechtenstein Romania

Bulgaria Germany Lithuania Slovakia

**Croatia Greece Luxembourg Slovenia

Cyprus Hungary Malta Spain

Czech Republic Iceland Netherlands Sweden

Denmark Ireland Norway United Kingdom

Estonia Italy Poland

N.B. nationals from Switzerland also have the same free movement and employment rights. ‘Family member of an EEA or swiss national’ means:

(i) That national’s spouse*; or (ii) A direct descendant (child, grandchild etc.) of that national or his/her

spouse who is under 21 years of age or is their dependent; or (iii) A dependent relative in the ascending line (parent, grandparent etc.) of

the EEA national or his/her spouse.

*Note: ‘Spouse’ does not include a party to a marriage of convenience and in the case of EEA national vocational students; family members are restricted to spouses and dependent children only. **Croatian nationals who want to work in the UK must obtain authorisation prior to commencing employment. They require a certificate of sponsorship and must also apply for an accession worker card before they can commence employment. There are no provisions for Croatian nationals to take up low-skilled work. Further guidance on nationality can be obtained at www.ind.homeoffice.gov.uk

Version 15 25

ANNEX B

CIVIL SERVICE COMMISSIONERS

CSC NI

CIVIL SERVICE COMMISSIONERS FOR NORTHERN IRELAND

AN INTRODUCTION

Ensuring appointment on merit And safeguarding ethics

WHO ARE WE? Brian Rowntree, CBE (Chairperson) Sinead Burns James Scholes

LOCATION Our Office is in Stormont House. The full address is: Stormont House Room 105 Stormont Estate Belfast BT4 3SH OPENING HOURS The Office is open from 9.00am to 5.00pm, Monday to Friday, except Public and Bank Holidays. How to contact us • write to us at the address at the top of the page • telephone us on 028 9052 3599 • visit us at www.nicscommissioners.org

Version 15 26

Annex B

CIVIL SERVICE COMMISSIONERS

WHAT ARE WE HERE TO DO? Civil Service Commissioners are appointed by the Cr own to uphold the principle that selection for appointment to posts i n the Civil Service should be on merit on the basis of fair and open co mpetition. WHERE DO WE GET OUR AUTHORITY FROM? Commissioners derived their responsibilities from p rerogative Orders made by the Secretary of State. Our authority curr ently derives from the Civil Service Commissioners (NI) Order 1999. HOW DO WE DO IT? We do it by: • making General Regulations. • publishing and maintaining a Recruitment Code setti ng out the

essential principles and procedures on which recrui tment to the Northern Ireland Civil Service must be based. Depa rtments and Agencies must follow this Code. A copy is availabl e online at: www.nicscommissioners.org

• it is inevitable that occasions will arise when spe cial circumstances

lead to Departments needing to depart from the Meri t Principle. The Commissioners have set out the circumstances in whi ch they are prepared to look at requests to depart from the Mer it Principle. These ‘exceptions’ must be notified to, and in some instances approved by, the Commissioners before an appointmen t can be made.

• auditing recruitment policies and practices followe d by Departments

and Agencies in making appointment to the Northern Ireland Civil Service. Each year, the Commissioners decide on a p articular aspect of recruitment to examine in detail (an audit) and request management consultants to carry out independent inv estigations on their behalf. The results of these audits are publ ished in the Commissioners’ Annual Report.

• requiring Departments and Agencies to publish infor mation about

their recruitment activity.

Version 15 27

• approving procedures for appointment, through open competition, to the Senior Civil Service in Northern Ireland.

• hearing and determining appeals under the Northern Ireland Civil

Service Code of Ethics. Under the Civil Service Co mmissioners (NI) Order 1999, we have been assigned the role of provi ding an independent appeals mechanism for Northern Ireland civil servants. The Code of Ethics sets out the constitutional fram ework within which civil servants work and the values they are e xpected to uphold. Details of the number and nature of the ap peals received by the Commissioners are published each year in our An nual Report.

WHAT CAN WE DO FOR YOU? If you have ever applied for a post in the Northern Ireland Civil Service, you can be assured that, whether or not you were su ccessful, the Department or Agency was obliged to make that appoi ntment in accordance with directions for good practice set ou t by the Commissioners. We are concerned that civil servants are not fully aware of the appeals mechanism under the Code of Ethics. We would stron gly encourage any civil servant who believes that he or she has b een asked to act in a way which • is illegal, improper or unethical; • is in breach of constitutional convention or a prof essional code; • may involve a possible maladministration; or • is otherwise inconsistent with the Code to report the matter in accordance with procedures laid down in the Northern Ireland Civil Service Pay and Conditions C ode or Departmental guidance. Where the matter has been reported in the appropriate manner and a civil servant believes the response does not repres ent a reasonable response to his or her concerns, s/he may report th e matter in writing to the Civil Service Commissioners.