Applicant guidelines for appointment to department public entity boards or committees

Program areas

Before distributing these guidelines to applicants:

- Customise this template to your specific board or committee requirements.

Applicant guidelines for appointment to public entity boards and committees

Expressions of interest for appointment to [Insert: Board Name]

March 2008 Applicant guidelines for appointment to department public entity boards or committees

Published by the Victorian Government Department of Human Services Melbourne, Victoria © Copyright State of Victoria 2007

This publication is copyright, no part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968. Applicant guidelines for appointment to department public entity boards or committees

Contents

Guidelines and information for appointment to department public entity boards and committees...... 1

Expressions of interest ...... 1 Background...... 1 Public entity information...... 1 Legal and governance arrangements...... 1 Public sector employee applicants...... 2 Remuneration...... 2 Further information on public sector employees...... 2

Assessing candidates...... 3

Background...... 3 Selection criteria...... 3 Terms and conditions of appointment...... 4 Declaration of private interests...... 4 Probity checks...... 5 Referee reports...... 5 Capacity to commit to adequate time...... 6

Attachments...... 6 Applicant guidelines for appointment to department public entity boards or committees Applicant guidelines for appointment to department public entity boards or committees

Guidelines and information for appointment to department public entity boards and committees

Expressions of interest for appointment to [Insert: Board Name]

Background Use wording similar to the following:

The Minister for Health, the Hon Daniel Andrews MP [insert appropriate ministerial portfolio and minister’s name], seeks expressions of interest from suitably qualified and experienced persons for appointment to a [insert board type, for example, board of management of rural public hospitals, multi purpose services or statutory boards]. Those interested must have a commitment to excellence in public health care and the skills and expertise to contribute to the governance of a complex health care organisation.

Boards of management are responsible to the minister for setting the strategic directions of [insert board type, for example, rural public hospitals, multi purpose services or statutory boards] within the framework of government policy. They are accountable for ensuring that these health services:  are efficiently managed  provide high quality care and service delivery  meet the needs of the community; and  meet financial and non-financial performance targets.

Public entity information

Legal and governance arrangements

The [insert name of body] is established under the [insert legislation in bold] and is governed by a board comprising [insert number] persons appointed by the Governor in Council on the recommendation of the minister for [insert portfolio].

The Act provides for members of the board to hold office for not more than [insert number] years from the date of appointment. Existing members are eligible for reappointment. The positions currently being advertised will be appointed from [insert date] (if applicable).

The board is accountable to the minister for:  The governance of the organisation.  For setting the strategic directions of the organisation, as well as, general oversight of operations and financial control.

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Public sector employee applicants

Please note:

Applicants who are public sector employees whether full time or part time will be required to provide a letter (sample attached) from their employer indicating—

 approval for the employee to undertake the position  specific details regarding their employment, such as: o management responsibilities o budgetary responsibilities o policy interaction with employer o level of remuneration, and o whether there is any conflict of interest between the appointment and their employment.  a copy of the job description must accompany the employee letter.

Remuneration

Describe remuneration arrangements, if any.

Public sector employees whether full time or part time are only eligible for remuneration in certain circumstances.

Public sector employees include people employed in the service of the State of Victoria by:  a government department  statutory body, instrumentality  public bodies such as public hospitals and community health centres  local government  employees of universities and schools are also considered public sector employees for the purposes of remuneration.

Further information on public sector employees

Refer to the Public Sector Management and Employment Act 1998—Part 1 sections 4 and 5—Definitions, and Part 3, section 9.

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Assessing candidates

Background

Use wording similar to the following:

The government is committed to ensuring that there is strong governance and accountability of the board for the performance of the organisation and delivery of health services. Each [board type, for example, rural public hospital, multi purpose service and statutory board] needs a balanced board, which has the right mix of skills, knowledge attributes and expertise to be effective and achieve its objectives. Other relevant skills may include:  expertise relating to the governance of health services  ability to represent the views of the community.

It is government policy that government boards and committees reflect the composition of the Victorian community, including the representation of:  women  indigenous Victorians  Victoria’s culturally diverse community  young Victorians.

The capacity of the candidate to contribute time to the workload and demands of board and committee membership will also be a factor in the final selection process.

It is important that applicants clearly identify any conflicts of interest that may arise if appointed to a board, and specify how these conflicts will be managed.

Selection criteria

In selecting candidates, consideration will be given to board composition and ensuring correct balance. The following criteria will be taken into account— suggested criteria includes:  Continuing high levels of performance in significant fields of endeavour.  The integrity of the individual—a high standing in the community would be essential.  A clear understanding of the objectives, roles, duties and obligations of non-executive directors—especially under the Corporations Act 2001 (where applicable).  Experience in, or knowledge of, general management or a specialist field which may be relevant.  Availability and a good working knowledge and understanding of accountability relationships.  Relevant experience.  Capacity to think and act strategically; and  Any legislative requirements.

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In addition, in the selection of the chair, emphasis is placed on a person who is:  able to exhibit clear leadership talents; and  able to work effectively with: o stakeholders o the portfolio minister (where applicable) o other members of the board; and o the chief executive and senior staff.

Department employees will not be appointed to the board (unless specified in the legislation). As a general rule, nor will individuals with other pecuniary interests in the organisation, for example, contractors providing goods or services, or where the individual’s personal or professional interests are directly affected by strategic decisions of the board.

Terms and conditions of appointment

Short-listed applicants will be interviewed and assessed to ensure that they have the necessary qualifications, skills and experience for the position and that they are able to commit adequate time to the appointment. Applicants will also be required to provide information on whether they are current members of any other government bodies.

Applicants should be aware that there is an expectation that, if appointed to a board of management or board of directors, they will attend, as a minimum, 75 per cent of meetings of the board held during the year, and that they make a significant contribution to the board.

Applicants who are currently members of the board and who are seeking reappointment should be aware that reappointment is not automatic and that they cannot expect to be reappointed as a right, especially if they have already served two terms.

Declaration of private interests

The appointment of individuals, including the reappointment of any current board members, to a board is subject to the satisfactory completion of a Declaration of private interests.

In accordance with government policy, applicants will be asked to complete a Declaration of Private Interests to the satisfaction of the minister prior to their appointment to a board. This provides for disclosure of private interests or other interests, which could conflict with the proper performance of a director’s duties.

The information provided in this declaration will be held and reviewed by the department in accordance with the Information Privacy Act 2000. Any declarations provided by applicants who are not appointed to a board will be returned to the individual. Applicants should refer to the sample Declaration of private interests form provided to them for an understanding of the information required.

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Probity checks

It is essential that appointees to government public entities have records of personal, professional and commercial integrity, and that the public sector is seen as maintaining high standards in this area. In accordance with government policy, nominees will be required to consent to the conduct of formal probity checks. These probity checks will include:  A criminal National Police Record check by CrimTrac.  An Australian Securities and Investments Commission disqualification register check.  A National Personal Insolvency Index check conducted through the Insolvency and Trustee Service Australia.

Program areas please note: chose the paragraph that is relevant for your boards, or if both are relevant.

Short-listed applicants, interviewed by a departmental officer, will be required to bring the relevant Proof of identity (POI) documents to interview with a completed Safety screening: police check and proof of identity form.

The safety screening form and the POI documents will be processed by a suitably trained departmental officer.

OR

Short-listed applicants who are not interviewed by a departmental officer will be required to submit photocopies of their original POI documents which have been certified as true copies of the originals by a legally specified person, for example, dentist, justice of the peace, legal practitioner, police officer, pharmacist, physiotherapist, medical practitioner, nurse, veterinary surgeon and other persons as specified in the Commonwealth Statutory Declarations Regulations 1993. The legally specified person will need to sign the Safety screening: police check and proof of identity form to indicate that they have witnessed the applicant's signature. It is not up to the legally specified person to check off Section 4 and ensure documents are provided for each category. The applicant is responsible for ensuring that correct and sufficient documents are supplied.

Applicants holding a police certificate provided within the last 12–months may provide a certified copy of this instead of completing the consent form.

The appointment of individuals, including the reappointment of any current board members, to a board are subject to the satisfactory completion of the formal probity checks detailed above.

Referee reports

Referee reports are an important part of the selection process and will be obtained for all short-listed applicants. Applicants are asked to nominate 2–3 referees who can support the application relevant to the key selection criteria and duties of the position.

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Capacity to commit to adequate time

It is important that applicants are aware of the time commitment involved in discharging the duties of being a board member.

[Insert information about:  frequency of meetings  sub-committees  the need to allow time for reading and preparation  other information as required.]

There is an expectation that members attend at least 75 per cent of meetings each year.

Attachments

1. Application form

2. Curriculum vitae summary form

3. Declaration of private interests form

4. Safety screening: Police check and proof of identity

5. PSE letter from employer if applicant a public sector employee.

Please note: programs and regions can download all the above applicant forms from CPES intranet site—'Applicants' from the public entity appointment kit.

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