Permanent Secretary Department of Education
IRC259526
Completed application forms must be returned to HRConnect no later than 12 noon (UK time) on Friday 13th November 2020.
Please retain a copy of this booklet for your reference throughout the selection process.
Candidate Information Booklet
1 CONTENTS COMMUNICATION BETWEEN HRCONNECT AND YOU Pg 03 Pg 10 HRConnect will issue electronically as many Foreword Terms & Conditions competition communications as possible, you should therefore check your email account, including junk mail Pg 04 Pg 14 Background Eligibility Criteria folder, to make sure that you don’t miss any important communications in relation to this competition. There Pg 07 Pg 20 may, however, still be a necessity to issue some Key Responsibilities Selection Process correspondence by hard copy mail.
2 FOREWORD Thank you for your interest in this very important leadership role to play, including as a member of the and challenging post of Permanent Secretary of the Northern Ireland Civil Service (NICS) Board, in the Department of Education. corporate management of the NICS and in representing the Department and the wider civil service in the The vision of the Department is: An education system Northern Ireland (NI) community more generally. This that is recognised internationally for the quality of its role extends to assuming corporate responsibility teaching and learning, for the achievement of its young for the delivery of the Executive’s Programme for people and for a holistic approach to education. Government and direct personal responsibility for The Permanent Secretary is the Administrative Head ensuring progress against specified outcomes. of the Department and the Accounting Officer and acts This is a post that provides an exciting opportunity to under the direction and control of the Minister. make a real and positive difference to children and The Department of Education (DE) Permanent Secretary young people’s lives at a critical time for education in is responsible for providing advice to the Minister NI. and for ensuring the effective implementation of Applications are very welcome from eligible candidates the Department’s policy. In doing so the Permanent from the public, private and voluntary sectors. Secretary is required to provide strategic leadership in developing and planning the role of the Department I hope the information in this booklet meets your in a regional, national and international context. The needs and encourages you to apply for this important Permanent Secretary also takes direct and personal senior position. More information on the functions responsibility for the deployment of financial and human and structure of the Department can be found on its resources across the Department as a whole in a website at www.education-ni.gov.uk . rapidly changing environment. Jill Minne, Strategic HR Director The Permanent Secretary also has an important
3 BACKGROUND The NI Executive is made up of the First Minister by a number of arm's length bodies, each of which is and the deputy First Minister and eight departmental accountable to the Department. The Department works Ministers. The Minister with responsibility for the closely with these, and many other partners in the Department of Education is Peter Weir MLA. The children’s and youth sectors, to deliver its functions. Permanent Secretary is the Minister’s principal adviser across the full range of his Ministerial responsibilities, which is a particularility challenging role in these unique STRUCTURE times. The Department employs around 550 staff with the The Department’s primary statutory duty is to promote majority based at its headquarters at Rathgael House, the education of the population and to ensure the Bangor and approximately 100 staff who work in effective formulation and implementation of education teachers pay and pensions team in Waterside House, policy. The Department’s main areas of responsibility Londonderry. The Department has an opening Resource cover early years provision, primary, post-primary budget for 2020/21 of approximately £2.27 billion, and special education, and the youth service. The and an opening Capital budget of approximately £160 Department is also responsible for the NI Executive’s million. cross-cutting children and young people’s strategy and for the childcare strategy. The Department An organisation chart showing the post’s position in the has responsibility for the Education and Training Department’s top management structure is provided Inspectorate. below for information. The Department is accountable through its Minister to the Assembly for the effective delivery of its functions and for the effective use of the public funds for which it is responsible. It is supported in delivering its functions
4 Minister
Minister’s Special Political Adviser
Accounting Officer Permanent Secretary
Deputy Secretary: Chief Inspector: Deputy Secretary: Deputy Secretary: Education & Education Strule Shared Resources, Reform Children’s Services & Training Education Campus & Infrastructure Policy Inspectorate Programme
5 DEPARTMENTAL BUSINESS PLAN implement the process of restarting the education The Department’s business plan provides key system, and in pursuing the vision for a first class information on our responsibilities, people, budget and education system that delivers for all our children. governance arrangements.
The Department works with a number of stakeholders DE Business Plan in delivering the actions in this Business Plan, to
6 KEY The DE Permanent Secretary is responsible for providing arrangements are in place and operating effectively advice to the Minister and for ensuring the effective across all Departmental activities, including the arm’s RESPONSIBILITIES implementation of the Department’s policy. In doing so length bodies sponsored by the Department. the Permanent Secretary is required to provide strategic leadership in developing and planning the role of the The Permanent Secretary also has an important Department in a regional, national and international corporate leadership role to play in the NICS, including context. The Permanent Secretary also takes direct and as a member of the NICS Board, and in representing personal responsibility for the deployment of financial the Department and the wider civil service in the NI and human resources across the Department as a community more generally. This role extends to whole in a rapidly changing environment. assuming corporate responsibility for the delivery of the Executive’s Programme for Government and direct A key role for the Permanent Secretary is to act as personal responsibility for ensuring progress against Principal Accounting Officer for the Department. This specified outcomes. The current draft Programme for includes responsibility for maintaining a sound system Government framework includes an outcome to ensure of internal control, for the propriety and regularity of the that we give our children and young people the best public finances allocated to the Department, for keeping start in life, and it falls to the Department’s Permanent proper records, for safeguarding the Department’s Secretary to ensure that progress is delivered against assets and giving evidence when called to the Public this outcome. Additionally, the Permanent Secretary Accounts Committee. will support the Minister in ensuring that those commitments made by The Executive that fall to the The Permanent Secretary is responsible for ensuring Department of Education are delivered. that comprehensive and effective corporate governance
7 The main challenges for the Department are These goals are pursued directly by the Department summarised at a high level in the draft Programme for and in conjunction with its arm’s length bodies and a Government Framework. Specifically, the Department much wider range of partners in the public, voluntary will have direct responsibility for securing progress and private sectors. A key role of the Permanent against its current corporate goals: Secretary is to ensure that effective partnerships are developed and maintained to secure delivery of • Managing the challenges of learning for children common objectives. and young people during the COVID-19 pandemic. • Improving the wellbeing of children and young The postholder is responsible for: people, including supporting those who are vulnerable or who have special educational needs. • advising the Minister for Education on all aspects of • Increasing access and improving the learning the Department’s activities; environment for all. • setting a clear vision for the Department, through • Raising standards and tackling underachievement the development of strategy, policy, objectives, plans to ensure learners get the best possible education. and targets for each of the Department’s main • Developing the education workforce. areas of activity; • Transforming the education system to ensure high • providing strategic direction and leading the quality, sustainable education for the 21st century. implementation of policies and the substantial change management process in the Department whilst maintaining and improving services to the public within constrained resources; • as the Department’s Accounting Officer, managing the resources available to the Department in accordance with the recognised principles of
8 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 the NICS and to the good government of NI; and • developing and maintaining relationships with key organisations and individuals in relation to the Department’s activities and overall policies in NI and wider afield.
9 TERMS AND There is currently 1 permanent, full time vacancy. SECONDMENT CONDITIONS This is a permanent appointment to the Senior This post may be filled by secondment of the Civil Service (SCS), the NICS top leadership and successful candidate from his/her current employer. management resource. “Secondment” means a voluntary transfer from a permanent employer for a fixed period which does This appointment is subject to endorsement by the not sever the employment relationship of the person Minister for Education. seconded with the permanent employer. Further appointments may be made from this The duration will be agreed by all parties prior to the competition should this position become vacant. start of any secondment. A secondment would be on a candidate’s current terms and conditions of service.
10 It is advisable that candidates interested in a In order to comply with the disclosure requirements in secondment option make their employers aware that, our Annual Accounts, we will be required to disclose under NICS secondment arrangements, the successful details of the total remuneration, including any taxable candidate will remain an employee of their current benefits in kind and pension benefits for this post in our employer. The necessary administration arrangements annual accounts. Further information may be disclosed will be agreed with the Department and the employer in line with any future disclosure requirements relating before a secondment arrangement commences. to the senior management of departments. It is a condition attaching to the appointment to any SCS post in NI that appointees agree to these disclosure LOCATION requirements. This post will be based at Rathgael House, Bangor. A successful candidate will, on appointment, become a member of the NI SCS. As a member of the SCS the post holder may be SALARY transferred to other posts at the same level. Salary will be within the range £118,960 - £139,070 (under review). The successful candidate can expect to be placed at PENSIONS the minimum point of the payscale, although a higher The NICS offers all employees an attractive pension starting salary within the range may be available if he/ package. You'll find further details on the Civil Service she has exceptionally relevant skills/experience. If the Pensions (Northern Ireland) website at www.finance-ni. successful candidate is an existing NICS civil servant, gov.uk/civilservicepensions-ni starting pay on transfer to a new substantive grade will apply. Email: [email protected]
11 HOLIDAYS VETTING In addition to public and privilege holidays, currently 12 An appointment will be dependent on the individual days, the annual leave allowance will be 30 days. satisfying the vetting requirements for the post. The level of vetting required for this post is Security Check (SC). Further details can be found on page 6 of the HOURS OF WORK Guidance for Applicants booklet. The normal conditioned hours of work are full-time: 37 Should a successful candidate have any issues which hours net per week Monday to Friday. In common with would prevent them from being considered suitable all SCS appointments, the post-holder will be required to hold an Accounting Officer designation, such to work outside their normal conditioned hours, where as imposition of an insolvency order or making an necessary, to fulfil the demands of the post. arrangement with creditors, or other issues connected with financial probity, they may not be considered suitable for appointment. TRAVEL Access to a form of transport will be required in order to fulfil the responsibilities of this post. PROBATION Confirmation of appointment will be dependent upon Travel throughout NI will be required on a regular basis the satisfactory completion of a probationary period of and travel nationally and internationally may also be 1 year. If performance, conduct or attendance during required. this period is not satisfactory the appointment may be terminated.
12 CONFLICT OF INTEREST FURTHER INFORMATION It is a basic requirement of all Civil Servants that their Applicants wishing to learn more about the post before private activities should not bring them in to conflict deciding to apply may contact Derek Baker on telephone with their official duties. 028 91 279520 or email Derek.Baker@education-ni. gov.uk Conflict of Interest is not limited to the individual’s own private, financial or other interests, as family, If you have any questions about the competition friends and associates may also have dealings which process, or require any documentation in an alternative affect the Department’s business directly or indirectly. format, you should contact HRConnect on 0800 1 300 Therefore to avoid any conflict or potential conflict and 330 or email: [email protected] to demonstrate impartiality to the public at all times, an officer must not, without prior approval, engage in any activity which could be considered to be in conflict with official business. As such, to protect employees and the Department from public criticism, it will be mandatory for the successful candidate to complete a Conflict of Interest declaration on appointment.
13 ELIGIBILITY Applicants must, by the closing date for applications, 3. Experience of driving the development and CRITERIA provide evidence in their application form which implementation of corporate strategies and effective demonstrates that they personally satisfy the following operational plans which successfully deliver on eligibility criteria: time and within budget, and also delivering systemic transformation to ensure high quality, sustainable 1. A minimum of 5 years’ senior management* services fit for the future; experience and evidence of achievement, working at board level** in either the public, private or voluntary sector, particularly on strategic AND challenges in a complex environment and with associated corporate governance and accountability 4. Experience of developing collaborative, strategic requirements; relationships with a range of customers, partners and stakeholders to improve desired outcomes and representing the interests of the organisation AND in challenging situations. This includes being a strong advocate for the vision and corporate goals 2. A track record of clear and sustained corporate of the organisation and communicating effectively leadership in a very complex and sensitive political to secure support from a variety of internal and environment. This includes demonstrating integrity external stakeholders; and resilience under high levels of scrutiny and sustained pressure, inspiring collaborative effort and building corporate capability and capacity; AND 5. A successful track record of financial management AND gained at senior management* level including evidence of efficient and effective management of
14 multi-million pound capital and multi-million pound SHORTLISTING CRITERION resource/revenue budget responsibility***. In addition applicants should be aware that after an eligibility sift, should it be necessary to shortlist The following additional clarification is provided:- candidates to go forward to the next stage of selection, *Senior management includes taking decisions the following shortlisting criterion will be used: affecting strategic issues concerning the corporate body or organisation within which an individual is • The strength and quality of evidence provided in working, or providing detailed advice at board level on response to eligibility criterion 1. such issues. This will be completed on a scored basis and only the **Working at board level is defined as having a highest scoring applicants will proceed to interview. responsibility for decision-making in respect of corporate strategic issues concerning the organisation The selection panel will not make assumptions from for which you are either an employee or an adviser. the title of the applicant’s post or the nature of the ***Efficient and effective management of multi-million organisation as to the skills and experience gained. pound capital and multi-million pound resource/ If you do not provide sufficient detail, including revenue budget responsibility includes accountability, evidence of achievement/outcomes together with the setting budgets and corporate plans, personally appropriate dates to demonstrate that you meet the managing budgets, and assessing and managing risk. eligibility criteria the selection panel will reject your application.
15 Please note: about these in detail if you are invited to interview. It is your unique role the panel are interested in, not • You should ensure that you provide evidence of your that of your team or division. experience in your application form, giving length of • Write down clearly your personal involvement in any experience, examples and dates as required. experience you quote. Write “I” statements e.g. I • It is not sufficient to simply list your duties and planned meetings, I managed a budget, I prepared responsibilities. a presentation. It is how you actually carried out a • The selection panel will not make assumptions from piece of work that the panel will be interested in. the title of the applicant’s post or the nature of the • ONLY the details provided by you in your application organisation as to the skills and experience gained. form (the employment history and eligibility criteria) • If you do not provide sufficient detail, including the will be provided to the selection panel for the appropriate dates needed to meet the eligibility purpose of determining your eligibility for the post. criteria, the selection panel will reject your Please do not include your name in the employment application. history or eligibility criteria sections. • The examples you provide should be concise and • The NICS Competency framework can be accessed relevant to the criteria. This is very important as via www.nicsrecruitment.org.uk the examples which you provide may be explored at interview and you may need to be prepared to talk
16 PERSON SPECIFICATION levels below i.e. a person demonstrating a competency Candidates will be expected to demonstrate the skills at level 3 should be demonstrating levels 1 and 2 as a and competencies set out in the eligibility criteria and matter of course. shortlisting criteria in the application form. In addition, at interview, they will also be required to demonstrate How does the NICS framework look? the skills and competencies set out in the NICS The NICS competency framework is divided into the competency framework at Level 6. following separate but supporting areas:
What is the NICS competency framework? 1. Strategic Cluster - Setting Direction The NICS competency framework sets out how all NICS This cluster of competences focuses on strategic employees should work. It puts the Civil Service values issues including: of integrity, honesty, objectivity and impartiality at the • Seeing the big picture: This is about understanding heart of everything they do, and it aligns to the three the political context and taking account of wider high-level leadership behaviours that every civil servant impacts, including the broader legislative agenda, needs to model as appropriate to their role and level of to develop long term implementation strategies that responsibility: Set Direction; Engage People and Deliver maximise opportunities and add value to the citizen, Results. support economic, sustainable growth and help to Competencies are the skills, knowledge and behaviours deliver the Northern Ireland Executive’s priorities; that lead to successful performance. The framework • Changing and improving: This is about creating and outlines ten competencies, which are grouped into contributing to a culture of innovation and allowing three clusters. The competencies are intended to be people to consider and take managed risks. Doing discrete and cumulative, with each level building on the this well means continuously seeking out ways to
17 improve policy development and implementation and may cut across departmental, organisational and building a more flexible and responsive NICS; wider boundaries. It requires the ability to build constructive partnerships and effective relationships • Making effective decisions: At senior levels, with Ministers and their Special Advisers; leaders will be creating evidence based strategies, evaluating options, impacts, risks and solutions. • Building Capacity for all: At senior levels this is They will aim to maximise return while minimising about ensuring a diverse blend of capability and risk and to balance political, legislative, skills is identified and developed to meet current social, financial, economic and environmental and future business needs. It is also about creating considerations to provide sustainable outcomes. a learning and knowledge culture across all levels in the organisation to inform future plans and 2. People Cluster - Engaging People transformational change. Every civil servant needs certain core skills to work effectively with others. The key skills appropriate for 3. Performance Cluster – Delivering Results this competency include: Evidence of effectiveness in this area includes delivering operational excellence, often through • Leading and Communicating: At senior levels, partnership working whilst demonstrating value for this is about establishing a strong direction and a money. The key competences required include: persuasive future vision, managing and engaging with people with honesty and integrity, and upholding • Delivering Value for Money: The ability to embed a the reputation of the Department and the NICS; culture of value for money within an area/ function, and working collaboratively across boundaries • Collaborating and Partnering: This is about delivering to ensure that the NICS maximises its strategic business objectives through creating an inclusive outcomes within the resources available; environment, encouraging collaboration which
18 • Managing a Quality Service: At a senior level, this is It is important that all candidates familiarise about creating an environment to deliver operational themselves with the competency framework as excellence and creating the most appropriate and this forms the basis of selection process. Further cost effective delivery models for public services; information on the NICS competency framework can be accessed via www.nicsrecruitment.org.uk • Delivering at Pace: This is about building a performance culture to deliver outcomes with a firm If you have any queries relating to accessing the NICS focus on prioritisation and addressing performance competency framework, contact HRConnect on 0800 1 issues resolutely, fairly and promptly; 300 330 or email [email protected] • 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.
19 SELECTION THE MERIT PRINCIPLE for appointment to the NICS are met. Applications PROCESS In accordance with the Office of the Civil Service deemed invalid at this stage will be removed from the Commissioners’ Recruitment Code, appointments to competition. the NICS are made under the ‘merit principle’, where the best person for any given post is selected in fair ELIGIBILITY SIFT and open competition. All valid applications will be screened by the selection Further information on the Civil Service Commissioners panel to determine if they meet the eligibility criteria. can be found at www.nicscommissioners.org. Only those who have sufficiently demonstrated on their application form that they meet the eligibility criteria will progress to the next stage. OVERVIEW OF THE SELECTION PROCESS The Selection Process includes the following stages. SHORTLISTING SIFT Should it be necessary to shortlist applicants to go FORMAL SCREENING OF APPLICATIONS forward for interview, this will be done by the selection panel scoring the evidence provided in relation to Applications can be submitted online or by hard copy eligibility criterion 1. and will receive a confirmation of submission. All application forms received by the closing date will be screened to check that they have been fully INDIVIDUAL ASSESSMENT completed and to ensure that the information provided The Individual Assessment will include completion demonstrates that the nationality requirements of an occupational personality questionnaire. The
20 questionnaire will be completed online and this will presentation will be provided to candidates in the then be followed by an in-depth interview conducted invitation to interview letter. Applicants should fully by an occupational psychologist. The outcome of prepare their presentation in advance of the interview both elements will form the basis of a report to be as no preparation time will be provided on the date of presented to the selection panel. The objective is to interview. Applicants may bring prepared speaking notes allow the psychologist to look more in depth at the only into the interview to deliver the presentation. No characteristics, attitudes and leadership behaviours other materials or visual aids will be permitted. of candidates. The Individual Assessment is used only to provide information to the selection panel to assist them in their interview. INTERVIEW CRITERIA Contact details provided by you on your application form The selection panel will design questions to test the will be made available to the occupational psychologist applicant’s knowledge and experience in each of the to facilitate these arrangements, as appropriate. competences listed below and award marks accordingly.
The selection panel will score the presentation PANEL INTERVIEW WITH PRESENTATION based on both the content and the delivery of the The final stage will be an interview by the selection presentation. panel, chaired by a Civil Service Commissioner, who will use the NICS competency framework taking into The presentation will be used to assess the Seeing the account the outcomes from the Individual Assessment. Big Picture competence.
Before the competence based interview candidates Marks available: 20 will be required to deliver a time limited presentation of no more than 7 minutes. The subject of the
21 1. Leading and Communicating findings of which will be used to inform supplementary Marks available: 20 Minimum standard: 12 questioning in the selection interview.
2. Changing and Improving It is intended to issue the link to the personality Marks available: 20 questionnaire and invite to interviews on 27 November 2020. Interviews with the assessor will be held 3. Managing a Quality Service between 30 November and 14 December 2020 and Marks available: 20 the selection interviews will be held on 17 and 18 December 2020. Interviews will be held in Belfast. 4. Achieving Outcomes through Delivery Partners Candidates should note that due to current Marks available: 20 circumstances with COVID-19, social distancing measures will be put in place. If this is not possible the 5. Delivering Value for Money use of video technology may be used as an alternative. Marks available: 20 Requests for reschedules will only be considered in Total Marks Available: 120 Overall Pass Mark: 72 exceptional circumstances.
MERIT LIST TIMETABLE Candidates will be listed in merit order according to It is intended that the eligibility/shortlisting sift will final interview score. be held on 25 November 2020. Candidates who progress to the next stage will be required to complete MINISTERIAL ENDORSEMENT an occupational personality questionnaire and attend This appointment is subject to endorsement by the an interview with an occupational psychologist, the Minister for Education.
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