HRM-PR-046: Employees Requiring Placement

• Information Privacy Act 2009 (Qld) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/I/InfoPrivA09.pdf
• Public Service Act 2008 (Qld) ss. 25, 26, 46, 53, 55, 90, 98, 138, 178 http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/P/PublicServA08.pdf
• Right to Information Act 2009 (Qld) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/R/RightInfoA09.pdf

• Appeals Directive http://www.psier.qld.gov.au/direct/index.shtml
• Domestic Travelling and Relieving Expenses Directive http://www.psier.qld.gov.au/direct/index.shtml
• Early Retirement, Redundancy and Retrenchment Directive http://www.psier.qld.gov.au/direct/index.shtml
• Employment Arrangements following Workplace Change Directive http://www.psier.qld.gov.au/direct/index.shtml
• Placement of Employees following Machinery-of-Government Changes or Service Delivery Reform Directive http://www.psier.qld.gov.au/direct/index.shtml
• Recruitment and Selection Directive http://www.psier.qld.gov.au/direct/index.shtml
• Senior Executives - Employment Conditions Directive http://www.psier.qld.gov.au/direct/index.shtml
• Senior Officers - Employment Conditions Directive http://www.psier.qld.gov.au/direct/index.shtml
• Transfer and Appointment Expenses Directive http://www.psier.qld.gov.au/direct/index.shtml
• Transfer within and between Classification Levels and Systems Directive http://www.psier.qld.gov.au/direct/index.shtml
• Public Service Commission - Employment Security Policy http://www.psc.qld.gov.au/library/document/policy/employment-security.pdf

• HRM-PR-015: Transfer at Level Non-Teaching Staff /strategic/eppr/hr/hrmpr015/
• HRM-PR-023: Reasonable Adjustment for People with a Disability /strategic/eppr/hr/hrmpr023/
• HRM-PR-041: Entitlements of Officers on Transfer or Appointment /strategic/eppr/hr/hrmpr041/

Statement of intent

The Department of Education and Training is committed to maximising employment security for all permanent public service employees.

HRM-PR-046: Employees Requiring Placement outlines the processes to be followed when a permanent public service employee requires priority placement due to changing business and workforce needs, machinery-of-government changes, service delivery reforms or changes to health or personal circumstances.

Permanent public service employees displaced by significant changes to structure and service arrangements since March 2009 will be registered with the department as 'priority placement employees' requiring alternative placement. Priority placement employees receive preferential consideration for all departmental vacancies prior to commencement of the advertising process, even if these vacancies are not categorised as priority placement vacancies.

Priority placement vacancies will be advertised in a three phase process:

• Phase 1 advertising will be open only to eligible priority placement employees and currently registered deployees across all Queensland Government departments before the vacancies are filled any other way. Unattached employees are not eligible to apply for priority placement vacancies at this Phase.
• Phase 2 advertising will be open to all existing public service employees across all Queensland Government departments (including general, temporary and casual employees who are employed as at closing date for this phase of advertising).
• Phase 3 will be open to all job applicants.

Filling of priority placement vacancies do not apply to the following positions:

• allied health
• teacher (including classroom and classified)
• TAFE tutor
• TAFE workplace trainer
• TAFE teach
• school based entry level.

Note: Permanent public service employees who require placement, but are not categorised as priority placement employees as per this policy, will continue to be supported by the department to find an alternative permanent position. This includes Senior Executive and Senior Officer classifications.

The following types of employees are not eligible for placement under this policy:

• casual employees
• contract employees (AO8 and below)
• employees who retire due to mental or physical incapacity
• employees whose employment is terminated in accordance with performance or disciplinary action; and
• temporary employees.

Vacancies which are not priority placement vacancies 77k are not required to be advertised through the Phase 1 and Phase 2 advertising processes. All employees requiring placement including priority employees, compassionate transferees, requested transferees and employees requiring placement for medical reasons within the department will still be required to be considered prior to advertising of the vacancy on Smart Jobs and Careers or other medium.

The Public Service Commission no longer registers deployees or medical deployees for service-wide deployment. Existing registered deployees remain registered with the Public Service Commission until their current registration expires. Existing medical deployees remain registered with the Public Service Commission for a maximum period of twelve months, subject to deployment continuing to be reasonable and practicable. Employees who require placement for medical reasons will continue to be assisted by the Organisational Health Unit.

Responsibilities

• Employees (including entry level) requiring placement
  • register as a priority placement employee or employee requiring placement, unless you are currently a registered deployee or medical deployee
  • ensure you are allocated a case manager by the Principal/Business Unit Manager
  • ensure your contact details are kept up to date with your Case Manager and Workforce Recruitment and Employment, including email contact details during period of leave
  • indicate preference for placement at level only and/or placement at specified levels below current substantive level
  • support own employment security by proactively searching and applying for advertised permanent roles at level, above or below
  • understand priority placement employees and registered deployees are entitled to apply for departmental vacancies at AO8 level and below and vacancies other Agencies advertise on the Priority Placement Vacancy jobs board on Smart Jobs and Careers for the five working days the vacancy will be advertised. Application requirements need to:
    • self assess whether requirements of role can be met, without significant retraining
    • be substantively appointed at or above the classification level of the vacancy in order to apply
    • decide within 24 hours of receipt of vacancy from Case Manager whether to apply
    • email resume for vacancy within the five days the vacancy is advertised, to the email address listed on the vacancy
    • provide contact details of person authorised to verify employee is priority placement employee or registered deployee
    • provide contact details of two referees, one of which must have a thorough knowledge of employee's conduct and performance within the previous two years
    • Contact their Case Manager if assistance is required
  • participate in suitability assessment. If not found to be clearly suitable, placement in the role temporarily may be negotiated as an opportunity to demonstrate suitablility.
  • seek feedback and statement of unsuitability from Panel Chair if assessed as unsuitable for role
  • may lodge an appeal directly with the Commission Chief Executive within 21 days of being notified of decision in accordance with the Appeals Directive .

• Senior Executives and Senior Officers requiring placement
  • need to complete an SES and SO Placement Application and submit completed form to the Public Service Commission
  • understand, if registered as a deployee, that all advertised vacancies on the priority placement jobs board will be below deployee's current classification level.

• ensure employees requiring placement in their work area are registered as priority placement employees using the Employees Requiring Placement Form 338k with Workforce Recruitment and Employment
• allocate case manager for employee requiring placement
• support case manager's placement strategies to maximise likelihood of successful placement
• ensure employee is allocated appropriate and meaningful duties
• provide employee with reasonable time to search and apply for advertised vacancies at level and, if employee chooses, below level
• consider employees requiring placement for both permanent and temporary vacancies twelve (12) months and above before proceeding to fill a vacancy by any other means. Refer to the Recruitment Process Flowchart 220k.
• create placement opportunities through:
  • job design or redesign
  • rotation of staff across roles to create a vacancy
  • creation of suitable vacancies by resolving relieving or temporary employment
  • limited applicant pool arrangements in accordance with the Recruitment and Selection Directive
  • seeking assistance from other agencies to provide developmental, temporary or permanent opportunities at or below employee's substantive level
• submit completed Recruitment Action Form 445k (Education portfolio) or Request to Advertise 525k (Training portfolio and the Office of Early Childhood Education and Care) for permanent and temporary vacancies twelve (12) months and above to Workforce Recruitment and Employment, Central Office or Regional Office.
• Salary arrangements for transfer and redeployment
  • refer to s7.3 Employment arrangements following workplace change Directive .
• Salary arrangements for secondment and temporary engagement
  • refer to s7.4 Employment arrangements following workplace change Directive .
• Relocation expenses
  • pay the costs of relocation for employees transferring or redeploying to new location in accordance with HRM-PR-041: Entitlements of Officers on Transfer or Appointment and
    Transfer and Appointment Expenses Directive
  • negotiate with employee or receiving agency payment of reasonable costs associated with temporary relocation in accordance with Domestic Travelling and Relieving Expenses Directive .
    
    

• understand how the priority placement vacancy process 92k and processes for filling standard vacancies work in order to provide support and advice to employees requiring placement
• ensure contact details of the employee case being managed are kept up to date with Workforce Recruitment and Employment
• undertake a skills analysis of the employee requiring placement
• develop and coordinate the implementation of strategies and activities tailored to achieve the placement of the individual employee, in consultation with rehabilitation coordinator if for a medical deployee
• assist with resume preparation and interview skills training
• discuss job search criteria (duties, location, classification)
• ensure the employee is emailed details of any relevant vacancies, especially during leave periods when employees will not have access to Priority Placement Vacancies or Smart Jobs and Careers Govnet view vacancies
• discuss vacancies with employee following notification of vacancy by Workforce Recruitment and Employment
• email response to Workforce Recruitment and Employment, within 24 hours of notification of vacancy by Workforce Recruitment and Employment, and include:
  • up to date resume of employee requiring placement, if they are to be considered for suitability by Panel Chair, or
  • provide statement if the employee is not considered a match.
    

• representative from deployee's agency is required to participate in selection panel to determine suitability
• conduct suitability assessment within three or four day period from close of advertised vacancy. Suitability assessment must consider potential suitability :
  • whether deployee has the minimum skills to undertake the requirements of the role to a satisfactory level if provided with reasonable retraining, induction and, if necessary, reasonable adjustment
  • ability of deployee to participate in assessment of skills required to perform role
  • before final decision is made, referee checks to be conducted in accordance with the Recruitment and Selection Directive .
    Where there is more than one applicant assessed as suitable, applicants must be assessed on which one has the most merit for the role and that applicant is to be appointed.
• seek further information about employee from Case Manager, if required
• complete suitability statement (one paragraph on each applicant summarising the reasons for concluding employee requiring placement does not have the minimum skills to undertake the requirements of the role to a satisfactory level) and forward to Director, Workforce Recruitment and Employment for approval
• provide feedback to assist applicant to better target their future job search. Provide statement of unsuitability to applicants requesting feedback within seven (7) calendar days of request.
• recommend appointment of deployee if assessed as suitable. If no suitable applicants, request list of compassionate transfers from Workforce Recruitment and Employment and assess those applicants in accordance with HRM-PR-015: Transfer at Level Non-Teaching Staff.

• identify and classify employees eligible for priority placement
• maintain one register of employees requiring placement for the whole department including contact details of Case Managers
• advise employee in writing of deployment or other status that requires placement
• provide priority placement employee with copy of the Placement of employees following machinery-of-government changes or service delivery reform Directive , related information and nominated contact for inquiries
• provide support to case managers and employees regarding the placement process
• generate a list of employees requiring placement for Central Office, TAFE Institutes and Office of Early Childhood and Education Care vacancies
• email role description of any vacancy of 12 months or more to Case Manager, with copy to employee requiring placement advising employee they have 24 hours to consider whether they assess themselves as a reasonable match for the role or match to the role following a reasonable period of training
• forward names of internal employees requiring placement, copy of their resume and name of Case Manager to Panel Chair for consideration once feedback received from case manager re: suitability of employee for the vacancy
• forward suitability report to Director, Workforce Recruitment and Employment
• notify applicants who are assessed as unsuitable for priority placement vacancies by email within seven (7) working days of the decision
• refer to the Recruitment Process Flowchart 220k and the following three phases when advertising priority placement vacancies:
  • Phase 1 - Priority Placement Vacancies
    • identify vacancies for advertisement on Priority Placement Jobs Board
    • ensure role description is amended to identify role as priority placement
    • ensure Recruitment Action Form 445k / Request to Advertise form 525k identify vacancy for priority placement advertising
    • ensure Job Ad Reference has the letter 'A' at the end to indicate it is the first phase of a priority placement vacancy
    • advertise priority placement vacancies for five days
    • progress to Phase 2 Govnet advertising, for vacancies above entry level, if no priority placement employees are suitable. For entry level vacancies, progress to Phase 3 Smart Jobs and Careers or other advertising if no priority placement employees are suitable
    • verify applicants are priority placement employees or registered deployees
    • notify applicants who were not eligible to apply with information on why they are ineligible to apply.
  • Phase 2 - Limited Smart Jobs and Careers Govnet view Advertising
    • advertise on Govnet with vacancy access limited to existing public service employees if no priority placement employees are suitable for vacancies above entry level
    • ensure vacancy has the same Job Ad Reference as Phase 1 and the letter 'B' at the end to indicate it is at the second phase of a priority placement vacancy
    • ensure vacancy contains a message to indicate vacancy is now:
      • open to public service employees (including general, temporary and casual employees);
      • is no longer limited to priority placement employees and registered deployees; and
      • all applicants will be assessed on the basis of relative merit.
  • Phase 3 - Unlimited Advertising
    • advertise vacancies on Smart Jobs and Careers in accordance with the Recruitment and Selection Directive
    • ensure vacancy has the same Job Ad Reference as Phases 1 and 2 and the letter 'C' at the end to indicate it is at the third phase of a priority placement vacancy.

• generate a list of employees requiring placement for school based and region office vacancies once Recruitment Action Form received:
  • add relevant employees from 'TAFE Institutes and Cross classification list'
  • include internal deployees and compassionate transferees
  • include requested transferees on the list with a note that if the vacancy is a priority placement vacancy that requested transferees will be considered later if there are no suitable applicants following Priority Placement Jobs Board
• email role description of any vacancy 12 months or more to Case Manager, with copy to employee requiring placement advising employee they have 24 hours to consider whether they assess themselves as a reasonable match for the role or match to the role following a reasonable period of training
• forward names of internal employees requiring placement, copy of their resume, name of Case Manager, suitability report proforma and Suitability Assessment Guidelines to Panel Chair for consideration once feedback is received from Case Manager regarding suitability of employee for the vacancy
• forward suitability report to Director, Workforce Recruitment and Employment
• notify applicants who are assessed as unsuitable by email within seven (7) working days of the decision unless job has been advertised on priority placement jobs board (Workforce Recruitment and Employment will send unsuccessful email notifications to this group)
• for above entry level roles, or region office entry level, forward completed Recruitment Action form 445k to Workforce Recruitment and Employment for advertising of priority placement vacancy or Smart Jobs and Careers advertising if no departmental employees requiring placement are found suitable. If suitable employee requiring placement is found, facilitate placement of employee
• refer to the Recruitment Process Flowchart 220k and the three phases when advertising priority placement vacancies
• consult with Workforce Recruitment and Employment if advice required with the above process

• approve suitability statement from Panel Chair.

• Senior Executive and Senior Officer Priority Placement Employees
  • negotiate requests for/offers of Voluntary Early Retirement packages (with or without the incentive payment) with public service employees
  • discuss, with relevant union/s, the details of employees likely to become surplus to organisational requirements.

• report on numbers of employees registered as requiring placement and placement outcomes by 30 September each year.
• Senior Executive and Senior Officer Priority Placement Employees
  • notify Commission Chief Executive of SES and Senior Officer vacancies
  • provide capability requirements of the role and role description to the Commission Chief Executive
  • undertake suitability assessment processes for suggested candidate/s. If Public Service Commission has nominated more than one candidate, select a preferred candidate for appointment
  • seek agreement/approval/advice of the Commission Chief Executive before further recruitment action is undertaken. If approved, proceed to Phase 1 - Priority Placement Advertising.

• Senior Executive and Senior Officer Priority Placement Employees
  • notify the department if there are no potentially suitable matches to a vacancy
  • consult with relevant priority placement employee/s and nominate one or more candidates to the department
  • approve further recruitment action to be undertaken if there are no potentially suitable matches or nominated candidate is not suitable
  • provide advice on alternative strategies to assist in the placement of SES and SO priority placement employees.

Forms

• Employees Requiring Placement form 338k
• Recruitment Action form (Education portfolio) 445k
• Request to Advertise form (Training portfolio and the Office of Early Childhood Education and Care Portfolios) 525k
• SES and SO Placement Application

• Positions that do not have to go through priority placement process 77k
• Fact Sheet for Registered Deployees, Medical Deployees, Priority Placement Employees and Case Managers 92k
• Frequently Asked Questions - Employment Arrangements following Workplace Change
• Frequently Asked Questions - Placement of Employees following Machinery-of-Government or Service Delivery Reform
• How to Access Priority Placement Vacancy jobs board
• Suitability Assessment Guideline

Other relevant documents

• Definitions/strategic/eppr/hr/hrmpr046/definitions.html
• Recruitment Process flowchart 220k/strategic/eppr/hr/hrmpr046/recruitmentprocess.pdf

Contacts

For information regarding Employees Requiring Placement, please contact:

• HRM-PR-034: Deployment/Redployment of Central Office, District Office and Regional Office Employees - Version: 1.0