1. Establishment of publicjobs

Recruitment to the civil service and a range of other public bodies is handled under the Public Service Management (Recruitment and Appointments) Acts 2004 to 2013 which established publicjobs as a central recruitment agency for this purpose. The 2004 Act provides for a modern and efficient framework for public service recruitment which allows for increased flexibility, while maintaining high standards of probity. It empowers Government Departments and other public service bodies to recruit staff directly under licence, as well as through the centralised recruitment system provided by publicjobs.

2. Roles, Responsibilities and Functions

The activities of publicjobs are primarily focused on the sourcing of candidates for roles in the Civil Service, the most senior roles in Local Authorities, leadership positions and Hospital Consultant roles within the HSE, trainees for An Garda Síochána, and a range of Heads of Office and specialist roles across the civil and public service.

Our vision is to be recognised as the centre of excellence in recruitment, trusted by those we serve. We comply with the CPSA Codes of Practice/publicjobs Guidelines (whichever is applicable) in ensuring a fair and open process for all applicants, and also comply with relevant Equality, Employment Law, Freedom of Information and Data Protection legislation in its recruitment and selection processes.

Classes of Records in publicjobs

• Campaign files (for each recruitment campaign held)
• Clearance Files (for candidates under consideration for a position)
• Records of candidates registered with publicjobs/stateboards and their applications for campaigns (if any)
• Regrading files
• Internal Administration
• Parliamentary Questions and Responses
• Reports of Job Analyses
• Financial Records
• Enquiries from the public pursuant to the Data Protection Acts
• Enquiries from the public pursuant to the Freedom of Information Act 2014
• Requests for Review and Responses to these
• Procurement files
• Competency information on particular roles
• Assessment techniques development
• Assessment Techniques – Materials
• Assessment Techniques – Training
• General Liaison with Clients
• General Liaison with External Bodies
• Policy Files
• Files on Accommodation Matters
• Files on Health and Safety
• Office Equipment Records
• Internal Human Resources Files
• Internal Personnel Files
• Audit Files
• Minutes of Meetings (Board, Management Board, Senior Management Meetings, HEO Weekly Meetings, Audit Committee Meetings, Risk Management Group Meetings)

3. Governance and Management Arrangements

The Board of publicjobs

The Board of publicjobs was established in 2004 under the Public Service Management (Recruitment and Appointments) Act 2004). The Code of Practice for the Board was drawn up in accordance with “The Combined Code of Corporate Governance” and “The Code of Practice for the Governance of State Bodies”, published by the Department of Finance. It reflects the legislation governing this Office (i.e. the 2004 Act). The Code of Practice was revised in 2022. The Board is provided with reports at each meeting covering operational activity levels, finances and risk. The CEO also provides an update on the main strategic issues arising in the period.

Members of the Board

Chairman

Mr Tom Moran, former Secretary General, Department of Agriculture and Food

Board Members

Ms Margaret McCabe, Chief Executive Officer, publicjobs

Ms Mary Connaughton, CIPD Ireland Director

Ms Yvonne Cooke, Executive Director of Human Resources, An Garda Síochána

Ms Fiona Quinn, Assistant Secretary, Department of Housing, Local Government and Heritage

Mr Colin Menton, Assistant Secretary, Department of Public Expenditure, NDP Delivery and Reform

Ms Anne Marie Hoey, National Director HR, HSE

Management Board

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

Members of the Management Board

Ms Margaret McCabe, Interim Chief Executive Officer, publicjobs

Ms Sinead Coleman, Head of Talent Acquisition for the Public Service

Mr Niall Leavy, Head of Market Engagement

Ms Aoife Lyons, Head of Assessment Services

Ms Eimear O'Connor, Head of Recruitment Operations and Service Delivery

Ms Michelle Noone, Head of Senior & Executive Recruitment

Ms Sandra Cairns, Head of Talent Acquisition for the Civil Service

Ms Catherine Dobbins, Head of Corporate Services

Ms Rosemarie O’Mahony, Head of Digital Transformation, Strategy & Innovation

Ms Fiona Morgan, Head of People & Culture

Responsibilities of each member of the management team are set out at Who does What

Organisation Structure

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

RSSU is assisted by the Office’s key support units: Assessment Services, Executive Search, Board Member Unit, Marketing & Communications, Information Technology, Finance Unit, Customer Relations and Operations Support, People & Culture, Compliance Unit, Business Support Unit, Data Analytics, Quality Administration and Project Services.

Internal Control

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

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

• Internal Audit Function
• Audit Committee
• Risk Management Function

Internal Audit Function

A three-year strategic audit plan was approved by the Accounting Officer, the Board and the Internal Audit Committee in 2021 (for 2022-2024). The Internal Audit function is responsible for ensuring the Strategic Audit Plan is implemented and that all recommendations made following audits are implemented.

The Audit Committee

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

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

Members of the Audit Committee

Chairperson

Mr Kevin Smyth, former Assistant Secretary, Department of Agriculture

Members

Ms Anne-Marie Taylor, HR Consultant

Mr Noel O'Connell, former Head of Local Government Audit Service

Ms Louise Jevens, CIO, Department of Justice

Ms Valerie Bowens, Independent Non-Executive Director

The Audit Committee Charter and Terms of Reference, outlining the responsibility and role of the Audit Committee, were amended in line with audit committee guidance published by the Department of Public Expenditure and Reform in September 2014 and is reviewed annually.

Risk Management

We, publicjobs, have developed a Risk Management Framework and Risk Management Policy appropriate to the office. An internal Risk Management Group was formed to oversee the implementation and monitoring of this process. This group operates under an approved Terms of Reference. The Group report to the Internal Audit Committee at each meeting. Updates on current risks facing the organisation are given to the Board at each meeting. The Risk Management Framework and Policy is available from Catherine Dobbins This email address is being protected from spambots. You need JavaScript enabled to view it.

The Corporate Risk Register is reviewed every quarter by the Management Board and is reviewed by the Board twice each year.

Assurance Arrangements

The main publicjobs Audit and Assurance arrangements are set out in the Audit and Assurance Arrangements publication.

There are a number of supporting policies and documentation in place in this area, including:

Data Protection

We, publicjobs, have a Code on the Protection of Personal Data; Data Protection training is provided for all staff.

4. Corporate Plans and Strategies

We, publicjobs, prepare a Statement of Strategy every three years (or within six months of a new government being established). The most recent Statement of Strategy is available to download the Strategy Statement 2023 - 2026
Implementation of the strategic goals is achieved through the business planning process which involved the annual development of a Corporate Business Plan and Operational Business Plans by each senior manager.

5. Annual Reports

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

6. Organisation and Pay/Grading Structures

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

• 1 Chief Executive Officer (Assistant Secretary Scale)
• 6 Principal Officers
• 13.95Assistant Principal Officers (Higher and Standard Scales)
• 36 Higher Executive Officers (Higher and Standard Scales)
• 8 Administrative Officer
• 77.4 Executive Officers (Higher and Standard Scales)
• 106.16 Clerical Officers (Higher and Standard Scales)
• 2 Head Service Officers
• 1 Service Officer
• 1 Professional Accountant Grade I
• .6 Principal Psychologist (Principal Officer equivalent)
• 1 Senior Psychologist (Principal Officer equivalent)
• 4.8 Psychologist Grade II

The current pay scales for these grades are available at: http://peoplepoint.gov.ie/hr-staff/pay-remuneration-hr/

7. Locations and Contact Details

We are located in ChapterHouse 26-30 Abbey Street Upper, Dublin 1, Eircode: D01 C7W6.

General information may be accessed at www.publicjobs.ie; or obtained by e-mailing This email address is being protected from spambots. You need JavaScript enabled to view it.; or by writing to publicjobs, Chapter House, 26-30 Abbey Street Upper, Dublin 1, Eircode: D01 C7W6 or by telephoning 01 - 8587400.

FOI Queries

How to make a request:
Requests for information under the Freedom of Information Act, 2014 must be made in writing and addressed to Ciara Graham, publicjobs, Chapter House, 26-30 Upper Abbey Street, Dublin 1.

Telephone (01) 8587639 or e-mail This email address is being protected from spambots. You need JavaScript enabled to view it.

Your request should include the following:

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

Decisions
A request must be acknowledged within 2 weeks and, in most cases, a decision must be conveyed within 4 weeks of receipt of the request.
The Acts provide for exemption from the release of certain types of information in some circumstances. Where these provisions are invoked to withhold information, the decision may be appealed. Decisions in relation to deferral of access, charges, forms of access, etc. may also be the subject of appeal. Details of the appeals mechanism are set out below.

Internal Review

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

Requests for internal review should be submitted in writing to Sinéad Dolan, publicjobs, Chapter House, 26-30 Upper Abbey Street, Dublin 1.
Telephone (01) 8587516 E-Mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

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

The Information Commissioner,
6 Earlsfort Terrace, Dublin 2, D02 W773.
Telephone (01) 6395689

Application Fees
Internal Review Fee for non-personal information (€30) (or €10 for medical card holders) Appeal to the Information Commissioner in relation to non-personal information €50 (or €15 for medical card holders) If you are claiming a reduced application fee, the request must be accompanied by the Medical Card registration number and the issuing Health Board name and consent to the verification of these details with that Health Board.

Search and Retrieval and Copying Fees
Fees may also apply in respect of the time spent searching and retrieving records that are released to you on foot of your request and in respect of the copying of any records released. Such fees are unlikely to arise if your request is for personal information only.

The rates of these fees are as follows:
€20 per hour for search and retrieval
€0.04 per sheet for a photocopy
€10 for a CD-ROM containing copy documents
€6 for a radiograph (X-ray) containing copy documents

Deposits
A deposit is payable where the estimated cost of search and retrieval of records sought is estimated to exceed €100. In such a case, every effort must be made to assist the requester to amend the request so as to reduce or eliminate the amount of the deposit.

Reductions and Waivers
A fee in respect of search and retrieval and copying of records will be waived, where the cost of collecting and accounting for the fee would be less than €100; A fee in respect of search and retrieval and copying of records or a deposit may be reduced or waived, where the information in the record would be of particular assistance to the understanding of an issue of national importance. Further information on FOI is available at http://foi.gov.ie/

Data Protection
All requests for advice and assistance on data protection issues within the organisation should be directed to Ciarán Oman, Data Protection Officer.

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

Access to Information on the Environment

Office of the Ombudsman

If you are unhappy with the outcome of your publicjobs examination of your complaint, you can bring your complaint to the Ombudsman

Office of the Ombudsman
6 Earlsfort Terrace, Dublin 2, D02 W773.
Tel: 01 639 5600
Complaints emaail: This email address is being protected from spambots. You need JavaScript enabled to view it.

8. Service Level Agreements

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

9. Customer Charter

We, publicjobs, have a Customer Action Plan in place for the period 2023-2025, which sets out our commitment to deliver a recruitment, assessment, redeployment, consultancy and advisory service of the highest standard for our clients and candidates and aims to provide a supportive and learning environment for all staff members. As part of this, publicjobs has developed a Customer Charter. These documents are available at: Customer Action Plan 2023-2025

10. Codes of Practice/Guidelines

Recruitment to the civil service and a range of other public bodies is handled under the Public Service Management (Recruitment and Appointments) Acts 2004 to 2013. We, publicjobs, operate under licence from the Commission for Public Service Appointments (CPSA) and is independent in its operations. Recruitment under licence is subject to the codes of practice drawn up by the CPSA. The codes are available at: ww.cpsa.ie/en/Codes-of-Practice/.
From time to time publicjobs is requested to conduct, or assist with, recruitment and selection processes which do not fall under the remit of this Act. Guidelines have been prepared to provide guidance in respect of these processes. The Guidelines set out the requirements in relation to the conduct of candidates in the selection process. The Guidelines also set out the framework for such appointment processes and centre on the five recruitment principles that have been set out in the Codes of Practice prepared by the CPSA for appointment to positions falling under the remit of the Act. The Guidelines are based on the CPSA Codes of Practice thereby ensuring that a standardised approach to recruitment is adopted in all campaigns conducted by publicjobs.