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Mobility

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Update on Mobility Scheme – 18th January 2021

Mobility for Higher Executive Officers (HEOs) and Administrative Officers (AOs)

Phase 2A of the Civil Service Mobility scheme (list-based) is now open for generalist HEOs and AOs to make mobility applications between and within 46 Mobility Zones with effect from Monday, 18th of January 2021.

Phase 2B of the scheme, an advertisement-based automated scheme for positions which require qualifications or more specialist expertise, is under development and will launch in the coming months.

Further communications will issue on Phase 2B, and the offer stage of both phases in advance of go-live.

See HEO and AO Mobility Scheme for more information.

 

Reminder in regard to Notifications

All notifications in regard to Mobility are issued by email only. It is the applicant’s responsibility to ensure that a valid ‘Home’ and ‘Business’ email address is recorded on the ‘Personal Information’ page on the HR Shared Services Self-Service or with their local HR where not a customer of the NSSO.

Applicants are advised to monitor their emails on a daily basis to ensure that they do not miss an opportunity of Mobility.

Queries relating to the Mobility Scheme can be sent to mobility@peoplepoint.ie, or the Mobility Team in their parent organisation.

General Information

Civil Service Mobility offers an opportunity for permanent Civil Service staff members to apply for mobility through an open and transparent system.

The establishment of the scheme fulfils one of the requirements of Action 15 of the Civil Service Renewal Plan; and Action 14 of the People Strategy for the Civil Service which calls for the further expansion of a coherent mobility policy to facilitate staff development.

When will the scheme launch?

The Mobility scheme is being developed for the Civil Service on a phased basis:

Phase 1: Launched over 2018 and 2019, and facilitates the general service grades of Clerical Officer (CO) and Executive Officer (EO) to apply for list-based Mobility within and between 46 Zones.

Phase 2A: The application stage of this phase went live for applications on 18th January 2021 and facilitates the general Civil Service grades of Higher Executive Officer (HEO) and Administrative Officer (AO) for list-based Mobility.

Phase 2B: This will include the general Civil Service grades of HEO and AO for advertisement-based Mobility for positions that require qualifications or more specialist expertise. This will lead to more efficient use of existing skill sets within the Civil Service (e.g. ICT, Finance, IGEES).

Further communications will issue on Phase 2B, and the offer stage of both phases in advance of go-live.

Phase 2C: This includes the general Civil Service grades of Assistant Principal (AP) and First Secretary, Department of Foreign Affairs. This phase launched on the 2nd November 2020.

Equivalent Professional and Technical grades are not covered under early phases of the scheme and consideration will be given to mobility for these grades when Mobility has rolled out for all general Civil Service grades.

List based Mobility

General Conditions

  • List based Mobility scheme is open to permanent Civil Servants (CO, EO, HEO, AO)
  • All moves are permanent with no provision to return to previous role/organisation.
  • The maximum amount of zones selectable when making new mobility applications will be 2 Zones, with a limit of 5 organisational choices within each Zone.
  • Priority will be based on the date of application.
  • Eligibility criteria are length of service; PMDS/performance rating.
  • Additional criteria that Local HR are required to review are Performance Improvement Plan; Disciplinary/Sanctions; Formal Investigations; Attendance Records.
  • Applicants will receive a pre-offer before a formal offer, with an agreed timeframe of 3 working days to cancel their application where they do not wish to proceed – cancellation affects the pre-offered application only.
  • Applicants will be required to accept or decline a formal offer of mobility within an agreed timeframe of 5 working days. Where declined/not accepted all applications within the given Zone are cancelled.
  • Staff members will be responsible for carrying out the duties of the new role, including participation in the L and D process, with a view to becoming proficient in the new role, on the same basis as existing staff members.

‘Need to know’

  • You do not need to be at the top of a waitlist to be made an offer. In some instances applicants with waitlist positions as high as 35 are being made offers. This occurs where applicants on the list ahead of them are either ineligible or have their applications ‘on-hold’. It can also occur where an organisation are taking multiple applicants off the list at the same time.
  • Applicants are advised to check information on each organisation (including numbers of available grade positions) on the interactive Mobility map. Where there are ‘0’ positions in their grade they can also contact the Mobility team in the Local HR unit in the organisation that they wish to apply for to check if the information is correct. It is possible to make applications to an organisation with ‘0’ positions in the grade. This arrangement ensures that staff who do apply will be prioritised for Mobility in the event that a position in their grade opens up in the future. 
  • Please ensure that you have a valid monitored home and business email addresses recorded(on Personal Information page on HR Shared Services self-service / Application Form if non-HRSS customers). This is the only form of contact/communication for transactions under the scheme. You need to be contactable when you are out of the office.
  • If you are unsure that you want an application, it is recommended that you place it ‘on-hold‘ or cancel it. This ‘on-hold’ facility can be actioned regardless of your waitlist position, however, the facility cannot be used if your application is advanced to offer stage. Your prioritisation on the waitlist will not be affected.
  • It is in your best interest to declare any reasonable accommodation requirements to your Local HR in advance of a move to a new organisation.
  • Please note that there is no automatic right to elective work arrangementse.g. Work-sharing, Shorter Working Year etc.  Where desired you will be required to apply for these in the new organisation following a move.
  • Please note that there is no automatic right to flexi-time. (View Mobility Map on this site for information on each building.)
  • In general moves will be facilitated within 20 working daysof acceptance of formal offer.
  • Pay rates/allowances for performance of particular duties will not carryunless the new role includes the same conditions.
  • Please check the Job Descriptions for organisations as this will help to inform your selection choice (see ‘Important Documents’ on this site).
  • Where you receive a notification informing you that you are being considered for a mobility move, you are advised to contact the Receiving Local HR (see contact mails under ‘Important Documents’ on this site) to clarify any specific matters with regard to the position on offer.

Advertisement-based Mobility

General Conditions

  • Advertisement based Mobility scheme is open to permanent Civil Servants (AP, 1st Secretary, PO, Counsellor).
  • All moves are permanent with no provision to return to previous role/organisation.
  • Eligibility criteria are length of service; PMDS/performance rating.
  • Additional criteria that Local HR are required to review are Performance Improvement Plan; Disciplinary/Sanctions; Formal Investigations; Attendance Records.
  • Staff members will be responsible for carrying out the duties of the new role, including participation in the L&D process, with a view to becoming proficient in the new role, on the same basis as existing staff members.

Your ‘need to know’ list

  • It is in your best interest to declare any reasonable accommodation requirements to your Local HR in advance of a move to a new organisation.
  • Please note that there is no automatic right to elective work arrangements e.g. Work-sharing, Shorter Working Year etc.  Where desired you will be required to apply for these in the new organisation following a move.
  • Please note that there is no automatic right to flexi-time (grade related). (View Mobility Map on this site for information on each building.)
  • In general moves will be facilitated within 20 working daysof acceptance of formal offer.
  • Pay rates/allowances for performance of particular duties will not carry unless the new role includes the same conditions.

CO & EO Mobility Scheme

CO Terms and Conditions

EO Terms and Conditions

CO Role Description

EO Role Description

Professional and Technical Roles

This phase of Mobility is for generalist roles only. Officers who are currently working in equivalent Professional/Technical grades are not currently eligible to apply for Mobility.

If a staff member is unsure if their current role is a Professional/Technical grade, confirmation can be obtained from their Local HR unit.

Mobility for Professional/Technical grades will be considered at a future date.

HEO & AO Mobility Scheme

Phase 2A of the Civil Service Mobility scheme (list-based) is now for generalist HEOs and AOs to make mobility applications between and within 46 Mobility Zones from Monday, with effect from 18th of January 2021.

Phase 2B of the scheme, an advertisement-based automated scheme for positions which require qualifications or more specialist expertise, is under development and will launch in the coming months.

Further communications will issue on Phase 2B, and the offer stage of both phases in advance of go-live.

Initial Application Period

  • In the first instance, priority on waitlist positions is determined by the date an application was made.
  • In the case of applications that are made at the same time, priority will be based on the length of reckonable service in the grade.

Day 1 Period

This phase of Mobility will include a ‘Day 1’ period of 20 working days for applications.

This means that all new applications made during the period 18/01/2021 to 12/02/2021 inclusive will register as having been made on 18/01/2021.

Day one applications will be queued against each other based on each applicant’s reckonable service in their current grade.

Legacy Date Applications

Applicants that have made previous applications to the Central Application Facility (CAF), and/or their current organisation’s Internal Regional Transfer Lists (where applicable) can also apply these dates to their new applications as ‘Legacy Dates’.

All Legacy Dates will require verification before the offer stage commences. Information regarding this verification will issue to those who applied a legacy date following the end of the Legacy Date application period.

  • The Legacy Date application period will be active for 40 working days from the launch date, 18/01/2021 – 12/03/2021 inclusive.
  • It will not be possible to apply a Legacy Date from 13/03/2021 onwards, and all new applications will be queued as per the standard rules of the Mobility Scheme.
  • More than one legacy date can be applied per Mobility Zone (CAF and Internal Regional Transfer Lists).
  • Legacy dates will not apply to Zone 46 (Dublin).
  • Applications made under any facility other than the CAF and the Internal Regional Transfer Lists will not apply.

Central Applications Facility:

A verified CAF legacy date for the first location preference only will apply for all organisations applied for within the Mobility Zone. Where applicable, your CAF application date and first location preference can be checked under ‘My Messages’ on your profile page on www.PublicJobs.ie. The message will be dated October/November 2017 and have the subject ‘Civil Service Mobility Scheme’. If you require any further clarification on your date please send an email to caf@per.gov.ie.

Internal Regional Transfer List:

Applications to an internal regional transfer list will apply for your parent organisation only – you are advised to check this date with your Local HR when applying. Verified Legacy Dates from this list will not apply to any of the other organisations in the relevant Mobility Zone.

Making Applications

Staff members who are HR Shared Services customers and have access to Self-Service can make applications with effect from 18/01/2021 on the HRSS Self-Service homepage.

See section on ‘How to Apply’ for application information for staff members who:

  1. are a HR Shared Services customer but do not have access to the Self-Service;
  2. are not HR Shared Services customers but who are on HRMS;
  3. are not HR Shared Services customers and are also not on HRMS; or
  4. wish to apply to a non-HRMS organisation (Irish Prison Service, Ombudsman for Children’s Office, National Council for Curriculum and Assessment).

NOTE: Downloadable application forms will be available here from 18/01/2021.

Applications Choices

A maximum of 2 Zones can be selected when making mobility applications and 5 organisational choices within each Zone.

Please note that not all locations will contain positions in your grade.

It is highly recommended that each applicant review the Interactive Mobility Map, which contains details on each office and their full grade allocations, before making applications.

Further information can also be obtained directly from each Department (contact details can be found under Important Documents), in cases where the grade information is not currently available on the interactive map.

Notifications from the Scheme

All communication in regards to the Mobility Scheme will be issued by email only.

It is the applicant’s responsibility to ensure that a valid ‘Home’ and ‘Business’ email address is recorded on their ‘Personal Information’ page on the HR Shared Services Self-Service, or on their application form where applicable.

The applicant is fully responsible for monitoring their emails, including while on any form of leave.

Allowances cannot be made for opportunities lost or applications cancelled due to emails being missed on the behalf of the applicant.

HEO Terms and Conditions

AO Terms and Conditions

HEO Role Description

AO Role Description

Circular 02-2021 HEO AO P2A

Professional and Technical Roles

This phase of Mobility is for generalist roles only. Officers who are currently working in equivalent Professional/Technical grades are not currently eligible to apply for Mobility.

If a staff member is unsure if their current role is a Professional/Technical grade, confirmation can be obtained from their Local HR unit.

Mobility for Professional/Technical grades will be considered at a future date.

AP Mobility Scheme

Advertisement Based Mobility for the AP and First Secretary grade, Department of Foreign Affairs went live on 2nd November 2020.

The following arrangements for the participating grades have now expired :

  • Head-to-Head transfer
  • Interdepartmental ‘Expression of Interest’
  • Secondment (except for positions that attract an allowance or are coterminous to a strategic project/placement).

Terms and Conditions

Circular 17-2020 AP Mobility

AP Mobility supports the development of staff in line with the criteria for Assistant Secretary posts advertised since 1 January 2018 which includes the following.

Ideally, applicants will meet at least two of the following criteria at a senior level:

  • Experience in more than one organisation;
  • International experience (e.g. working abroad or significant engagement with international organisations and processes);
  • Experience outside the Civil Service;
  • A variety of experience (e.g. policy and operational).

Professional and Technical Roles

This phase of Mobility is for generalist roles only. Officers who are currently working in equivalent Professional/Technical grades are not currently eligible to apply for Mobility.

If a staff member is unsure if their current role is a Professional/Technical grade, confirmation can be obtained from their Local HR unit.

Mobility for Professional/Technical grades will be considered at a future date.

PO Mobility Scheme

Advertisement Based Mobility for the PO and Counsellor grade, Department of Foreign Affairs went live in 2015.

The following arrangements for the participating grades have now expired :

  • Head-to-Head transfer
  • Interdepartmental ‘Expression of Interest’
  • Secondment (except for positions that attract an allowance or are coterminous to a strategic project/placement).

Terms and Conditions

PO Mobility supports the development of staff in line with the criteria for Assistant Secretary posts advertised since 1 January 2018 which includes the following.

Ideally, applicants will meet at least two of the following criteria at a senior level:

  • Experience in more than one organisation;
  • International experience (e.g. working abroad or significant engagement with international organisations and processes);
  • Experience outside the Civil Service;
  • A variety of experience (e.g. policy and operational).

Professional and Technical Roles

This phase of Mobility is for generalist roles only. Officers who are currently working in equivalent Professional/Technical grades are not currently eligible to apply for Mobility.

If a staff member is unsure if their current role is a Professional/Technical grade, confirmation can be obtained from their Local HR unit.

Mobility for Professional/Technical grades will be considered at a future date.

FAQ’s

Frequently asked Questions about CSMobility

FAQs

How to Apply

To make an application for Phase 1 & 2A Civil Service Mobility (CO,EO,HEO & AO grade) click ‘here’.

Staff members in participating grades can make an application at any stage of their career.

Where an applicant does not qualify for mobility at the time of application based on the ‘Eligibility‘ criteria for the scheme, they will be flagged as ineligible.

However, they will remain on the waitlist until they are automatically deemed eligible and will retain their application date, which will determine their priority on the waitlist.

Staff members who are HR Shared Service customers

For staff members on HR Shared Services, the scheme will be accessible through their self-service on the HR Shared Service portal. Applicants can edit their preferences at any time before being offered a mobility move.

Remote workers/staff members on various forms of leave will be required to submit an application form to the Central Mobility Team in HR Shared Services.

Staff members who are not HR Shared Services customers but who are on HRMS

Staff members not on HR Shared Services e.g. Garda Civilians, An Garda Síochána and the Houses of the Oireachtas will be required to complete and submit an application form to their Local HR Division for input to the Mobility system.

Applicants must also contact their Local HR if they wish to edit their applicant preferences or place their applications on hold etc.

This should be done at an early stage as it is not possible to effect a change after an offer of mobility is made.

Staff members who are not HR Shared Services customers and are also not on HRMS

Staff members not on HR Shared Services and HRMS system e.g. administrative staff members of the Irish Prison Service, staff of the Ombudsman for Children’s Office, and the National Council for Curriculum and Assessment will be required to complete and submit an application form to their Local HR Division.

These applications are dealt with manually as they cannot be included on the ICT system. The manual process can be viewed here – Process for Non-HRMS applications

Internal Transfer Lists

If an applicant wishes to apply to move to their current organisation within the same Zone but in a different office, they can continue to do so through their organisation’s Internal Transfer policy.

Internal Transfer Lists will continue to have precedence for movement within a single Zone where an organisation has more than one office.

Where a staff member is successful in availing of an internal move, the terms of the internal policy will determine the length of service the staff member may be required to serve in the new geographical location, i.e. a staff member who receives an internal move within a Zone may be required to remain in the new geographical location for a designated period of time up to a maximum of 2 years.

Staff members wishing to move to their current organisation outside their current Zone must apply through the CS Mobility scheme.

Priority of applications

In the first instance, priority will be based on the date of application. In the second instance, priority will be based on the length of reckonable service.

Interactive Mobility Map

To see organisational locations and number of positions (including vacancies), see the Mobility Map.

The map is currently being updated to include the grades of HEO, AO, AP, PO and A.Secretary.

Important Documents

List-of-organisations-per-zone

CS Mobility Contact Information

Local HR Office Mobility Guide

Suitability Assessment Report for List-based Mobility

Suitability Assessment Report for Advertisement-based Mobility

Reasonable Accommodation Declaration Form

Advertisement Based Mobility – Offer Template

Reasonable Accommodation

It is the policy of the Civil Service to seek to ensure that staff members are not disadvantaged because of their disabilities.

Making a permanent move to another position under the Scheme, before such matters are considered, could have the unintended effect of disadvantaging applicants with a disability.

If the applicant declares that that reasonable accommodation has been made or may potentially be required, it will be a matter for the Receiving Local HR to assess the requirement for reasonable accommodation in the new role.

In doing so, HR Managers will consider their obligations under the Employment Equality Acts 1998 to 2015 to provide reasonable accommodation, so that applicants with a disability can participate in and advance in their employment.

All reasonable accommodation requests will be dealt with on a case by case basis.  More information can be found on the disability page..

Every effort will be made to provide reasonable accommodation; however, a placing on a list will not be affected in the event that reasonable accommodation cannot be provided and where there is an expectation that the applicant may be accommodated at a later date.

One Learning courses

It is recommended that staff members interested in mobility, or those who have since moved through the scheme and are finding the transition challenging,  consider registering their interest in attending the following One Learning courses;

  • Change Awareness
  • Building Resilience

These courses can assist you with preparing for and understanding the human elements of change and also to identify tools and techniques to help build your resilience.

Acknowledgements

The Mobility Policy team would like to thank the following for all their help in developing the scheme:

The CSMB Sponsors

The CSMB

Civil Service HR and ICT Lead, DPER

HR Personnel Officer Working Group

HR Practitioner Working Group

Local Office Managers

The Central Mobility team and ICT Lead in HR Shared Service, NSSO

Civil Service Renewal Programme Management Office, DPER

The Public Appointments Service

Ordnance Survey Ireland

The system developers

Representatives from Fórsa.

Representatives from AHCPS

 

 

Attachments

  • CO Role Description

    Job Description

    Download
  • EO Role Description

    Job Description

    Download
  • Administrative Officer job description

    Download
  • Higher Executive Officer job description

    Download
  • Mobility Feedback

    Feedback from staff who have moved through Mobility

    Download
  • Clerical Officer

    Terms and Conditions

    Download
  • Download
  • Executive Officer

    Terms and Conditions

    Download
  • Terms and Conditions - HEO

    Download
  • Local HR Office Mobility Guide

    Download
  • Circular 02-2021 HEO AO P2A

    Download
  • List of Organisations per Zone

    Download
  • Protocol on Principal Officer Mobility

    Details of how the programme will operate

    Download
  • List-of-organisations-per-zone

    Download
  • FAQs - Civil Service Mobility scheme January 2021

    Download
  • Suitability Assessment Report for List-based Mobility

    Download
  • Reasonable Accommodation Declaration Form

    Download
  • Suitability Assessment Report for Advertisement-based Mobility

    Download
  • Advertisement Based Mobility - Offer Template

    Download
  • CO Terms and Conditions

    Download
  • EO Terms and Conditions

    Download
  • CO Terms and Conditions

    Download
  • EO Terms and Conditions

    Download
  • Local HR Office Mobility Guide

    Download
  • CO Terms and Conditions

    Download
  • EO Terms and Conditions

    Download
  • Local HR Office Mobility Guide

    Download
  • FAQs

    Download
  • Process for Non-HRMS applications

    Download
  • Circular 17-2020 AP Mobility

    Download
  • Terms and Conditions

    Download
  • Terms and Conditions

    Download
  • Terms and Conditions

    Download
  • List of organisations per zone

    Download
  • CS Mobility Contact Information

    Download