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Mobility

Update on Mobility Scheme – 29th July 2021

Phase 2B which facilities advertisement-based Mobility for HEO and AO (including 3rd Secretary) grades for positions which require qualifications or more specialist expertise went live on 16th July 2021.

Advertisements for positions in these grades are posted directly to the HRSS self-service system by recruiting HR units in the Civil Service.

Staff members can register their interest and/or can view all active advertisements through the HRSS self-service.

See registration process at 4. HEO and AO Mobility below.

The following categories are included in the Advertisement based mobility scheme:

TABLE

Phase 2B concludes Mobility for all general service grades (CO – PO).

Scoping has now commenced on a Mobility scheme for Professional and Technical grades

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. Note: Notifications do not issue to email addresses recorded under ‘other’.

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 with the offer stage live since 8th June 2021. This facilitates the general Civil Service grades of Higher Executive Officer (HEO) and Administrative Officer (AO) (including Third Secretary grade in Department of Foreign Affairs) for list-based Mobility.

Phase 2B: This includes the general Civil Service grades of HEO and AO (including Third Secretary grade in Department of Foreign Affairs) 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).  This phase went live on 16th July 2021.

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 currently included and consideration will be given to mobility for these grades in the near future.

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 Learning and Development 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 placed ‘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 pre-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 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. (View Mobility Map on this site for information per building.)
  • In general moves will be facilitated within 20 working days of acceptance of formal offer.
  • Pay rates/allowances for performance of particular duties will not carry unless the new role includes the same conditions.
  • Please check the Role Descriptions for organisations as this will help to inform your selection choice (see Role Descriptions under your current grade 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 CS Mobility contact information 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 (HEO, AO, 3rd Secretary, 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.

‘Need to know’

  • 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 per building.)
  • In general moves will be facilitated within 20 working days of 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

CO Téarmaí agus Coinníollacha

EO Terms and Conditions

EO Téarmaí agus Coinníollacha

CO Role Description

EO Role Description

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 concurrent with a strategic project/placement).

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

List-Based Mobility for the grades of HEO and AO went live for offers on 8th June 2021.

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 concurrent with a strategic project/placement).

Advertisement-Based Mobility for positions which require qualifications or more specialist expertise went live on 16th July 2021. The following categories are included in the scheme:

Administrative Officer

Category Description
AUDITOR/INVESTIGATOR Internal audit – operations and systems
Investigate breaches of regulatory legislation – Data Protection; Money Laundering
IR / HR Business Partner / Strategic HR
Employee Relations / Industrial Relations
ICT Systems Analyst, Software Development / Support / Cyber Security
LEGAL/POLICY/RESEARCH Legal Research – Conducting legal research to support the legislative process
FINANCE (PAYROLL/PENSIONS) Payroll, Pensions, Accounts, preparation of annual Appropriation Account
BUSINESS/FINANCE Policy analysis / research/development
IGEES Policy Evaluation / Data Analysis / Economics

Higher Executive Officer

Category Description
AUDITOR/INVESTIGATOR Internal audit – operations and systems
Investigate breaches of regulatory legislation – Data Protection; Money Laundering
COURT REGISTRAR Handling sensitive Court cases
EMPLOYEE ASSISTANCE Wellbeing / Support Service
IR / HR Business Partner / Strategic HR
ICT Systems Analyst, Software Development / Support / Cyber Security
LEGAL/POLICY/RESEARCH Legal Research – Conducting legal research to support the legislative process
FINANCE (PAYROLL/PENSIONS) Payroll, Pensions, Accounts, preparation of annual Appropriation Account

HEO Terms and Conditions

HEO Téarmaí agus Coinníollacha

AO Terms and Conditions

AO Téarmaí agus Coinníollacha

HEO Terms and Conditions – Advertisement based

HEO Téarmaí agus Coinníollacha – Advertisement Based

AO Terms and Conditions –  Advertisement-based Mobility

AO Téarmaí agus Coinníollacha – Advertisement Based

IGEES AO Mobility Protocol

HEO Role Description

AO Role Description

Circular 02-2021 HEO AO P2A

Circular 15-2021 Phase 2B of the CS Mobility Scheme

Registration process – Phase 2B

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 concurrent with a strategic project/placement).

Registration process

Terms and Conditions

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 concurrent with a strategic project/placement).

Registration process

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.

FAQs

Frequently asked Questions about Civil Service Mobility

FAQs

How to Apply – List and Advertisement-based Mobility

List Based Mobility

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

Process for Non-HRMS applications

Process for Non-HRMS applications

Advertisement Based Mobility

Advertisements for mobility positions in AP and PO grades will be posted directly to the HRSS self-service system by recruiting HR units in the Civil Service.

All active advertisements will be available to view through the HRSS self-service, and officers can also sign up to receive notifications when a new posting is made in their grade.

It will be possible to register on the system to receive automatic notifications when a new advertisement is posted.

See Registration Process for your current grade above.

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.

Important Documents

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 diversity and equality 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.