DFAT Annual Report 2003-2004 : Appendix 2 Staffing overview

Staffing overview

Note: All figures in tables 16–24 include staff in transit to and from post as well as staff temporarily seconded to other agencies.

Table 16. Employees by classification, gender and location (excluding locally engaged employees overseas)
Classification*	Canberra	State Offices	Overseas	Canberra	State Offices	Overseas	30 June 2004	30 June 2003
Classification*	Female			Male		Total Staff		Total Staff
APS Level 1	0	14	0	0	6	0	20	7
APS Level 2	28	50	1	13	14	2	108	94
APS Level 3	42	54	3	12	13	3	127	129
APS Level 4	64	22	31	49	4	22	192	206
APS Level 5	65	36	27	38	12	11	189	172
APS Level 6	78	2	53	86	10	43	272	289
Exec. Level 1	110	6	35	199	6	74	430	417
Exec. Level 2	45	2	29	94	3	81	254	245
Non SES Unattached†	65	0	0	51	0	0	116	123
SES Band 1	15	0	11	36	0	35	97	92
SES Band 2	5	0	5	17	0	23	50	52
SES Band 3	1	0	1	3	0	10	15	15
SES (Spec.) Band 1	0	0	0	1	0	0	1	1
SES (Spec.) Band 2	1	0	0	0	0	0	1	1
SES Unattached†	3	0	0	10	0	0	13	13
Director of Safeguards††	0	0	0	1	0	0	1	1
Secretary	0	0	0	1	0	0	1	1
Cadet	2	0	0	4	0	0	6	6
Graduate APS	31	0	0	19	0	0	50	52
Medical Officer Cl. 2	0	0	1	0	0	5	6	6
Medical Officer Cl. 4	0	0	0	1	0	0	1	1
Total	555	186	197	635	68	309	1950	1923

* Broadband classifications applicable to APS1-6, Exec Levels 1-2, cadets and graduates are identified at Table 24 on page 347.

† Includes staff on leave without pay, long service leave, seconded to other agencies and staff covered by the Members of Parliament (Staff) Act.

†† Director of Safeguards, a statutory officer responsible to the Minister for Foreign Affairs, occupies the position of Director-General of the Australian Safeguards and Non-Proliferation Office.

Table 17. Ongoing and non-ongoing employees (excluding locally engaged employees overseas), full-time and part-time
Ongoing employees		Non-ongoing employees		Total	Total
Full-time	Part-time	Full-time	Part-time	30 June 2004	30 June 2003
1 720	97	107	26	1 950	1 923

Table 18. Employees by categories of employment (as defined under sections 22 and 74 of the ***Public Service Act 1999***)
Category	Female	Male	Total 30 June 2004	Total 30 June 2003
Ongoing employees	851	966	1 817	1 828
Non-ongoing employees	87	46	133	95
Overseas employees* (locally engaged employees)	723	683	1406	1 413
Total	1 661	1 695	3 356	3 336

* Includes permanent and contract employees.

Table 19. Senior Executive Service by level and location
Category	Canberra	Overseas	Total 30 June 2004	Total 30 June 2003
SES Band 1	51	22	73	68
SES Band 2	22	5	27	26
SES Band 3	4	0	4	5
SES (Spec.) Band 1	1	0	1	1
SES (Spec.) Band 2	1	0	1	1
Director of Safeguards*	1	0	1	1
Head of Mission Band 1	0	24	24	24
Head of Mission Band 2	0	23	23	26
Head of Mission Band 3	0	11	11	10
Secretary	1	0	1	1
SES Unattached†	13	0	13	13
Total	94	85	179	176

* Director of Safeguards, a statutory officer responsible to the Minister for Foreign Affairs, occupies the position of Director-General of the Australian Safeguards and Non-Proliferation Office.

† Includes staff on leave without pay, long service leave, seconded to other agencies and staff covered by the Members of Parliament (Staff) Act.

Table 20. Senior Executive Service by gender
Category	Female	Male	Total 30 June 2004	Total 30 June 2003
SES Band 1	22	51	73	68
SES Band 2	6	21	27	26
SES Band 3	1	3	4	5
SES (Spec.) Band 1	0	1	1	1
SES (Spec.) Band 2	1	0	1	1
Director of Safeguards*	0	1	1	1
Head of Mission Band 1	4	20	24	24
Head of Mission Band 2	4	19	23	26
Head of Mission Band 3	1	10	11	10
Secretary	0	1	1	1
SES Unattached†	3	10	13	13
Total	42	137	179	176

* Director of Safeguards, a statutory officer responsible to the Minister for Foreign Affairs, occupies the position of Director-General of the Australian Safeguards and Non-Proliferation Office.

† Includes staff on leave without pay, long service leave, seconded to other agencies and covered by the Members of Parliament (Staff) Act.

Table 21. Senior Executive Service: gains and losses during the year
	Total
Commenced in the department*	14
Separated from the department	11

* Includes promotions of non-SES staff to the SES from within the department.

Table 22. Senior Executive Service: inter–agency mobility during the year*
	Band 1	Band 2	Band 3	Total
To the department	3	0	0	3
From the department	2	1	2	5

* Includes SES staff on temporary movement to or from other agencies.

Table 23. Employees by location and gender as at 30 June 2004
Location/Overseas Post Region	Australia-based:female	Australia-based: male	Australia-based: total	Locally engaged:female	Locally engaged:male	Locally engaged:total
Canberra
Subtotal	555	635	1 190	–	–	–
Overseas Post Region
North Asia	26	35	61	107	73	180
South and South-East Asia	48	80	128	197	244	441
Americas	30	42	72	92	75	167
Europe	47	75	122	191	148	339
New Zealand and the South Pacific	26	35	61	72	73	145
Middle East and Africa	20	42	62	64	70	134
Subtotal	197	309	506	723	683	1 406
State and Territory Offices
New South Wales	61	16	77	–	–	–
Northern Territory	2	2	4	–	–	–
Queensland	39	11	50	–	–	–
South Australia	12	5	17	–	–	–
Tasmania	4	2	6	–	–	–
Victoria	49	23	72	–	–	–
Western Australia	19	9	28	–	–	–
Subtotal	186	68	254	–	–	–
Total	938	1 012	1 950	723	683	1 406

Table 24. Employees covered by the Certified Agreement and AUSTRALIAN WORKPLACE AGREEMENTS as at 30 June 2004
Classification	Salary range ($)	No.	Salary range ($)	No.	Total
	Certified Agreement		AWA
APS Level 1–3 Broadband 1 (includes graduates and cadets)	30 154 – 42 080	317	n.a.	0	317
APS Level 4–5 Broadband 2	44 797 – 51 335	399	*	1	400
APS Level 6–Exec. Level 1 Broadband 3	53 485 – 74 959	756	*	5	761
Exec. Level 2 Broadband 4†	79 297 – 91 721	282	*	4	286
Medical Officers	88 598 – 111 178	6	*	1	7
Subtotal non-SES		1 760		11	1 771
SES	n.a.	0	105 191 – 190 260	178	178
Subtotal SES				178	178
Total		1 760		189	1 949††

n.a. not applicable

* Where there is a possibility that payments to individuals may be identified (ie: 5 or fewer employees at a classification level on AWAs) the salary range is not shown.

† Includes Broadband 4 staff acting in Head of Mission SES positions overseas.

†† The Secretary has not been included in this table as the relevant salary is set by Prime Ministerial Determinations and does not come under any of the above categories.

Performance pay

Performance bonuses paid during 2003–04, as shown in the following table, relate to the 2002–03 performance appraisal cycle under the department's Certified Agreement 2003–2006. Non-SES employees were entitled to be paid a bonus or (where applicable) receive a pay point movement, or in some cases a combination of both. Members of the SES continued to be eligible for performance pay in the form of bonuses only.

Performance appraisal is made on the basis of a five-point rating scale: Outstanding, Superior, Fully Effective, Effective and Unsatisfactory. Staff are initially assessed as Fully Effective, Effective or Unsatisfactory. All those who are assessed as being Fully Effective are entitled to performance rewards. Additional rewards are provided to the top 10 per cent of staff (Outstanding) and the next 20 per cent of staff (Superior) according to a comparative rating system across broadbands and work units.

Table 25. Performance bonus payments by level: 2002–03 Performance cycle
	Number	Aggregated Amount ($'000)	Average Amount ($)	Range of Payments ($)
Non-SES
APS 2	6	10	1 700	684–2 183
APS 3	95	172	1 814	532–4 840
APS 4	35	65	1 844	896–2 714
APS 5	39	89	2 293	968–3 080
APS 6	50	129	2 581	841–3 597
EL 1	71	261	3 674	1 262–4 373
EL 2	39	159	4 088	1 181–5 082
Other	1	8	7 613	7 613–7 613
Subtotal Non-SES	336	893	2 658	532–7 613
Subtotal SES (including heads of mission)	186	1 173	6 304	813–22 831
Total	522	2 066	3 958	532–22 831

Non-SES employees rated as Outstanding advanced one pay point and received a six per cent bonus or, if they were at the top of a broadband, received a 12 per cent bonus. Those rated Superior advanced one pay point or, if they were at the top of a broadband, received a six per cent bonus. Fully Effective ratings are banked and can then be combined with another Fully Effective rating in a following year to advance a pay point movement. Employees received a three per cent bonus if they were at the top of a broadband. Employees rated Effective did not receive a performance-related reward. Employees rated Unsatisfactory were subject to the underperformance provisions of the Certified Agreement.

The cash value of performance-related bonuses and pay-point movements for the 2002–03 performance cycle was $4 million (compared to $4.6 million for 2001–02). The reduction in costs is attributed to changes introduced in the June 2002 variation to the Certified Agreement 2000–2003 that removed bonus payments for employees banking performance ratings and the Certified Agreement 2003–2006 that introduced new top pay points in the EL 1 and EL 2 ranges.

SES bonuses for the 2002–03 cycle cost $1.2 million (compared with $1.1 million in 2001–02). Bonuses ranged from three per cent to 12 per cent of annual salary. Bonus payments ranged from $813 (SES Band 1 employees with a part-year three per cent bonus) to $22 831 (SES Band 3 employees with a full year 12 per cent bonus). For non-SES employees, the cost of performance bonuses and pay point movements was around $2.8 million. 663 (or 43 per cent of) non-SES employees advanced a pay point as a result of their 2002–03 performance rating.

Staff training and development

Table 26. Training days
Number of training days 2003–04
Location
Overseas posts: Australia-based staff	3 673
Overseas posts: Locally engaged staff	8 282
State offices	231
Divisions	7 031
Language training	8 703
Graduate training	1 907
Total number of training days	29 827
Average days of training per employee	8.9

Table 27. Training costs
Amount ($) 2003–04
Location
Overseas posts: Australia-based staff	614 581
Overseas posts: Locally engaged staff	1 112 982
State offices	31 550
Divisions	455 241
Training, Development & Performance Management Section*	779 721
Language Training†	2 435 713
Information Technology Training	183 000
Total expenditure	5 612 788
Percentage of expenditure on training of total salary costs	3.0

* Includes training in management/leadership, finance, and professional skills training, but does not include specialist training provided by divisions such as consular, trade policy and human rights.

† Includes language training both in Australia and in-country where paid for by the department's Training, Development and Performance Management Section, but does not include language training paid for by posts.

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