Management of human resources

The department's human resources management focused on deploying and equipping staff to support the Government's decision to more closely align its development, foreign policy and trade objectives. The department also continued to manage its staff flexibly and effectively in response to emerging policy priorities and to assist Australians overseas.

We streamlined processes to deploy staff quickly and effectively to meet changing business needs and match resources to newly integrated structures. We introduced a new web-based internal placements process and a combined bulk posting round covering the full range of the department's functions.

The department began a comprehensive staff profile review in early 2014 to take advantage of efficiencies from integration and in anticipation of expected budget cuts. The review concluded that a reduction of 500 staff would enable the department to deliver the Government's priorities in foreign affairs, trade and development, while achieving the required savings from integration, the aid budget reductions and more efficient delivery of the aid program.

The department managed a voluntary redundancy program across the integrated department. As at 30 June 2014, 254 formal offers of voluntary redundancy to non-SES staff had been accepted as had all 18 offers to SES staff.

In Canberra, the department seconded staff to the Department of the Prime Minister and Cabinet to support Australia's G20 presidency in 2014 and contributed to whole-of-government efforts to counter people smuggling through secondments to the multi-agency Operation Sovereign Borders Joint Agency Taskforce. We also established a New Colombo Plan Secretariat.

The department increased staff in the economic and trade divisions to support the Government's economic diplomacy agenda and continued secondment programs with the Business Council of Australia and Treasury. Additional staff were deployed to progress a range of free trade agreements.

The department responded quickly to operational needs overseas. We deployed staff on short-term missions to help overseas posts manage one-off events and crises, including Anzac Day commemorations in Gallipoli and France, the World Cup in Brazil and humanitarian responses in the Philippines. We seconded staff to assist the Government of Myanmar as ASEAN and East Asia Summit Chair in 2014, the Indonesian Ministry of Foreign Affairs as APEC host in 2013 and the UN Secretariat Department of Political Affairs.

Workforce planning, staff mobility and retention

The department remained committed to enhancing its workforce planning capability, including in line with the APSC's Capability Review recommendations. We established a new HR section to develop a comprehensive four-year workforce plan. The plan outlines strategies to ensure the department's workforce capabilities can meet policy, program management, service delivery and corporate priorities.

The workforce plan also focuses on developing and maintaining a talented workforce of highly mobile generalists, subject matter experts, and specialists. The plan will build on the efforts undertaken in 2013–14 to attract and retain specialist policy and program staff to deliver on the Government's re-focused aid program.

Recruitment

The department completed 16 non-SES bulk recruitment rounds (including graduate recruitment) and 29 non-SES specialist rounds. No SES selection processes were completed. External recruitment after 31 October 2013 was limited to filling positions requiring specialist skills not available from existing staff in the department.

The 2015 graduate recruitment program attracted 2373 applicants for the policy graduate intake and 421 applicants for the corporate graduate intake.

Workplace diversity

In line with APS-wide diversity objectives, the department continued to support flexible working arrangements, including access to flex/time off in lieu, permanent part-time work arrangements and teleworking (home-based work). The volunteer-run DFAT Families Network hosted a seminar series to assist staff with balancing career and family commitments. The network also provided resources and advice to staff on managing the challenges of taking up, and returning from, overseas postings.

We held a number of major diversity-focussed events in Australia and overseas reinforcing our commitment to diversity objectives—NAIDOC week in July 2013; International Day of People with Disability in December 2013; International Women's Day in March 2014; and National Reconciliation Week in May 2014.

In line with the department's commitment to an inclusive workforce reflective of the Australian community, we encouraged the work of a number of staff network groups. Staff network groups for Indigenous employees and staff with disability were active in providing advice to the departmental Indigenous and disability champions. The champions worked to raise awareness of diversity issues at senior levels within the department and monitored the delivery of departmental initiatives to support diversity. We welcomed the establishment of the Lesbian, Gay, Bisexual, Transgender and Intersex Network in January 2014.

Diversity training focused on providing staff with skills to adequately foster inclusive workplace practices and on maximising contributions of employees from diverse backgrounds. This included harnessing the benefits of the over 730 staff across service delivery, policy and corporate areas with working-level proficiency in one or more of 38 foreign languages.

Indigenous employment

In delivering commitments under the Reconciliation Action Plan (RAP) 2011–2015, we provided Aboriginal and Torres Strait Islander cultural awareness training to 140 officers, including all 2014 graduates and all Darwin state office staff.

We promoted events during National Reconciliation Week to enhance staff awareness of the history and meaning of reconciliation. Mr Fred Chaney AO, Senior Australian of the Year 2014, addressed staff and members of the Diplomatic Corps on the progress of reconciliation in Australia.

The department conducted a staff survey to gauge levels of awareness of Indigenous peoples, culture and contemporary issues. The survey revealed valuable information to assist in developing a new RAP by the end of 2015.

We celebrated NAIDOC Week with a range of cultural activities, performances and workshops in Australia and at overseas posts. A concert featuring emerging Indigenous musicians Sue Ray, Marcus Corowa and Jess Beck with the Pirra Trio was a highlight.

In 2013–14, three staff were seconded to Jawun for six-week placements within Indigenous communities in North East Arnhem Land, Central Coast and Cape York. Two officers participated in Indigenous Community Volunteers (ICV) community-led projects with the Kimberley Land Council in Broome. The department enhanced its commitment to engagement with Indigenous communities by agreeing to five future staff secondments to the Jawun program and two ICV secondments.

The department contributed to the ‘Closing the Gap’ strategy and cemented relationships with tertiary education institutions through the awarding of four $5000 scholarships. Two students studied at the Gummurri Centre in Griffith University, and two undertook the Foundation Course through the Ngunnawal Centre at the University of Canberra. We used our membership with Supply Nation to procure Indigenous services, including consultants, multi-media companies and cultural performers.

The department continued to recruit Indigenous Australians through the APS Pathways Program and through the use of special measures positions within the broader graduate program. The graduate program was advertised online in the Koori Mail, the National Indigenous Times and at www.OurMob.com.au. In seeking to attract Indigenous talent, the department initiated a promotional video highlighting the diverse career opportunities within the department.

We promoted career development of Indigenous staff through the International Skills Development Program. Opportunities included participation in the UN Permanent Forum on Indigenous Issues as part of the Australian delegation; a six-week internship at our permanent mission in New York; and a two-week placement in Wellington. These opportunities provided staff valuable experience and insight into the nature of work at our overseas posts.

Graduates with departmental colleagues at the 2013 APSC Graduation for Indigenous Graduates, Cadets and Trainees, Canberra, 12 December 2013. Left to right: Tanya Bennett, Alicia Smith, Lindsey Sanger, Kyara Simpson, Lakeisha Finn and Sharon Burke. [APS Commission]

Disability employment

On 31 May 2014, the department had 52 employees (representing 1.3 per cent of its A-based employees) who disclosed a disability, although internal surveys suggest the actual number is considerably higher. In line with the department's ongoing commitment to support employment and career progression for people with a disability, we appointed a senior SES officer as Disability Champion. The champion promoted greater visibility and awareness of the needs of employees with disability including through advocacy of disability policies and resources across the department. We reviewed arrangements for staff with mobility permits to ensure access to appropriate parking.

On 30 April 2014, the department launched a Reasonable Adjustment policy, which provides guidelines on reasonable adjustments to be made in the workplace to allow officers with a disability to access and perform the inherent requirements of their job. We used the services available under the Department of Employment's Job Access scheme to meet the needs of staff with a disability. The Workplace Diversity Manager and Workplace Health and Safety Section were active in assisting staff with disability to transition to new worksites and meeting reasonable adjustment requirements. We held disability awareness training for managers and on International Day of People with Disability we promoted the achievements and experiences of people with disability both in Australia and at our overseas posts.

In line with our commitment to staff development within the department's Disability Action Strategy 2011–2015, one staff member with a disability was selected to form part of the Australian delegation to the Conference of States Parties to the Convention on the Rights of Persons with Disabilities. We also supported the APS RecruitAbility scheme through the graduate program, allowing applicants with disability to experience all aspects of our selection processes.

Disability reporting mechanisms

Details about disability reporting under the National Disability Strategy are available at www.dss.gov.au. Information regarding other disability reporting mechanisms is available through the APSC's State of the Service Report and the APS Statistical Bulletin, at www.apsc.gov.au.

Learning and development

The department is committed to the professional development needs of staff.

Throughout the year, we focused on leadership and management programs. The Executive Training and Development Program enabled staff to attend courses through the Australia New Zealand School of Government; National Security College; Australian Public Service Commission; Melbourne Business School; SAID Business School University of Oxford; Centre for Public Management; Harvard Kennedy School Boston; Centre for Executive Education University of California Berkeley; and Australian Graduate School of Management.

Following integration we provided courses and workshops to support the transition and deal effectively with change. In the initial three-month period a total of 344 staff participated in these change courses in Canberra and at post.

We responded to the 2013 APSC Capability Review which recognised the increasingly important role of locally engaged staff and their training needs. In 2014 we held four workshops for locally engaged staff in Kuala Lumpur, Shanghai, Manila and Lima.

We continued our emphasis on digital learning across the department and were recognised for our efforts, winning two top awards at the LearnX Impact Awards 2014.

Trainee programs

In February 2014, 36 policy graduates and six corporate graduates commenced the department's two-year graduate training program. The program provides policy graduates with placements in bilateral, trade, multilateral, development and corporate policy areas. Corporate graduates are encouraged to complete business management and/or accounting qualifications in addition to placements within the department in a range of corporate policy roles.

Graduates receive a mix of academic and professional skills training and in 2013–14 the department broadened courses offered to include development policy and programs; critical thinking; negotiation of international trade agreements; and a course on developing a ‘world view’.

As part of a junior networking and outreach initiative, twenty international participants joined graduate trainees for two months for the core training period. Junior diplomats were drawn from Africa, the Middle East, the Caribbean, Asia and the Pacific, with funding provided though the Australian Leadership Awards Fellowships and the Australia–Malaysia Institute.

The department continued its two-year Administrative Officer Development Program to develop skilled officers at the APS4 to EL1 levels to fill administrative positions at overseas posts. We provided six new administrative trainees with six to eight rotations in key corporate areas, as well as short-term placements in overseas missions and state and territory offices.

2011–12 Administrative Development Program participants complete the two-year program, Canberra, 20 November 2013. Left to right: Genevieve Holley, Michael Lyons, David Braddick, Janine McLennan and Kathryn Stacey. [AUSPIC/Howard Moffat]

Three Indigenous tertiary students were employed in 2013–14 through the Indigenous Cadetship Program. This program assists promising Indigenous tertiary students gain relevant work experience while completing their studies. In February 2014, two cadets completed their studies and were subsequently recruited to the department under the 2014 APSC Pathways graduate program. One Indigenous graduate was also recruited under APS Special Measures provisions.

In March 2014 two new staff joined the department under the Indigenous Traineeship Program. The 15-month program provides skills development in a range of corporate areas as well as the opportunity to gain a Certificate IV in Government. Two Indigenous trainees recruited in 2013 successfully completed the program in May 2014. One trainee undertook an internship in New York to assist with the UN Permanent Forum on Indigenous Issues.

We supported ICT graduates, apprentices and cadets through whole-of-government entry level recruitment programs. Two ICT tertiary graduates completed their programs while two ICT apprentices and one ICT cadet continued their combined study and work programs.

The department recruited one ICT tertiary graduate and two ICT cadets in January 2014 to take up work placements in the Information Management and Technology Division, covering infrastructure support, project management, applications, and web support and development. The graduates complete an 11-month APSC Graduate Development Program incorporating a Diploma in Government. In line with whole-of-government objectives, ICT graduates collaborate with graduates from other agencies on a major project, which they present to a panel of SES officers.

Studies assistance

The department supports the professional development of staff through relevant tertiary study. In 2013–14 study assistance in the form of financial support and leave was approved for 236 employees. The department supported staff studying in the disciplines of arts, business, crisis management, development studies, economics, environmental studies, evaluation, information technology, international relations, law, policy and strategic studies.

Language training

The department encouraged a high level of language ability in staff posted overseas, including through our 179 language-designated positions. We provided training in 27 priority foreign languages, aligning with Australia's foreign, trade and development priorities. In 2013–14, 157 staff undertook long-term language training in Australia and overseas and a further 89 staff undertook short-term survival language training.

Staff are encouraged to maintain their language proficiencies through language allowances, immersion classes and lunchtime discussion classes. Additional support is provided to staff through the Rosetta Stone eLearning application.

Performance management

The department's performance management processes are structured to deliver an effective and productive workplace.

The 2013–14 performance management cycle ran over the twelve months to 31 March 2014. Employees received informal performance feedback throughout the cycle, a formal mid-term appraisal and an end-of-cycle performance review. SES employees participated in the performance management system but were not eligible to receive a performance bonus. The performance system:

• provides employees with a clear understanding of their role and what is expected;
• provides incentives for improved performance including salary advancement or a performance bonus payment;
• links individual performance to expected work-level standards; and
• identifies staff career development and training needs.

Former AusAID and Climate Change employees participated in the performance cycle from 30 January 2014.

Locally engaged staff

The department's performance at overseas posts is significantly enhanced by locally engaged staff (LES). The department acknowledges the professional support and significant contribution made by these staff to the advancement and protection of Australia's interests overseas. LES play an important role across a diverse range of responsibilities, including political/economic reporting, public diplomacy, corporate management, and the delivery of consular and passport services to Australian citizens.

Under the Prime Minister's Directive: Guidelines for the Management of the Australian Government Presence Overseas, the department manages the appointment, termination, salary and conditions of service of all LES, except those engaged by Austrade. This is done in accordance with contemporary Commonwealth management principles, local labour and other relevant laws and good employer practice.

In 2013–14, the department was the legal employer of 4077 LES, 1633 of whom were employed on behalf of other government agencies. On 1 November 2013, the department became the legal employer of 635 LES who had been formally employed by AusAID. The alignment of the terms and conditions of employment for the integrated locally engaged staff workforce was a key priority. By 30 June 2014, 40 of 42 posts had completed a review of the terms and conditions.

LES staff in Samoa, (left to right): Vena Liz-Upton, Azaria Lesa Ah Kau, Asenati Tuiletufuga and Ana Hall, mark the beginning of the newly integrated department, Apia, 1 November 2013. [DFAT]

Workplace arrangements

Most non-SES employees integrated into the department were transferred to the DFAT Enterprise Agreement 2011–14 (EA) on 30 January 2014. Tourism employees were transferred on 13 February. Transitional arrangements covered some of the terms and conditions applying to former AusAID employees until 30 June 2014. (See Appendix 2.)

The EA nominally expired on 30 June 2014 but will continue until replaced by a new agreement. The agreement promoted a strong performance-based culture, operational efficiencies, and a positive working environment focused on training and career development.

Remuneration of senior executives

SES terms of employment are determined by the Secretary under Section 24(1) of the Public Service Act 1999. All SES employees integrated into the department were transferred to DFAT SES conditions of service by way of Section 24(1) agency determinations; former AusAID SES on 30 January 2014 and former Climate Change SES on 13 February 2014. Executive remuneration is set out in Note 13 of the financial statements.

Staff welfare

The Medical Unit continued to support six clinics in Port Moresby, Dili, Jakarta, Rangoon, Vientiane and Phnom Penh. During 2013–14 there were 112 medical evacuations. The department provided 1252 staff with a flu vaccination in Canberra, with programs also rolled out at state and territory offices and at posts.

The Staff and Family Support Office (SFO) provided more than 1200 management and counselling consultations. Staff counsellors visited 55 posts (including four state offices) and responded to critical incidents in Nairobi (Westgate Mall attack), Vientiane and Bangkok (Pakse aircraft accident) and Manila (widespread flooding). The Family Liaison Officer supported staff and families in relation to the overseas posting cycle and fostered the network of community liaison officers.

The SFO conducted nearly 200 training sessions with over 2800 participants covering change management, supporting distressed and difficult clients, adapting to life at post, the cross-cultural workplace and stress management. The SFO provided mental health screening for high-threat posts, wellbeing checks for staff, oversight of the Employee Assistance Program, and pre-posting and return-to-Australia briefings. Support to managers included advice on performance management issues, the management of change, and mental health matters.

Staff surveys

In 2013–14 the department initiated a program of pulse surveys to seek feedback from staff and monitor staff wellbeing. This was particularly important during the integration of staff from AusAID and Climate Change agencies.

A total of 4190 staff participated in the first pulse survey held from 24 February to 5 March 2014—a 65 per cent response rate. The survey provided staff views on their experiences of the management of large-scale workplace change. Following the survey divisions prepared action plans to further embed strong communication practices and leadership across the organisation. Work being undertaken in the Capability Action Plan also responds to themes raised in the staff survey. The next pulse survey is scheduled for late 2014.

Workplace health and safety

The department's workplace health and safety arrangements, provided in accordance with Schedule 2, Part 4 of the Work Health and Safety Act (Cth) 2011, are reported in Appendix 8.