Managing Unsatisfactory Performance for Admin Staff

Question 1

Who should allegations of serious misconduct for Admin staff be refereed to

Answer 1

Administrative Officer Conduct Unit to consider commencing disciplinary action in accordance with the Government Sector Employment Act, 2013 and the Administrative Officer Disciplinary Policy and Guidelines.

Question 2

What Reviewable Action can be taken against Admin Staff

Answer 2

1. Terminate the employment (after being given the chance to resign)
2. Reduce level of pay
3. Reduce grade/classification
4. Assign to a different role/job

Question 3

Who is the principle delegate for permanent & Temp admin employees?

Answer 3

Director , Investigations & Field Services PSC, also known as the Delegate.

Question 4

What are the two types of Action that can be taken against under performing Admin Staff

Answer 4

Reviewable Action - Sect 68(2) GSE Act 2013

Formal Councelling

Question 5

When can Reviewable Action against admin staff be considered

Answer 5

Reviewable action can only be instigated by the Delegate, and only where, despite the assistance provided in a Performance Improvement Plan, the relevant employee has failed to reach and maintain a satisfactory level of performance after being given a reasonable opportunity to do so.

Question 6

What must a Commander consider whilst managing unsatisfactory performsing admin staff

Answer 6

• the identification and consideration of conflicts of interest
• affording employees procedural fairness
• maintaining confidentiality throughout the process.

Question 7

When dealing with Admin Staff what is Early Intervention

Answer 7

• bring the issue/s to the attention of the employee as soon as possible,
• ascertain why their performance may have declined, and then,
• clarify the expected performance standards in an attempt to rectify the unsatisfactory performance.
• Follow up with an email confirming issues and steps to address the matter.

Question 8

Where should Early Intervention conversations be recorded (Admin Staff)

Answer 8

Briefly noted on CMS NOT “P” File

Question 9

When should formal counselling be used for admin staff

Answer 9

When early intervention has failed

Question 10

Prior to conducting Formal Counselling or A Performance Improvement Plan of admin staff who must be informed

Answer 10

Administrative Officer Conduct Unit PSC

Question 11

Prior to organising a Formal Counselling session what must you do, apart from notifying the Admin officer Conduct Unit PSC

Answer 11

Give written notice 3 working days prior to the session, this can be waved by the employee.

Question 12

What information should the written notice to conduct Formal Counselling of Admin Staff include

Answer 12

Time, Date & Location of the meeting
Name of who will be present
Entitled to have support person present
issues to be discussed
Advise if reviewable action is being considered.
the JSR & the Management of staff guidelines.

Question 13

If a ADMIN staff objects to attend a Formal Counselling session or being placed on a PIP what should you do?

Answer 13

plan should go ahead, and the employee advised that he/she may lodge a grievance with his/her commander in accordance with the NSWPF Internal Grievance Procedures if they wish.

Question 14

How long can a PIP for admin staff be in place

Answer 14

3 months but no longer than 6 months. Can be wrapped up earlier if goal achieved.

Question 15

During a PIP for Admin Staff how often should the employee and supervisor meet

Answer 15

At least fortnightly. the Review form is to be supplied to the employee, commander and Administrative Officer Conduct Unit PSC.

Question 16

If the ADMIN staff fails the PIP what is the next step

Answer 16

1. continuation of the PIP if it is felt it may be successful
2. Referral to the Administrative Officer Conduct Unit PSC.

Question 17

If after failing a PIP and you decide to refer to the Administrative Officer Conduct Unit PSC what must you inform the employee.

Answer 17

Must inform in writing
details of the unsatisfactory performance
 notification that the unsatisfactory performance may lead to reviewable action under section 68(2) of the Act and an explanation of what that means
 a summary of the process taken to date
 advice that the relevant employee may respond within 14 days to the commanders/managers opinion that their performance remains unsatisfactory and the action being considered
 advice that any such response will be considered by the commander/manager in deciding whether or not to refer the matter to PSC.

Question 18

Once a responce has been received from a ADMIN staff you are considering referring to the Administrative Officer Conduct Unit PSC for failing a PIP, what action can you take

Answer 18

Take No Action
Extend the PIP
Send to the “Delegate” for consideration of reviewable action under Section 62 GSE Act 2013.
Tell Employee what action you are taking

Question 19

When referring matters to the “Delegate” for reviewable Action (Admin staff) what information must you include

Answer 19

 a copy of all letters, correspondence and diary notes
 any chronology log
 a copy of all email correspondence with the relevant employee
 the Performance Improvement Plan
 minutes of all meetings and reviews conducted
 Awards received by the employee/complimentary remarks/good work history.
Recommendation of the Commander.

Question 20

If an Admin Staff officer is on a PIP can they be transferred to anther LAC/Business Unit

Answer 20

Not unless both Commanders Agree and the plan should continue until PIP has been met.

Question 21

What action can the “Delegate” take when considering reviewable action against Admin Staff

Answer 21

 implement further remedial action;
 take action pursuant to section 68(2) of the GSE Act 2013 (demote, transfer, dismiss etc); or
 take no further action

Question 22

If the “Delegate” decides on taking reviewable action under Sect 68(2) of the GSE Act what must the Delegate do?

Answer 22

advise employee in writing of outcome/punishment

past remedial action taken to address issues.

Question 23

When advised by the delegate that reviewable action is pending what right does the Admin staff have?

Answer 23

Employee has 14 days to respond to provide further information
May request a meeting (with Support person) with the Delegate (within 5 days of notice of intent of 68(2) action)
Support person may speak on employee’s behalf but can not cross examine the delegate.

Question 24

Once a final decision has been made by the Delegate as to future of ADMIN staff, what is the process.

Answer 24

Employee/Commander advised in writing of outcome and steps to be taken to implement action.
All paperwork retained by Administrative Officer Conduct Unit, PSC.
Final decision Notice to be placed on officers Personal (P) File.