Senior executive service profile management guideline

1. Purpose

1. The purpose of this guideline is to provide guidance to chief executives on the requirements for the management of their senior executive roles.

2. Commencement

2. Effective from 1 July 2024.

3. Legislation provisions

3. Sections 9, 10, 177, and 249 of the Public Sector Act 2022.

4. Application

4. Public service entities (referred to as entity or entities) as provided for under section 9 of the the Act.

5. Principles

5. Public service entities should always endeavour to deliver on government priorities and the objectives of their strategic plan using their existing SES numbers and classification levels.
6. When seeking an increase in SES profile, public service entities must continue to manage their SES employment arrangements with a highly disciplined approach to actively manage the size of the SES profile.
7. As a first step, agencies should review functions and activities to prioritise essential work and stop or pause functions that are no longer fit for purpose. This should include identifying existing roles within their SES profile that could undertake the new work.
8. All new functions must have a clear link to a government priority or initiative.
9. Increases to SES numbers will only be approved in justifiable circumstances taking into account one or a combination of the following factors:
   1. whether the entity been given responsibility for additional significant responsibilities or programs of work
   2. whether an existing program of work has significantly increased in terms of size or complexity
   3. whether an existing program of work significantly increased in terms of government priorities or importance
   4. whether additional funding has been approved or can be appropriated within the entity’s current allocation.
   5. whether existing SES numbers are no longer fit for purpose to the extent that they pose a significant and unacceptable risk to the operations of the entity, the delivery of government priorities or the entity’s strategic plan.

6. Change to senior executive numbers and/or classification levels – Public Sector Governance Council (the Council) approval required

6. Under section 249 of the Act the Council may approve changes in the number of senior executive roles or a change in the senior executive service (SES) classification level within an entity.
7. Entities must submit a request via the Executive Leadership Information System (ELIS) to the Public Sector Commissioner (the Commissioner). The request must:
   1. Include a business case that:
      • addresses the above principles
      • includes a relativity statement to similar senior executive roles in other entities
      • identifies a clear link to a government priority or initiative and the impact on service delivery or risk
      • demonstrates that the function can’t be managed within the agency’s existing structure
      • outlines how the role will be funded (e.g., cost neutral, special budget allocation, Cabinet or CBRC approval)
      • outlines how the net impact will be managed (e.g., Cabinet or CBRC approval, abolition of a current fixed term role or offset against an existing SES role either now or soon)
      • outlines how the potential flow-on effects to the work value of other roles (e.g., above, below or at level roles in the entity) has been considered and addressed
      • explains the consequences should the request not be supported
      • provides advice the entity chief executive supports the proposal.
   2. include a job evaluation report (and role description) on proposed senior executive role(s)
   3. include an organisational chart depicting the changes.
8. Subject to the Commissioner’s review, the proposal will be submitted to the Council for consideration
9. The Commissioner will notify the entity of the Council’s decision on the request.

7. Significant change to the role – where Commissioner approval is required

7. The Commissioner’s approval must be obtained for changes to the designation of senior executive roles where the responsibilities of the role change significantly, and/or the responsibility of multiple roles change, generally as a result of a review where functions are being moved, and there is:
   1. no change to the number of approved senior executive roles
   2. no change to the SES classification level of the role. For example:
      • when a division is reviewed, and the responsibilities of multiple roles change as a result of functions being redistributed, without changing the number or classification level of the roles following work value assessments.
      • a significant change in the responsibilities of a role e.g., Executive Director, Information Technology to Executive Director, Cyber Security and the classification level of the role, following a work value assessment, does not change.
8. Entities must submit a request to the Commissioner for the redesignation via ELIS. The request must include:
   1. a rationale for the proposal (e.g. new government or budget initiative, whole of government program, direct service delivery, benefits to government or community, outcome of a review)
   2. relativity statement to similar senior executive roles in other entities
   3. flow-on effects to the work value of other roles (e.g. above, below or at level roles in the entity)
   4. copy of a job evaluation report (and role description) for the senior executive role(s)
   5. an organisational chart depicting the changes and
   6. advice the entity chief executive supports the proposal.
9. If the Commissioner endorses the request, the entity must update the record/s in ELIS.

8. Minimal change to the role – entity chief executive approval required

8. An entity chief executive may endorse changes to the designation of a senior executive role where there is:
   1. no change to the number of approved senior executive roles
   2. no change to the SES classification level of the role. For example:
      • a work value assessment changes the work value range of the role within the classification level.
   3. no significant change to the role. For example:
      • a change in the role designation that has minimal or no change to the responsibilities of the role
9. If the redesignation is endorsed by the entity chief executive, the entity must update the record in ELIS.
10. This action officially notifies the Commissioner and enables reporting to the Council.

Unless otherwise provided, the terms in this guideline have the meaning prescribed in the Act.

Classification level means a SES band (that is, either SES 2, SES 3, or SES 4) irrespective of whether the work value range is “low” or “high”.

Executive Leadership Information System (ELIS) is used to record, track and report on the SES profile across the sector. For access, please contact sesteam@psc.qld.gov.au.

Public service entity is a department or entity mentioned in Schedule 1 of the Act.

Senior executive profile includes senior executive roles and fixed term roles where the officer is remunerated equivalent to a senior executive service officer.

Senior executive role is an SES role approved by the Public Sector Governance Council.

Senior executive service (SES) employed under section 188 of the Act.

Designation includes title, branch, division, and location.