The Role of the Permanent Secretary

The following is a listing of the generic duties of a Permanent Secretary:

1. To provide support and advice to the Minister, among other things by:

• Anticipating issues in the House of Representatives or the media

• Managing current issues and problems, keeping the Minister fully informed

• Providing advice

• Generating ideas to support the Minister’s agenda

• Encouraging a climate in which the Minister and Ministry staff can work effectively together

2. To ensure the implementation of:

• Major projects

• Policy formulation and direction

• Sectoral strategic and business plan development

• Amending and drafting legislation

3. To provide leadership, among other things by:

• Managing and motivating Directors General and Directors through delegation and progress reporting

• Establishing effective collective leadership through the Ministry Management Committee

• Ensuring that Directors General / Directors establish effective collective leadership through Departmental Management Committees

• Instilling within the Ministry a receptiveness and enthusiasm for reform initiatives

• Looking for leaders with the ability to build teams, make decisions, deliver results and communicate effectively

4. To manage financial resources effectively, among other things by:

• Coordinating the production of Estimates from departments, parastatal and other associated bodies and the establishment of priorities among conflicting claims on resources

• Ensuring compliance with Ministry of Finance/Treasury requirements and policies

• Appreciating the need for cost-consciousness and promote re-examination of policies

• Identifying major programmes where review is necessary

• Keeping working methods under review and being ready to consider new ways to secure value for money

5. To manage human resources effectively, among other things by:

• Ensuring compliance with P&SD / IPS requirements and policies, PSC regulations and agreements with the unions

• Establishing a climate in which staff are involved, understand goals and feel recognised and rewarded

• Motivating all staff to find new ways of doing things

• Promoting staff development to meet new challenges and provide future leaders

• Discussing appointments in Category A with the Permanent Secretary (OPM) and staff movements in other categories with the People and Standards Division

• Carrying out performance appraisal of Directors General/Directors

6. To manage the handling of communications with the public, among other things by:

• Working closely with constituted bodies and others to promote solidarity, exploring ideas and explaining decisions

• Working to develop effective and sensitive communications with the public throughout the Ministry and in parastatal organisations

• Promoting initiatives to improve customer service

7. To contribute to the collective management of Government, among other things by:

• Ensuring that due account is taken of the interests and views of other parts of Government

• Contributing to discussions on major Government policies

• Providing long-term, strategic direction

• Participating in meetings of Permanent Secretaries convened by the Permanent Secretary, OPM

8. In consultation with Directors General / Directors, where appropriate, to

• Determine departmental role delineations

• Arrange for organisational restructuring

• Coordinate staff complement allocation

• Ensure proper training and development

• Ensure establishment of effective management information systems

• Authorise capital acquisition within delegated authority

• Establish effective linkages within the Ministry and with other Ministries

• Arrange for effective operations audits