Text description of the Board appointments flowchart

Text Description of the Board appointments flowchart

Step one:

Secretariat short-lists nominees (in consultation with Ambassador for Women & Girls) and drafts a Minute to the Secretary (through ex-officio) for approval

Step two:

Secretariat drafts min sub enclosing short list of nominees (including short CVs) and sends to Minister's office

Step three:

Minister indicates his order of preference to approach short listed nominees

Step four:

Secretariat approaches Minister's preferred candidates and determines their willingness/availability to serve on Board

Step 5 - Appointing Authority:

Minister, Prime Minister/Cabinet or Governor-General

If Appointing Authority is Minister:

• Secretariat drafts min sub, including letters of appointment and letters of thanks to outgoing Board members (where appropriate)
• Minister signs letters of appointment and letters of thanks to outgoing Board members (where appropriate) and returns to Secretariat
• Then step 6

If Appointing Authority is Prime Minister/Cabinet:

• Secretariat sends Private Interests Declaration forms to nominees and receives signed copies in return
• Secretariat drafts min sub, including:
• letter for signature from the Minister to the PM/Cabinet
• Appointment for Cabinet pro forma
• CVs
• Signed Private Interests Declaration forms
• Current Board membership list in approved Cabinet format
• Cabinet approves the nominees and provides Secretariat with Minute number
• Secretariat drafts min sub quoting Cabinet Minute number including letters of appointment and letters of thanks to out going Board members (where appropriate)
• Minister signs letters of appointments and
• letters of thanks to outgoing Board members
• (where appropriate) and returns to Secretariat
• Then step 6

If Appointing Authority is Governor-General:

• Secretariat sends Private Interests Declaration forms to nominees and receives signed copies in return
• Secretariat drafts min sub, including:
• letter for signature from the Minister to the PM/Cabinet
• Appointment for Cabinet pro forma
• CVs
• Signed Private Interests Declaration forms
• Current Board membership list in approved Cabinet format
• Cabinet approves the nominees and provides Secretariat with Minute number
• Secretariat drafts min sub quoting Cabinet Minute number including:
• Minute for Exco (to be signed by Minister)
• Instrument of Appointment (to be signed by Minister)
• explanatory memorandum (to be signed by Minister)
• candidate CVs (to be initialled by Minister in lower right hand corner)
• Minister returns signed and initialled Exco documents to Secretariat
• Secretariat takes originals plus 3 copies of Exco documents, with return self addressed envelope to Exco Secretariat at PM&C
• Governor-General signs documentation at Exco meeting
• Exco returns signed documentation to Secretiat
• Secretariat drafts min sub informing Minister of Exco approval and including letters of appointment for signature and letters of thanks to out going Board members (where appropriate)
• Then step 6

Step 6:

Secretariat sends letters of appointment to successful nominees together with:

• APS Values
• Code of Conduct
• Code of Conduct for Overseas Service
• Private Interests Declaration Form (where this has not already been done)
• IRGP guidelines
• Tax File Declaration form
• Statement By A Supplier form
• DFAT e-commerce form

Step 7:

Newly appointed Board members return completed Private Interests Declaration, Tax File Declaration and e-commerce forms to Secretariat for filing/action with Financial Services Branch

Step 8:

Secretariat sends Tax File Declarations and Minute to Payroll Services Section requesting new members to be set up in payroll system. E-commerce and Statement By A Supplier forms to be sent to FSB to create customer and vendor records for new Board members

Step 9:

Secretariat updates AusGovBoards website