6.2 Ministerial Services - role

The financial management function for each Ministerial Office is undertaken by Ministerial Services. The Director-General, Department of the Premier and Cabinet is the Accountable Officer with respect to the appropriations for each Office of the Minister and Parliamentary Secretary.

Ministerial Services manages the personnel function associated with Ministerial staff and assists the Minister in making appointments. The Branch is responsible for liaising with the Minister in relation to staff administration which includes the recruitment, appointment and termination processes for all positions within each Ministerial office.

Ministers and their staff should note the role of Ministerial Services on behalf of the Director-General, Department of the Premier and Cabinet, as the Accountable Officer, to define predetermined standards, to examine documentation, and to seek additional information or explanation where necessary to ensure the highest standards of probity are maintained.

Ministerial Services provides the following services.

Financial Management

1. the establishment and maintenance of adequate accounting systems, procedures and records to properly account for the expenditure of the Office in accordance with this Handbook (Such systems may be separate from and independent of Departmental accounting systems);
2. the maintenance of all other subsidiary records which are required to be maintained for the purposes of meeting legal obligations and for preserving proper financial accountability;
3. the verification and payment of accounts in accordance with the Queensland Ministerial Handbook;
4. the reporting of Ministerial expenditure;
5. the processing of all claims for expenditure, properly approved and certified as being in accordance with this Handbook;
6. assistance in budget preparation, control and provision of budgetary advice;
7. preparation of monthly budget reports for the Office of the Minister and for the Department of the Premier and Cabinet in the formats required;
8. preparation of the relevant Financial Statements as prescribed in this Handbook together with all other statements and returns to be prepared in accordance with Cabinet direction or other applicable statutory provisions; and
9. preparation of Fringe Benefits Tax returns.

Administration Management

1. The maintenance of accountability over Ministerial assets and gifts;
2. Motor vehicle fleet management;
3. Travel services;
4. Procurement research;
5. The procurement of goods and services for Ministerial Offices;
6. Contract management agreement (not employed contracts); and
7. Telecommunications services.

Human Resource Management

1. the maintenance of a Register of Position Descriptions;
2. advertising vacancies;
3. assistance to the Minister in determining salary levels;
4. the processing of appointments to Ministerial Offices;
5. payment of salaries to Ministerial staff including processing salary variations;
6. the maintenance of all leave, personnel and establishment records;
7. monitoring and advising on conditions of employment;
8. the maintenance of a Training Calendar for Ministerial staff;
9. assisting Ministers as required in identifying, developing and accessing learning and development programs for Ministerial staff;
10. monitoring and advising on workplace health and safety; and
11. assisting Ministers as required in developing proposals for staffing establishment changes above the approved establishment level.

Advisory

1. clarification and advice regarding the Queensland Ministerial Handbook; and
2. advise on effective and efficient administration of the Office.

Information Technology

1. the management of the Service Level Agreements for IT services;
2. preparation of IT strategic plans;
3. monitoring the performance of the Ministerial Network; and
4. the management of security of the Ministerial Network.

Government Changes

1. Management of government change processes for Ministerial Offices and the Opposition Office.

Last reviewed: 17 July, 2009

Last updated: 22 July, 2009

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