Appointment of Members to the Historic
Buildings Council
Applicant Information Booklet
Contents
Section 1
Diversity
Background
Disqualification
Section 2
Members Responsibilities
Time Commitment and Remuneration
Double Paying – Applicants from the public sector
Training
Conduct and Conflicts of Interest
Section 3
Person Specification
Selection Criteria
Short-listing Process
Section 4
How to Apply and Contact Details
Time Frame for Process
Presentation of Results to the Minister
Announcing the Appointment
Equal Opportunities Monitoring Form
Complaints Procedure
ANNEX A
ANNEX B
ANNEX C
The Historic Buildings Council
The Principles of the CPANI Code
Integrity & Conflicts of Interest – Guide for Candidates
An
e-version
of
the
application
pack
is
available
from
publicappointments@doeni.gov.uk. If you require the pack in an alternative format,
please contact:
Public Appointments Team
Department of the Environment
Finance and Business Planning Division
Goodwood House
44 – 58 May Street
BELFAST BT1 4NN
Telephone: 028 90 256 023
TextRelay: 18001 028 90 256 023
E-mail: publicappointments@doeni.gov.uk
Section 1
Diversity
1. The Department of the Environment (DOE) is committed to the principles of
public appointments based on merit with independent assessment, openness
and transparency of process.
2. The Department is also committed to equality of opportunity and welcomes
application forms from all suitable applicants irrespective of religious belief,
gender, race, political opinion, age, disability, marital status, sexual orientation,
or whether or not they have dependants.
3. We would particularly welcome applications from women, people under
30 years of age, members of ethnic minorities and people with disabilities
as these groups continue to be under-represented on the boards of public
bodies.
4. All reasonable adjustments will be made to accommodate the needs of
applicants/candidates with a disability.
Background
5. The Department of the Environment (DOE) wishes to invite applications for the
appointment of members to the Historic Buildings Council. The Council is an
Advisory Non-Departmental Public Body currently sponsored by the
Department of the Environment.
6. Decisions made in the Stormont House Agreement to restructure Executive
Departments will mean that the sponsoring Department will change from May
2016 to the new Department for Communities and any appointments to the
Council from that date will be made by the new Minister for Communities. Only
those candidates judged to best meet the requirements of the post will be
recommended to the Minister for appointment. Appointments will be decided
once the new Department has been established in May 2016.
7. Appointments to the Historic Buildings Council will be effective from June 2016
to May 2019.
8. The Council provides independent advice to the Department on the listing of
buildings, the general state of listed buildings, and other matters relating to their
preservation.
9. The Council currently consists of a Chairman and 14 members, and the
Department is seeking to appoint 9 new members.
10. The appointment process will follow the Commissioner for Public Appointments
for Northern Ireland’s (CPANI) Code of Practice. This means that it is based on
a fair, open and transparent process that involves independent scrutiny. The
principles of the Code are detailed in Annex B.
Disqualification
11. Under the CPANI Code of Practice, applicants who have served two terms in
the same position on a body are not eligible to apply for a third term.
12. Applicants who already work in the public sector need to be aware that they
may be ineligible for consideration for this appointment if in the department’s
view there is a conflict of interest or the perception of a conflict, between the
appointment and their existing commitments.
Section 2
Members’ Responsibilities
13. Members are expected to attend and contribute to monthly Council meetings,
each meeting usually lasting up to a day. In addition to attending an induction
event during the early period of the Council, members may be asked to
represent the Council at other events. Meetings are normally held in Belfast.
There will be occasional special meetings or visits to buildings or proposed
Conservation Areas. Members with special interests may be invited to serve on
a sub-committee, such as the Joint Committee on Industrial Heritage (JCIH),
which meets four times a year. Members will be asked to contribute to the
Council’s Report that is published every three years at the end of the term of
office of the Council. The JCIH is ‘joint’ with the Historic Monuments Council.
The time commitment for each Member is expected to be equivalent to
approximately two full days per month.
Time Commitment and Remuneration
14. The following provides details of the time commitment and remuneration for
members appointed to the Historic Buildings Council.
Time Commitment:
On average, 2 days per month.
Members will be expected to attend Council
meetings, serve on sub-committees or workinggroups and attend training and other events. By
applying for the post it is assumed that you can
meet the time commitment. If shortlisted this issue
will be explored at interview.
Term of Appointment:
June 2016 to May 2019.
An annual assessment of the performance of
members is carried out by the Chair of the Council
throughout the period of appointment.
Remuneration:
The post of member is not remunerated.
Expenses:
Location:
Members are not paid, but are entitled to an
allowance for travelling and other out-of-pocket
expenses, including a subsistence allowance,
payable in line with standard civil service rates and
arrangements. Expenses incurred in relation to the
care of dependants will also be reimbursed where
appropriate
Council meetings are normally held in Belfast.
Double Paying – Applicants from the Public Sector
15. Applicants who already work in the public sector need to be aware that:
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no one can be paid twice from the public purse for the same period of time. As
a result applicants who already work in the public sector may not be entitled to
claim remuneration for this position if the duties are undertaken during a period
of time for which they are already paid by the public sector; and
where applicable they will be asked to confirm that they have permission from
their employer to take up an appointment if one is offered.
16. In the interests of minimising the potential for double paying to occur, the
department reserves the right to contact your employer regarding your
candidature.
Training
17. DOE will organise an induction meeting for all new Council members. On
appointment, the DOE Public Appointments Team provide each new member
with induction documentation, which will include a copy of ‘On Board- A guide
to newly appointed chairs and members’.
Conduct and Conflicts of Interest
18. The department must ensure that applicants who put themselves forward for
public appointments are able to demonstrate at interview, their commitment to
the principles and values of public service. These are detailed in the Seven
Principles of Public Life produced by the Nolan Committee on Standards in
Public Life in Annex B. These principles are: Selflessness, Integrity,
Objectivity, Accountability, Openness, Honesty and Leadership. Public
appointees must be people who understand, apply and who are committed to
the principle of integrity, and who will perform their duties with moral rigour and
honesty without personal or corporate gain.
19. If any member of the Committee is deemed to have breached the Seven
Principles of Conduct Underpinning Public Life, the department may terminate
his/her appointment.
20. The department must take account of actual, or perceived, conflicts of interest.
Therefore, applicants, in their application form, must disclose information or
personal connections, which, if they were to be appointed, could lead to a
conflict of interest or be perceived as such. Conflicts of interest may not be a
barrier to appointment but both real and perceived conflicts must be discussed
with all candidates by the Selection Panel. This is to ensure that the public can
have confidence in the Committee’s independence and impartiality and the
integrity of the potential appointees. Please read the CPANI leaflet 'Guidance
on Conflicts of Interest, Integrity and How to raise a complaint' and Annex C
attached to this Information Pack for further information on this subject.
Section 3
Person Specification
21. The person specification sets out the qualities, experience, background and
competences required for this post. A competence criteria-based selection
process is employed which requires applicants to provide evidence which
demonstrates that they can meet the requirements at all stages of the
assessment process.
22. The selection process has been designed to achieve a diversity of knowledge,
skills and experience on the Council. The onus is on the applicant to provide
sufficiently detailed examples to demonstrate that he/she has the experience of
putting into use the competences that are needed for the post. You can use
examples from your working life, where appropriate, or from your personal life,
including any voluntary or community work you have been involved in.
Selection Criteria
23. Applicants are required to submit evidence against the following six criteria. All
criteria carry equal weight.
i. Communication and influencing skills
Please demonstrate by way of a practical example (or examples) your ability
to use your communication and interpersonal skills to influence others and
deliver results.
ii. Analytical ability and decision making skills
Please demonstrate by way of a practical example (or examples) your ability
to analyse complex information from a variety of sources and make a
decision based on that analysis.
iii. Teamwork
Please demonstrate by way of a practical example (or examples) your ability
to work as part of a team. Your example should outline your role and the
results of your actions.
iv. Ability to contribute to the Council’s key objectives
Please demonstrate by way of a practical example (or examples) your ability
to make a contribution to an organisation’s key strategic objectives.
v. Demonstrable knowledge and active interest in Historic Buildings.
Please demonstrate by way of a practical example (or examples) evidence
of your:
a) Knowledge and active interest in historic buildings and their setting; and
b) Commitment to the promotion of their preservation, conservation and
investigation, to contribute to communities and/or the economy.
vi. Demonstrable relevant practical experience:
Please demonstrate by way of a practical example (or examples) evidence
of your practical experience in one or more of the following areas;
architecture; architectural conservation; heritage management; local
history; industrial heritage; vernacular buildings; education;
legislation; planning; quantity surveying; structural engineering;
media and marketing; tourism; or other relevant experience.
24. The Selection Panel will reach a decision on whether or not you meet the
criteria on the basis of the evidence you provide. It is not sufficient to
simply list your duties and responsibilities. The Panel will not make
assumptions from the title of your post or the nature of the organisation
as to the skills and experience gained.
Shortlisting Process
25. DOE is committed to the principles of public appointments based on merit with
independent assessment, openness and transparency of process. The
selection panel established for the competition is:
a. Mr Iain Greenway, Director of Historic Environment Division, DOE;
b. Professor Gabriel Cooney, Chair of the Historic Monuments Council;
c. Mr Marcus Patton, Chair of the Historic Buildings Council; and
d. Mrs Carol Moore CB, Independent Assessor, Office of the Commissioner
for Public Appointments for Northern Ireland
26. The panel will individually carry out an anonymised sift of applications before
meeting to discuss and decide upon an agreed panel score for each applicant.
Panel members will use a Marking Frame to determine how an applicant’s
skills, knowledge, experience and qualities meet the criteria. Applications which
the panel agree do not meet all of the essential criteria will be sifted out.
27. The panel will analyse the marks awarded across all the criteria and those
candidates who are considered by the panel to best meet the criteria will be
invited for interview. No applicant names will be given to the panel at any stage
of the shortlisting process.
Section 4
How to Apply and Contact Details
28. All applications must be made on the form provided. Hardcopy or electronic
versions are acceptable. CVs will not be accepted. Completed application
forms can be delivered by hand, post or email to:
Public Appointments Team
Department of the Environment
Goodwood House
44 – 58 May Street
BELFAST BT1 4NN
publicappointments@doeni.gov.uk
29. The receipt of each form will be acknowledged within three working days.
Forms should be signed in writing or with an electronic signature. Those forms
not signed at the time of submission must be signed at interview.
30. Should you require clarification on any aspect of the role, or have any queries
on the appointment process in general or regarding the progress of an
application, please contact George Cadogan, DOE, Public Appointments Unit,
Telephone 028 90 256 023
Time Frame for Process
31. Application forms must be received by 12:00 noon on Friday 5 February
2016. It is the responsibility of the applicant to ensure that sufficient time is
allowed for their application to arrive with the department on or before the
deadline. Late applications will not be accepted.
32. The meeting to shortlist applicants is scheduled for w/c 16/2/16 and each
applicant will be formally notified of the outcome of their application as soon as
possible after this date.
33. All those sifted out/not short-listed will be provided with feedback based on the
agreed Panel’s assessment of their application. If an applicant wishes to
contest the decision of the Panel they should do so within 10 days of receipt of
the feedback letter, setting out their reasons for contesting the decision. Further
details about the process will be provided in the regrets letter.
34. The department plans to hold interviews between 7 March and 9 March 2016.
Please note that, in line with Department of Finance and Personnel guidance,
travel and accommodation expenses incurred by candidates attending interview
will not be met by the department.
Presentation of Results to the Minister
35. The names of those candidates who meet or exceed the agreed pass mark at
interview and are judged suitable for appointment will be presented to the
Minister in an unranked list. A ‘candidate summary’ will provide the Minister with
an objective analysis of each candidate’s skills and experience based on the
information contained in the application form and the panel’s assessment. The
Minister will make the final decision on the appointment of the members.
36. Applicants should note that, due to the upcoming election, the unranked list of
candidates will be presented to the new Minister for the Department for
Communities. This will mean that candidates will not learn the outcome of the
selection process until after the formation of the new Departments in May 2016.
37. If you are successful you will receive an offer of appointment from the Minister
and you will be required to confirm in writing your acceptance of the post and
Terms of Appointment.
38. All other interviewees will be advised in writing of the outcome of their interview
once the appointment process has been completed.
39. The Minister may create a reserve list to cover any unforeseen vacancies that
arise within twelve months. Candidates will be advised if they are on a reserve
list.
Announcing the Appointment
40. The department will publicly announce the appointment of new members to the
Historic Buildings Council by means of a press notice. The Commissioner for
Public Appointments also requires that announcements about successful
candidates should contain details of their recent political activity. Consequently,
should you be appointed, you will be required to complete a political activity
form. The press release will include:
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short description of the body to which you have been appointed;
a brief summary of the skills and knowledge you bring to the role;
the length of the appointment term and whether the appointment is
remunerated; if remunerated the amount will be included;
a list of all other Ministerial public appointments you hold and details of any
remuneration received; and
details of your response to the political activity question.
Complaints Procedure
41. If at any stage you feel you have reasons to complain about the appointments
process, you should direct your concerns in the first instance in writing to:
Public Appointments Team
Department of the Environment
Goodwood House
44 – 58 May Street
BELFAST BT1 4NN
Email: publicappointments@doeni.gov.uk
If you remain dissatisfied you may then write to:
Judena Leslie
The Commissioner for Public Appointments, NI (CPANI)
Dundonald House, Annexe B, Stormont Estate,
Upper Newtownards Road,
Belfast, BT4 3SB.
Email: info@publicappointmentsni.org
Annex A
HISTORIC BUILDINGS COUNCIL
1. Constitution of the Council
The Historic Buildings Council (the Council) was first established in 1973 under the
provisions of the Planning (Northern Ireland) Order 1972. HBC was re-established
under the provisions of the Planning (NI) Order 1991. Its current authority is derived
from the Planning Act (Northern Ireland) 2011.
The Council is currently sponsored by the Department of the Environment. The
Council must prepare and agree with the Department its annual programme of work,
and report annually on how it has fulfilled its objectives. It must minute its meetings.
Appointments to the Council, which consists of a Chairman and 14 Members, are
currently subject to the approval of the Minister of the Environment however from May
2016 will be subject to approval from the new Minister for Communities.
The Council is serviced by a Secretariat that operates from Causeway Exchange, 1-7
Bedford Street, Belfast BT1 7FB.
2. The Role of the Council
The aim of the Council is to provide independent advice to the Department of the
Environment for Northern Ireland on the listing and delisting of buildings, the general
state of listed buildings, and other matters relating to their preservation.
Specifically, it advises on:
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the listing of buildings of special architectural or historic interest;
the issue of certificates that buildings are not intended to be listed.
the designation of Conservation Areas;
the general state of preservation of listed buildings;
such other matters relating to the preservation of buildings of special
architectural or historic interest as may be referred to it;
such other functions as may be conferred on it by any statutory provision and
applications for exemption of listed buildings from Capital Transfer Tax.
3. Council Business
The Council normally meets monthly with occasional ad-hoc special meetings or visits
to buildings or proposed conservation areas.
In addition to the Council’s business meetings, sub -committees consider and develop
specific advice.
From time to time, the three Statutory Advisory Councils to the Department of the
Environment i.e. the Historic Buildings Council (HBC), the Historic Monuments Council
(HMC) and the Council for Nature Conservation and the Countryside (CNCC) may
have joint meetings to consider areas of mutual interest.
ANNEX B
The Principles of the CPANI Code of Practice
Seven key principles underpin this Code. These principles determine the nature of the
public appointment process in Northern Ireland:
Merit
All public appointments must be made on the basis of merit. Only those individuals
judged to best meet the requirements of the post will be recommended to Ministers for
appointment to public bodies.
Diversity
The make-up of the Boards of Northern Ireland public bodies does not adequately
reflect the make-up of the population. The opportunity to appoint the best people is
greatly increased when every potential applicant is attracted and encouraged to apply
and when individual attributes and differences are valued. Departments should
ensure, as far as possible, that Boards are balanced in terms of skills and experience,
and that opportunities to apply for positions on Boards are open to the communities
they serve.
Equality
Departments must ensure equality of opportunity and equal treatment of all applicants
at every stage of the appointment process.
Openness, Transparency and Independence
The practices employed by departments at every stage in the appointment process
must be transparent and consistent with the recognised principles of open
government. All public appointment competitions must include a demonstrable
element of independent participation in the assessment of applicants.
Integrity
Public appointees must be people who understand, apply and are committed to the
principle of integrity, and who will perform their duties with moral rigor and honesty
without personal or corporate gain.
Proportionality
Whilst the Commissioner’s Code must be followed for every appointment, the
procedures applied at each stage of an appointment should be proportionate to the
size and purpose of the public body and to the posts to be filled. The proportionality
principle must not be used to circumvent proper procedures or avoid good practice.
Respect
Throughout the public appointment process, candidates should be treated with
respect; this applies from the first contact with the department through to completion of
the appointment process.
ANNEX C
PROBITY & CONFLICTS OF INTEREST: GUIDANCE FOR CANDIDATES
Standards of Behaviour
Ministers expect that the conduct of those they appoint to serve on the Boards of
public bodies will be above reproach.
The Seven Principles Underpinning Public Life
In 1995, the Committee on Standards in Public Life defined seven principles, which
should underpin the actions of all who serve the public in any way. These are:
Selflessness Holders of public office should take decisions solely in terms of the
public interest. They should not do so in order to gain financial or other material
benefits for themselves, their family, or other friends.
Integrity Holders of public office should not place themselves under any financial
or other obligation to outside individuals or organisations that might influence them in
the performance of their official duties.
Objectivity In carrying out public business, including making public appointments,
awarding contracts, or recommending individuals for rewards and benefits, holders
of public office should make choices on merit.
Accountability Holders of public office are accountable for their decisions and
actions to the public and must submit themselves to whatever scrutiny is appropriate
to their office.
Openness Holders of public office should be as open as possible about all the
decisions and actions that they take. They should give reasons for their decisions
and restrict information only when the wider public interest clearly demands.
Honesty
Holders of public office have a duty to declare any private interests
relating to their public duties and to take steps to resolve any conflicts arising in a
way that protects the public interest.
Leadership Holders of public office should promote and support these principles by
leadership and example.
All candidates who put themselves forward for a public appointment must be able to
demonstrate their commitment to the principles and values of public service. One of
the issues which might arise in relation to this is that of conflict of interest.
Q: What is a conflict of interest?
Public Appointments require the highest standards of propriety, involving impartiality,
integrity and objectivity, in relation to the stewardship of public funds and the
oversight and management of all related activities. This means that any private,
voluntary, charitable or political interest which might be material and relevant to the
work of the body concerned should be declared.
There is always the possibility for real or perceived conflicts of interest to arise. Both
are a problem, as the perceived inference of a conflict may, on occasions, be as
damaging as the existence of a real conflict.
No-one should use, or give the appearance of using, their public position to further
their private interests. This is an area of particular importance, as it is of
considerable concern to the public and receives a lot of media attention. It is
important, therefore, that you consider your circumstances when applying for a
public appointment and identify any potential conflicts of interest, whether real or
perceived.
Q. Surely a perceived conflict is not a problem, as long as I act impartially at all
times?
The integrity of the individual is not in question here. However, it is necessary for the
standing of the individual and the Board that members of the public have confidence
in their independence and impartiality. Even a perceived conflict of interest on the
part of a board member can be extremely damaging to the body’s reputation and it is
therefore essential that these are declared and explored, in the same way an actual
conflict would be. The fact that a member acted impartially may be no defence
against accusations of potential bias.
Q. What should I do if I think I have a conflict of interest?
You will find a section on conflicts of interest in the application form for you to
complete. This asks you to consider and declare whether or not you have a real, or
perceived, conflict. If you are unsure if your circumstances constitute a possible
conflict, you should still complete this section, in order to give the Selection Panel as
much information as possible.
Q. If I declare a conflict, does this mean I will not be considered for
appointment?
No - each case is considered individually. If you are short-listed for interview, the
Panel will explore with you how far the conflict might affect your ability to contribute
effectively and impartially on the Board and how this might be handled, if you were to
be appointed. For example, it may be possible to arrange for you to step out of
meetings where an issue is discussed, in which you have an interest. However, if,
following the discussion with you, the Panel believes that the conflict is too great and
would call into question the probity of the Board or the appointment, they can
withdraw your application from the competition.
Q. What happens if I do not declare a known conflict, which is then discovered
by the Department after my appointment?
Again, each case would be considered on its merits, but the Department may take
the view that by concealing a conflict of interest, you would be deemed to have
breached the Seven Principles of Conduct Underpinning Public Life and may
terminate your appointment.
Q. What happens if I do not realise a potential conflict exists?
This situation may arise where the applicant is not familiar with the broad range of
work which a body covers and therefore does not realise that a conflict might exist.
In some cases, the Panel, with their wider knowledge of the body, might deduce that
there is a potential conflict issue, based on the information on employment and
experience provided by the candidate in the application form. They will then explore
this at interview with the candidate.
Q. What happens if a conflict of interest arises after an appointment is made?
This could arise for two main reasons. The first is that the member’s circumstances
may change, for example, they may change jobs and in doing so, a conflict with their
work on the board becomes apparent. The second is where a member is unfamiliar
with the range of the work of the body, but after appointment, it becomes clear that a
conflict exists where none had been envisaged during the appointment process.
In both cases, the issue should be discussed with the Chair of the board and the
Chief Executive of the body concerned, in consultation with the Sponsoring
Department, to decide whether or not the member can continue to carry out their role
in an appropriate manner and each case is considered individually.
It may be that the conflict is such that it would be impractical for the member to
continue on the Board, if they would have to withdraw from a considerable amount of
the body’s routine business. In such, cases, the member may be asked to stand
down from the body.
This guidance should be read in conjunction with the information contained in the
leaflet “CPANI: Commissioner for Public Appointments Northern Ireland” which
provides examples of the types of issues that may give rise to conflicts of interests.