The aim of the Department of Corporate Services
is to offer support and advice to the Ministry’s Permanent
Secretary and the departments and entities falling under the
Ministry’s area of responsibility on issues related to
financial planning and management, human resources management
and office management.
This Department seeks to ensure the most effective
and efficient use of human and financial resources. The Department
co-ordinates activities of a corporate nature in carrying out
policy directives from the Office of the Prime Minister, the
Ministry of Finance, the Economy and Investment and the Ministry
of Education, Employment and the Family. Particular importance
is given to the collation and preparation of the Ministry’s
business plans, financial estimates, annual reports and monthly
financial forecasts. The Department of Corporate Services also
plays an effective coordinating role on these matters between
the Ministry departments and the central authorities. Most of
the work of this Department is deadline driven and depends on
the target dates set by the central authorities.
The Department of Corporate Services is organised
into five sections, namely Finance (Ministry); Financial Services
(Directorates of Education); Procurement and Administration;
Support Services and Human Resources.
Finance (Ministry)
The Finance (Ministry) Section provides support
services on financial issues to the Ministry, its line Departments
and entities. It assists in the preparation of the Ministry’s
Business Plans and advises the Permanent Secretary on the Business
Plans which are submitted by the entities falling under the remit
of the Ministry for Budget purposes.
The Finance Section manages the funds in the Ministry’s
Recurrent Vote, including subventions to Government entities
and processes payments related to Capital expenditure. In carrying
out its work, this Section regularly liaises with other departments
and entities, as necessary, including the Ministry of Finance,
the Economy and Investment and the National Audit Office.
Support Services
The Support Services Section includes the Students’ Maintenance
Grants Unit and the Travel Abroad Unit.
The Students’ Maintenance Grants Unit issues
swipe cards and regularly remunerates students entitled to a
Maintenance Grant at the Junior College, the University of Malta,
the Malta College of Arts, Science and Technology (MCAST), Church
and Private Schools’ Sixth Forms and Higher Secondary Schools
in Malta and Gozo.
The Travel Abroad Unit is responsible for the preparation
of documents related to travel abroad by delegates from the Ministry
and the follow up procedures following the return of delegates,
including the presentation of relative documentation to the Treasury
and the submission of claims for reimbursements to the Ministry
of Finance, the Economy and Investment for expenditure incurred
in respect of travel related to the EU Commission and Council.
Financial Services Section (Directorates
of Education)
The Financial Services Section provides support
services on financial matters to the Directorate for Quality
and Standards in Education (DQSE) and the Directorate for Educational
Services (DES), including the Colleges and State Schools.
This Section has the role of a financial controller
and is responsible for the preparation of the Business and Financial
Plans and the Annual Estimates. It evaluates the plans submitted
by the DQSE and the DES and submits a holistic document consistent
with Government’s agenda and policies for senior management’s
consideration in preparation for discussion with the Ministry
of Finance, the Economy and Investment in view of the Budgetary
Estimates.
This Section is divided into the Accounts Unit
and the Efficiency and Strategic Operations Planning Unit (ESOPU).
The Accounts Unit is responsible for:
- the payment for goods and
services procured by the DQSE and the DES;
- the payment of mid-day
break and transport allowances;
- issuing of imprest funds to
schools for materials and supplies and repair and upkeep;
- reimbursements
for use by members of staff of own transport on official
duty;
- petty
cash and cash point.
ESOPU is responsible for:
- monitoring
of capital expenditure;
- issuing of capital imprest funds to
State schools;
- the reconciliation of the funds of the State
School Councils;
- drafting, compilation and issue of departmental
calls for quotations and tenders related to capital expenditure;
- sick
leave verification;
- the compilation of statistical data.
Human Resources Section
The Human Resources Section provides services to
the Ministry of Education, Employment and the Family, the DQSE
and the DES. This Section liaises with the Staff Development
Organisation for the provision of training and development of
staff.
The Human Resources Section is made up of the Records
Unit, the Resourcing Unit; the Employee Relations Unit and the
Discipline Unit.
The Records Unit maintains updated personnel records
of employees. To this end, it maintains databases connected with
staff and coordinates the maintenance of the Human Resources
Information Management System Database (HRIMS). The Records Unit
carries out the required procedure concerning increments, confirmations,
allowances, resignations, superannuations and pensions. It also
processes appointments and registers the recruitment of new employees.
The Resourcing Unit is responsible for the preparation
of the weekly and monthly employment returns. It also processes
progressions of departmental and industrial grades in terms of
the various collective agreements and ensures that Performance
Management Programmes are drawn up in respect of all employees
in the clerical, executive and administrative grades.
The Employee Relations Unit maintains records of
vacation leave and sick leave availed of by employees. This Unit
also processes and administers requests for special leave.
The Discipline Unit administers and processes all
disciplinary cases in terms of the applicable regulations.
Procurement and Administration Section:
The Procurement and Administration Section is made
up of the Procurement Unit, Inventories Unit, Minor Staff, Stores,
Transport Unit, the Registry and the Electronic Servicing Unit.
The Procurement Unit is responsible for the preparation
of tenders, the procurement and distribution of textbooks to
State schools, the drawing up of Local Purchase Orders and the
provision of uniforms to minor staff.
The Inventories Unit is in charge of the inventory
lists together with the monitoring of inventories in State schools,
as well as the recording of transfers and asset write offs.
The Minor Staff Unit is responsible for the deployment
of minor staff at Head Office, outstations and State schools
and the deployment of watchmen in schools. It also monitors performance
and attendance of minor staff.
The Stores Unit procures and issues stationery
and cleaning materials, distributes uniforms to messengers and
distributes textbooks and other educational publications to State
schools.
The Transport Unit manages the transport pool at
the Head Office and provides transport for State schools’ activities.
It is also responsible for the maintenance of government owned
cars.
The Registry handles letters and other correspondence
received. It also manages and updates the Docreg and mail databases.
The Electronic Servicing Unit carries out repairs
of electronic equipment, public address systems, television sets
and computer monitors in State schools.
The Assistant Director (Procurement and Administration)
is also the Data Protection Officer of the Department of Corporate
Services and the Liaison Officer with the Office of the Ombudsman.
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