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Workplace Diversity Program 2009-2013

Table of Contents

Australian Information Commissioner’s Statement of Commitment

the OAIC of the Australian Information Commissioner is committed to workplace diversity and this new program demonstrates the practical steps that we are taking to ensure that workplace diversity is supported and promoted.

Workplace diversity is an important aspect of the OAIC’s operations. It helps us to deliver services to the Australian community more effectively as we better reflect, understand and respond to the community at large. We value differences in culture and life experience; this is reflected in our workforce profile, and we continue to work towards harnessing the benefits of a diverse workforce.

Practical initiatives the OAIC has been involved with to promote workplace diversity include:

  • Hosting overseas interns and work experience students
  • Celebrating significant events such as:
    • NAIDOC weekand National Reconciliation Week
    • Harmony Day
    • Charity fundraisers including depression and breast cancer awareness
  • Participation in the Workplace Diversity Committee which is steered by the Australian Human Rights Commission
  • Staff being trained as Harassment Contact Officers and all staff being trained in prevention of harassment in the workplace
  • Developing and implementing a Reconciliation Action Plan for better service delivery to Indigenous Australians
  • Developing cultural awareness opportunities for staff.

the OAIC’s recruitment procedures and practices ensure that pathways to employment within the OAIC are open to all in the community. The diversity of staff backgrounds currently working in the OAIC attests to the success of this approach.

Our employment policies are regularly reviewed with a focus on ensuring that there is no disadvantage to staff.

Workplace diversity commitments are reflected in the Workplace Agreement between staff and management in the OAIC. In that agreement the OAIC commits to recognising and valuing the diverse skills and backgrounds of staff members. This Workplace Diversity Program shows what the OAIC will do over the coming years to honour that commitment.

the OAIC continues to support diversity initiatives because diversity makes for a healthy, effective and productive workplace, and indeed a better Australia.

Together we are building a fair, accessible, flexible and inclusive workplace.

John McMillan

Australian Information Commissioner

Introduction

What is Workplace Diversity?

The term diversity refers to what makes us different. It covers gender, age, language, disability, ethnicity, cultural background, sexual orientation and religious belief. Diversity also refers to our many other differences in education, work experience, occupation, socio-economic background, marital status and whether or not we have family and carer responsibilities.

Workplace diversity encompasses, but goes beyond, the traditional concept of Equal Employment Opportunity (EEO). The object is to ensure that, as part of the Australian Public Service, we are representative of the community we serve and that we value and make the fullest possible use of the diverse backgrounds, skills, talents and perspectives of all our people.

EEO policies address continued disadvantage experienced by particular groups of people in the workplace, including women, Indigenous Australians, people with disabilities and those who suffer disadvantage on the basis of race or ethnicity. These policies remain an important foundation for our workplace diversity program.

Workplace diversity programs are built on the principle that a diverse workforce is creative, innovative, and improves public service responsiveness and performance.

Legal Framework

The Public Service Act 1999 and Public Service Commissioner’s Directions require all agencies to establish workplace diversity programs to assist in giving effect to the APS Values.

The APS Values are central to management in the APS. The following APS Values are especially relevant to diversity policies:

  • merit-based employment (section 10(b) of the PS Act);
  • non-discrimination and diversity (section 10(c));
  • fair, flexible, safe and rewarding workplace (section 10(j)); and
  • equity in employment (section 10(l)).

Section 10(g), which requires sensitivity to the diversity of the Australian public when delivering services, is relevant to the management of an agency.

APS employees also have responsibilities which relate to diversity under the APS Code of Conduct:

  • an APS employee, when acting in the course of APS employment, must treat everyone with respect and courtesy, and without harassment (section 13(3) of the PS Act); and
  • an APS employee must at all times behave in a way that upholds the APS Values and the integrity and good reputation of the APS (section 13(11)).

the OAIC’s Certified Agreement includes a commitment to Workplace Diversity.

Priorities of the Workplace Diversity Program

The OAIC has had a Workplace Diversity Program in place since its inception as a legacy from the existing Office of the Privacy Commissioner. Over time these programs have developed and evolved to respond to the changing workforce and its needs.

The Program is reviewed every four years in consultation with the Workplace Diversity Committee and staff are invited to comment on the revised program. The Commissioner then considers the final draft for approval.

The Australian Information Commissioner acknowledges with this program that our workforce has a number of different life cycles, all of which need different approaches and support mechanisms. Through flexible employment policies and the celebration of diversity events we will seek to address some of those different needs.

This program also highlights the particular employment disadvantage experienced by certain groups, such as Indigenous Australians and people with a disability. Through more innovative strategies we will aim to improve our performance in these areas, in conjunction with other relevant agencies.

Accountability

The Australian Information Commissioner is ultimately responsible for Workplace Diversity within the OAIC, and has designated the Personnel Manager as the Workplace Diversity Co-ordinator. The OAIC has representatives on the Workplace Diversity Committee to assist in developing, implementing and monitoring the program. As part of the accountability framework for Workplace Diversity, the OAIC is required to report in its Annual Report to Parliament and to the APS Commission’s “State of the Service Report”.

The Workplace Diversity Committee

The Workplace Diversity Committee is responsible for the program’s development, implementation and monitoring. The Committee meets quarterly and consists of staff from the Australian Human Rights Commission (AHRC) and the Office of the Australian Information Commissioner (OAIC).

Current members of the Committee are:

  • Mick Gooda (Social Justice and Aboriginal and Torres Strait Islander Commissioner)
  • Katie Kiss (Social Justice Unit, AHRC)
  • Ron McLay (IT Services)
  • Tricia Smith (Personnel)
  • Tracey Lambert (Personnel)
  • HJ Lee (Complaint Handling, AHRC)
  • Leila Daniels, (OAIC)
  • Jodie Williams (OAIC)

The Workplace Diversity Objectives

The objectives of the Workplace Diversity Program have been grouped under three broad areas covering the organisation, the working environment and its people. Particular strategies to achieve these objectives have been outlined in the Workplace Diversity Program:

Our Organisation

We are committed to valuing and promoting the principles of workplace diversity:

  • across the organisation
  • in our interactions with other government agencies, and
  • in serving all sectors of the community with whom we engage.

Objective 1: Workplace diversity values are integrated into the broader organisational values and staff are aware of and demonstrate diversity principles.

Our Working Environment

We support a healthy and safe working environment, and recognise the importance for staff to maintain a balance between work and personal, cultural, family and carer responsibilities.

Objective 2: A workplace that supports staff with family, carer and cultural responsibilities.

Objective 3: A workplace free from discrimination and harassment.

Our People

We value individual differences, the skills and the views of our entire staff. We seek to encourage and develop these through our employment and work practices.

Objective 4: Workplace diversity principles are integrated in everyday management and workplace practices, particularly in the areas of performance management, training and development, and recruitment and selection.

Objective 5:A workplace environment where information and resources are available and accessible to all.

Objective 6: Employment and work practices which maximise opportunities for disadvantaged groups.

Monitoring and Evaluation

It is important that the program is monitored and evaluated. This will assist in identifying successes and strengths as well identifying any barriers and problems. Strategies will be reviewed annually to determine if they have been effective and progress reported.

The Workplace Diversity Co-ordinator will discuss progress with the Workplace Diversity Committee on a regular basis. In line with annual reporting requirements, progress will be reported through the Annual Report as well as to the APS Commission’s ‘State of the Service Report’.

The Program

Our Organisation

We are committed to valuing and promoting the principles of workplace diversity across the organisation.

Objective 1: Workplace diversity values are integrated into the broader organisational values and staff are aware of diversity principles.

Strategy/Action Responsibility Timeframe Performance Indicators Progress
1.1 Incorporate diversity principles in annual planning processes. The Strategic Plan and Certified Agreement outline a commitment to valuing diversity. Leadership Annually Each section’s annual planning incorporates diversity principles.
1.2 Promote the positive role of workplace diversity. Australian Information Commissioner On completion of revised Workplace Diversity (WPD) Program Statement of ongoing support from the Australian Information Commissioner.
1.2 Promote the positive role of workplace diversity. Personnel and Induction Committee Ongoing New staff provided with the WPD Program on induction and advised of the WPD Committee.
1.2 Promote the positive role of workplace diversity. Personnel On completion of revised Program Workplace Diversity Program available on the intranet for access by staff.
1.2 Promote the positive role of workplace diversity. Personnel Annually Key results achieved in the program circulated to staff and discussed at staff meetings.
1.3 Raise awareness of workplace diversity. WPD Committee Ongoing Celebrate events such as NAIDOC Week, Harmony Day, etc in conjunction with the AHRC
1.3 Raise awareness of workplace diversity. Personnel Annually Arrange awareness raising training activities
1.3 Raise awareness of workplace diversity. Personnel and WPD Committee Quarterly Update the intranet with minutes of WPD meetings andlinks to Diversity News (Legal Aid Victoria)
1.3 Raise awareness of workplace diversity. Managers Ongoing Internal promotion of the OAIC’s activities (eg, see ‘Attachment A’)

Our Workplace Environment

We support a healthy and safe working environment and recognise the importance for staff to maintain a balance between work and personal, cultural, family and carer responsibilities.

Objective 2: A workplace that supports staff with family, carer and cultural responsibilities.

Strategy/Action Responsibility Timeframe Performance Indicators Progress
2.1 Promote options for flexible working arrangements via email, intranet and induction. Personnel Ongoing
  • New staff provided with copy of Enterprise Agreement (EA) and advised of provisions
  • EA available on the intranet
  • Staff usage of flexible work arrangements
  • Managers encourage staff to balance work and family/personal responsibilities
2.2 Review flexible work arrangements through the Certified Agreement process. Personnel Manager, Leadership and Staff representatives 2009 Comparison with other APS Certified Agreements

Objective 3: A workplace free from discrimination and harassment.

Strategy/Action Responsibility Timeframe Performance Indicators Progress
3.1 Harassment contact officers (HCOs) to be accessible and representative. Personnel Manager Ongoing Staff aware of who are harassment contact officers and they are representative of gender and levels
3.2 Induction of new staff to include information about harassment prevention policy and the role of harassment contact officers. Personnel Ongoing Induction completed for new staff
3.3 Provide training for harassment contact officers. Personnel Manager As required Training conducted as required
3.4 Provide information to all staff and managers on conflict resolution strategies. Personnel Manager and Managers Ongoing New staff advised on induction of review of action procedures under the EA
3.4 Provide information to all staff and managers on conflict resolution strategies. Personnel Manager and Managers Ongoing Staff encouraged to identify issues for resolution at an early stage
3.5 Staff advised of code of conduct provisions and appropriate behaviour for the workplace, including appropriate use of IT resources such as Internet and email usage. Personnel Manager and Managers Ongoing New staff advised of requirements under the Code of Conduct, Email/Internet Policy and Harassment Policy
3.5 Staff advised of code of conduct provisions and appropriate behaviour for the workplace, including appropriate use of IT resources such as Internet and email usage. Personnel Manager and Managers Ongoing Harassment Policy and Email/Internet Policy maintained on intranet and all staff regularly reminded of their obligations
3.5 Staff advised of code of conduct provisions and appropriate behaviour for the workplace, including appropriate use of IT resources such as Internet and email usage. Personnel Manager and Managers Ongoing Regular training on the Code of Conduct and APS Values
3.5 Staff advised of code of conduct provisions and appropriate behaviour for the workplace, including appropriate use of IT resources such as Internet and email usage. Personnel Manager and Managers Ongoing Harassment Policy and Email/Internet Policy revised as required

Our People

We value individual differences, the skills and the views of our entire staff. We seek to encourage and develop these through our employment and work practices.

Objective 4: Workplace diversity principles and equity principles are integrated in everyday management and workplace practices, particularly in the areas of performance management, training and development, and recruitment and selection.

Strategy/Action Responsibility Timeframe Performance Indicators Progress
4.1 Include adherence to diversity principles in the Performance Management Scheme. Managers Annually Adherence to Workplace Diversity principles are included as a part of an overall management responsibility in managers’ performance agreements
4.2 Conduct training on diversity awareness for managers and staff. Include a specific focus on cross cultural and disability awareness training. Workplace Diversity Committee and Personnel 2010 Training conducted – statistics on staff attending and evaluation of effectiveness of the training
4.3 Review recruitment and selection process including:
  • selection documentation;
 Personnel Ongoing Selection documentation reviewed on vacancy to include workplace diversity principles
4.3 Review recruitment and selection process including:
  • use of community media and list serves for advertising identified positions;

Personnel

Ongoing

 Identified positions advertised in community media and networks via list serves
4.3 Review recruitment and selection process including:
  • training for selection committees;

Personnel

Ongoing

 Training for selection committees circulated to staff. Training to include workplace diversity principles.
4.3 Review recruitment and selection process including:
  • Use of external representatives on selection committees; including maintaining a register of potential external representatives.

Personnel

Ongoing

 Maintain statistics on use of external representatives
4.4 Investigate and support work experience and employment opportunities (e.g. traineeships, work experience, internships) for youth, and indigenous people and people with disabilities. Personnel in consultation with relevant Manager Ongoing Maintain statistics on work experience and traineeship programs.

4.5 Maintain a language register in conjunction with AHRC.

Personnel

Ongoing

 Register maintained (including Auslan)

4.6 Access and Equity Report circulated to staff.

Personnel

Annually

 Report circulated

Objective 5: A workplace environment where information and resources are available and accessible to all.

Strategy/Action Responsibility Timeframe Performance Indicators Progress
5.1 Monitor Commonwealth Disability Strategy.

CDS Committee

Ongoing

 CDS input in the Annual Report
5.2 Improve and maintain accessibility of workplace resources on the intranet. Corporate and Public Affairs Section and Managers Ongoing Staff input sought and intranet pages updated – intranet statistics.
5.3 Increase awareness of privacy choices and obligations within the community. Corporate and Public Affairs Section 2009 Website redeveloped to ensure our materials are easy to find and in plain English.

Objective 6: Employment and work practices which maximise opportunities for disadvantaged groups.

Strategy/Action Responsibility Timeframe Performance Indicators Progress
6.1 Support Reconciliation Action Plan employment and development initiatives. Leadership, Personnel and WPD Committee Ongoing Workplace Diversity Program Progress Report
See also 4.4 and 5.1 above.

Attachment A: “AHRC/OPC Workplace Diversity Committee – Proposed Events 2009 (living doc)”

The document 2009-02 Workplace Diversity Committee - Proposed Events 2009 living doc.doc is available on The Hub.

This document/link will be updated from time to time as events are added or amended.