Brussels Office, officer job description and reports to the Chief Minister

Summary

The request sought the job description of the Brussels officer and written reports issued to the Chief Minister in the last month. The Cabinet Office provided the job description but withheld the reports, stating they were not held as formal documents but rather as verbal and written briefings.

Key Facts

• The job description for the Director of European Affairs and Brussels Representative was released as an appendix.
• The officer reports to the Chief Secretary, not directly to the Chief Minister.
• No formal written reports were held for the requested one-month period; only briefings were provided.
• Briefings were given to support Chief Minister meetings, speeches, and presentations to Tynwald.
• The response was issued under the Freedom of Information Act 2015.

Data Disclosed

• 2017-11-06
• 2017-12-02
• 3 November 2017
• one month
• 9
• 1
• IM109468I
• 354347

Exemptions Cited

• Information not held

Data Tables (1)

Full Response Text

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REFERENCE NUMBER: IM109468I

REQUEST UNDER THE FREEDOM OF INFORMATION ACT 2015 (“the Act”) Thank you for your request 3 November 2017 for the following information, subsequent clarification being show in bold: “The job description of the officer based in Brussels
A copy of correspondence reports he has issued provided to the Chief Minister in the last months (one month)” Response to your request
1. The job description of the officer based in Brussels

Please find below, as an Appendix, a copy of the job description for the Head of the Brussels Office.
2. Reports provided to the Chief Minister in the last one month

While our aim is to provide information whenever possible, in this instance the Cabinet Office does not hold or cannot, after taking reasonable steps to do so, find the information that you have requested.
In the period specified the Head of the Brussels Office provided verbal and written briefings – which for the purposes of this request are not deemed to be reports – directly to the Chief Minister, in support of meetings attended by the Chief Minister, and presentations/speeches given by the Chief Minister to Members of Tynwald, and the business community.
The Head of the Brussels Office also provided verbal and written briefings to the Chief Secretary, Chief Officers and senior officers across the Isle of Man Government, including members of the EU Advisory Group and the International Relations Coordination Group, and provided input for papers submitted to the National Strategy Group and the Council of Ministers.
Your right to request a review If you are unhappy with this response to your Freedom of Information request, you may ask us to carry out an internal review of the response, by completing a complaint form and submitting it electronically or by delivery/post to the FOI Co-ordinator, Cabinet Office, Government Office,

Government Office DOUGLAS Isle of Man IM1 3PN Tel: (+44) 01624 686244 Fax: (+44) 01624 685710 Website www.gov.im/co
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Douglas, Isle of Man, IM1 3PN. An electronic version of our complaint form can be found by going to our website https://www.gov.im/foireview. If you would like a paper version of our complaint form to be sent to you by post, please contact us and we will be happy to arrange for this.
Your review request should explain why you are dissatisfied with this response, and should be made as soon as practicable. We will respond as soon as the review has been concluded. If you are not satisfied with the result of the review, you then have the right to apply for a review of decisions by the Information Commissioner, for a decision on; 1) Whether we have responded to your request for information in accordance with Part 2 of the Freedom of Information Act 2015; or
2) Whether we are justified in refusing to give you the information requested. In response to an application for review, the Information Commissioner may, at any time, attempt to resolve a matter by negotiation, conciliation, mediation or another form of alternative dispute resolution and will have regard to any outcome of this in making any subsequent decision.
More detailed information on your rights to review is on the Information Commissioner’s website at: https://www.inforights.im/ Should you have any queries concerning this letter, please do not hesitate to contact me. Further information about Freedom of Information requests can be found at: www.gov.im/foi.

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Appendix

Job Description

Job title:
Director of European Affairs and Brussels Representative Office: Brussels office, as part of the Chief Secretary’s Office
Line manager: Chief Secretary Responsible for:
The establishment of an Isle of Man representative office in Brussels, and the maintenance and utilisation of a network of key contacts, so as to represent and promote the Isle of Man, whilst acting as a conduit to monitor and advise Isle of Man stakeholders on relevant issues. Managing the operation and function of the Brussels Office, including leadership responsibilities for office staff. Purpose:
Under the overall leadership and strategic direction of the Chief Secretary and in close liaison with the Director of External Relations, the job of Director of European Affairs and Brussels Representative in Brussels incorporates a number of key areas of activity, as follows:  provide support to the Chief Minister in leading the Island’s Government and the Council of Ministers in the exercise of the Island’s constitutional and external functions and obligations;

 contribute to setting the strategic direction for the Isle of Man Government in the context of established policy, objectives and priorities relating to European and associated international relationships;

 work with the Communications Unit of the Chief Secretary’s Office to ensure the effective delivery of Government’s communications and public relations activities, regarding EU and associated international issues, in the context of established policies and priorities;

 lead the influencing and negotiations with the EU administration, institutions and stakeholders, on behalf of the Isle of Man Government, in line with established policy, objectives and priorities

 monitor and provide key perspective and assessment of the implications of EU and associated international developments, as they relate to the Isle of Man; and

 provide management oversight of the Brussels Office, with day to day management of Civil Service staff and line management of any local staff based at the Brussels Office.

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Main Duties & Key Accountabilities: The main duties and key accountabilities of the role include: 1. Provision of Policy Advice & Support The Director of European Affairs and Brussels Representative is a key source of high level European policy advice and support to the Chief Minister, the Council of Ministers, Chief Secretary and Director of External Relations.
Policy Advice & Support to the Chief Minister and the Council of Ministers The job holder will, as a senior policy advisor to the Chief Minister and the Council of Ministers:  provide sound and impartial policy advice to the Chief Minister and to the Council of Ministers, with regard to aspects of EU and associated international policy, objectives and priorities;

On behalf of the Chief Secretary, the job holder will act as a conduit for formal and informal two- way communication between the Government of the Isle of Man and institutions of the European Union and the permanent representations of Member States, with special emphasis upon the UK. 2. Strategic Leadership & Direction
On behalf of the Chief Secretary, the Director of European Affairs and Brussels Representative is a key provider of strategic leadership and direction for the EU aspects of External Relations Division. The job holder will:

 identify effective mechanisms to ensure that the Isle of Man’s interests are promoted and defended in the EU and associated international forums, as required, through Brussels based presence and the development of external relationships;

 work with the Director of External Relations, to develop a co-ordinated programme to support the Council of Ministers in the elevation of the Island’s profile in the EU and where required, in other associated international bodies

 facilitate identification and delivery of central key messages for Isle of Man Government which support Government’s overarching strategic objectives and communicate these through their European and associated international contact network;

External Relations Division: The job holder will work with the Director of External Relations, to provide leadership and contribute to overall operational performance, effectiveness and the delivery of programmes and services regarding EU and associated European and international affairs in accordance with the service plan and supporting operational plans for the External Relations Division;

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 where relevant, implement corporate policies, systems and procedures within the Brussels Office relating to a wide range of matters including, for example, service planning, performance management and reporting requirements, corporate governance, Civil Service, Financial and other regulations;

 ensure effective Brussels Office staff development, performance management and contribute as required, to their appraisal by their Line Manager in accordance with the policies of the Office and the relevant requirements contained in Civil Service Regulations and/or other relevant terms and conditions agreements.

1. Managing at the Political and Related Interfaces The Director of European Affairs and Brussels Representative has a key role in the management of various political and other interfaces which are involved in our relationship with Brussels and associated international bodies including those between the Island’s Government, HM Government, EU institutions and the Council of Ministers, etc. On behalf of the Chief Secretary the job holder will:
    provide information and advice to the Chief Minister, the Council of Ministers in relation to the various political and other interfaces including, for example, the EU implications of the constitutional relationship with the British Crown, the relationship between the Government of the Island and HM Government and the Island’s relationship with the European Union as defined in Protocol 3 to the United Kingdom Treaty of Accession;

 as directed seek to forge, manage and influence constructively, a wide range of EU and EU related international interfaces and relationships on behalf of Government for the ultimate benefit of the Island;

 intervene, as necessary, to secure change, and seek resolution of differences when they arise within and across Government, in the context of the Island’s EU and associated internationally related constitutional framework, working with an understanding of key strategic policy imperatives, priorities and inter-relationships;

 ensure that the Chief Minister has the necessary support by way of EU or associated Internationally related information, advice, briefing papers and, amongst other things, drafts of answers to Parliamentary Questions and responses to Motions etc., to enable him to discharge effectively his role in Tynwald.

1. Representation The Director of European Affairs and Brussels Representative will represent Government in a wide range of EU and associated internationally related settings and will articulate Government’s position with sensitivity taking into account the receptiveness of the audience. As appropriate, this will include consulting and negotiating on behalf of Government, providing answers and explanations in relation to Government policy and actions and, in doing so, promoting the Island and its interests. On behalf of the Chief Secretary the job holder will:  attend meetings, conduct discussions and deliver presentations to explain Government policy, strategies and plans; 6

 influence, persuade and negotiate with representatives of HM Government, the European Union, plus European stakeholders and lobby groups, within the terms of the Island’s constitutional and other relationships in either a singleton capacity or as part an officer level delegation/team. Where delegations are led at political level the job holder, will provide support as a senior adviser;

 appear before, and give evidence to, Select and Standing Committees of the Legislature, and other bodies, locally, nationally and internationally, as required;

 lead and participate in relevant committees and other working groups, as appropriate, and provide information and advice to such groups, as necessary;

 promote the work and key messages of the Isle of Man Government through contacts with the print and broadcast media targeted at an EU audience;

 support the Chief Minister, the Council of Ministers, the Chief Secretary and Director of External Affairs in their dealings in respect of External Relations matters, on behalf of Government.

 record contact and networking activity with all stakeholders through the External Relations Contact Relationship Management system to maintain a comprehensive and transferable record.

A key part of the role will include regular and recurring contacts, at national and international levels, with representatives of, amongst others, the UK Ministry for Justice, the EU, representatives of Jersey, Guernsey, Gibraltar and Overseas Territories, the European Union Institutions and other relevant European and associated International stakeholders. 5. Resource Management The Director will be accountable for the Brussels Office establishment and subsequent budget management and control:  set up and manage the Brussels Office;  lead financial planning and budgetary management processes in compliance with Government’s corporate financial planning and management requirements;  promote value for money principles and ensure compliance with the requirements of Financial Regulations;  ensure that funds (income and expenditure) are properly managed, financial records are accurately kept and financial probity is maintained;  safeguard assets and ensure that all necessary independent checks are maintained in respect of cash balances, investments, equipment and property.

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Reporting Framework
The Director of European Affairs and Brussels Representative reports to the Chief Secretary and will work closely with the Director of External Affairs.
The Chief Secretary, as line manager for the Director of European Affairs and Brussels Representative role, is responsible as ‘Reporting Officer’ for the implementation of, and compliance with, the provisions analogous to the IoM Civil Service Performance & Development Review Scheme, to be applied to the role. As Reporting Officer, the Chief Secretary will ensure that in line with the time scale set out in the Scheme, amongst other things, an annual:  Personal Delivery Plan and a Personal Development Plan is agreed with the job holder;  Review and assessment of the job holder’s performance and competency /behaviours is made; and
 Performance and Development Review meeting is conducted.

Management Authority under Relevant Procedure Civil Service Authority of Job Holder Disciplinary Procedure - Recommend Dismissal - Suspension - Up to Final Written Warning - Appeals up to Final Written Warning

Capability Procedure Submission of an Adverse Report and up to Final Warning

Grievance Procedure Up to Stage 3

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Competency Requirements – in lin

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