Temporary assignment

What is a temporary assignment?

Temporary assignment under GSE rule 11 is used instead of assignment under sections 38 and 46 of the GSE Act when all the following apply:

1. the assignment is for a defined period (usually short) with a specified end date
2. the role the employee is temporarily assigned to is not occupied or is vacant
3. the employee is expected to return to their most recently assigned role at the end of the temporary assignment.

A temporary assignment may be at-level, or to a higher level or in the case of senior executives, a lower band.

Temporary assignment should only be used where there is an expectation that the employee will return to their most recently assigned role at the end of the assignment (GSE rule 11(5)). 

In addition, non‑executive and senior executive employees must not be temporarily assigned into a role if they do not meet the essential requirements listed in the role description, such as a required qualification or licence.

Temporary assignment should not be used as a substitute for assigning an employee into an ongoing role for an indefinite period. This practice is inconsistent with the principles of merit, mobility, capability development and flexible deployment of resources.

Non-executive employees

Non-executive temporary assignment under GSE rule 11 may be to:

• a role in the same classification of work (at-level); or
• a role in a higher classification of work, or into a senior executive band (above-level)

At-level temporary assignment

A temporary assignment to a role in the same classification of work may be made on the same basis as an assignment, which is that the delegate /manager of the new role is satisfied the employee has the capabilities required to perform the role. 

Temporary assignment at-level is appropriately used to fill a short-term vacancy pending recruitment, to backfill a role while another employee is on short term leave, or to conduct a short-term project. It may also be used to backfill a role when an employee is on parental leave.

In general, at‑level temporary assignments should not be used for periods longer than six months, except where they are backfilling an employee on parental leave or supporting a time limited project.

For time limited project roles, the following principles should apply:

• the role is tied to a specific project with defined funding, deliverables and an end date
• it is not used to deliver ongoing business‑as‑usual work
• the duration is clearly defined upfront, including a maximum timeframe, to avoid the role becoming a long‑term temporary arrangement.

In both cases, the delegate or manager should be satisfied that the employee has demonstrated the focus capabilities of the role at the required level before proceeding with the at‑level temporary assignment.

Above-level temporary assignment

For non-executive employees, temporary assignment to a role above-level may be either:

• to a role at a higher non-executive classification of work than the employee’s ongoing employment classification of work (for example, from an ongoing clerk grade 7/8 to a clerk grade 9/10); or
• to a role in a senior executive band (for example, from a clerk grade 11/12 to a senior executive band 1 role).

Assessment and advertising guidance

While there is no mandated advertising or assessment requirements for temporary assignments, it is recommended that agencies consider the assessment and advertising guidance outlined below: 

Up to 6 months: The delegate /manager is satisfied the employee has the capabilities required to perform the role.

To confirm this, the hiring manager may consider using a range of approaches, including:

• talking with the employee
• reviewing their recent work
• discussing their performance with their current or former manager (if applicable).

6 up to 12 months: Suitability assessment completed and no advertising required.

12 months to 2 years: Comparative assessment completed with advertising across the Public Service or external advertisement.

Temporary assignment to a role above-level should be for a maximum period of two years. For extensions beyond two years, a further comparative assessment based on advertising across the Public Service or external advertisement should be conducted and the employee confirmed as the most suitable candidate. Therefore, it is important to consider the possible length of a temporary assignment before an employee is temporarily assigned.

Above-level temporary assignments will generally attract payment of a temporary assignment allowance, as described in these guidelines.

Appendix 3 provides a summary of assessment guidance for non-executive above-level temporary assignment and payment of temporary assignment allowance.

Senior executive employees

Temporary assignment of senior executives is within the same Public Service agency or to another Public Service agency.

Senior Executive temporary assignment under rule 11 may be to:

• a role in the same band with the same work value and remuneration (at-level); or
• a role in the same band with higher work value and remuneration (at-level); or
• a role in the same band with lower work value and remuneration (at-level); or
• a role in a higher senior executive band (above-level).

At-level temporary assignment (within the same band)

An at-level temporary assignment is a temporary move to a different role in the same senior executive band as the senior executive is employed, generally followed by a return to the previously assigned role. In general, at-level temporary assignment should not be used for periods longer than six months unless it is used to backfill a role while an senior executive is on parental leave or for a time limited project role.

For time limited project roles, the following principles should apply:

• the role is tied to a specific project with defined funding, deliverables and an end date
• it is not used to deliver ongoing business‑as‑usual work
• the duration is clearly defined upfront, including a maximum timeframe, to avoid the role becoming a long‑term temporary arrangement

Due to the breadth of senior executive bands, roles in senior executive bands vary considerably in work value, in the level of capability required and in remuneration. Therefore, a temporary assignment within the same band could be to a role with the same or greater capability requirements and remuneration than the senior executive’s current assigned role. For this reason, it is important to confirm that the senior executive meets the capability requirements of the new role before the assignment proceeds.

At-level temporary assignments of up to 6 months may be made on the basis that the delegate/manager of the new role is satisfied that the employee has the capabilities required to perform in the role.

At-level temporary assignments longer than 6 months may be made where the senior executive has been assessed through a minimum of a suitability assessment as meeting the focus capabilities at the level required for the role.

However, a suitability assessment is not required where the focus capabilities of the temporary assignment role are the same as those of the employee’s current assigned role, provided the delegate or manager of the role is satisfied that the employee has the required capabilities.

Where an at-level temporary assignment is to a role with higher remuneration, a temporary assignment allowance may be payable.

Above-level temporary assignment (to a higher band)

Senior executives may be temporarily assigned to roles in higher bands, for example, from ongoing employment in the senior executive band 1 to a temporary assignment in senior executive band 2 role.

Assessment and advertising guidance

While there is no mandated advertising or assessment requirements for temporary assignments, it is recommended that agencies consider the assessment and advertising guidance outlined below: 

Up to 6 months: The delegate /manager is satisfied the employee has the capabilities required to perform the role.

To confirm this, the hiring manager may consider using a range of approaches, including:

• talking with the employee
• reviewing their recent work
• discussing their performance with their current or former manager (if applicable)
• Reviewing performance in temporary assignments, and/or documented performance assessments undertaken within the last 12 months.

6 up to 12 months: Suitability assessment completed and no advertising.

12 months to 2 years: Comparative assessment completed with advertising across the Public Service or external advertisement.

Temporary assignment to a role in a higher band should be for no more than two years. For extensions beyond two years, a further comparative assessment based on advertising across the Public Service or external advertisement should be conducted. Therefore, it is important to consider the possible length of a temporary assignment before an employee is temporarily assigned.

Appendices 4 and 5 provide a summary of assessment requirements for senior executive temporary assignment to roles of greater remuneration and for payment of temporary assignment allowance.

Temporary assignment allowance

Non‑executive and senior executive employees who are temporarily assigned to a role with a higher salary or remuneration and work value, whether at‑level or above‑level, may be eligible for a Temporary Assignment Allowance (TAA).

The Government Sector Employment Regulation 2014 (GSERegulation) sets out the requirements for payment of allowances:

• for temporary assignments to higher non‑executive roles (Clause 20), and
• for temporary assignments to executive roles (Clause 21).

TAA is calculated as the difference between the employee’s usual salary or remuneration and the salary or remuneration of the role to which they are temporarily assigned. 

In most cases, TAA is paid at the minimum salary or remuneration for the temporarily assigned role. However, a higher rate may be approved by the agency head where appropriate, having regard to the employee’s capabilities, knowledge and experience, including any previous periods of temporary assignment at the higher level.

Where payable, TAA applies only for the duration of the temporary assignment and does not form part of the employee’s ongoing salary or remuneration.

See appendix sections for further details on when payment of leave is payable at the higher rate.

Temporary assignment allowance for proportional duties (GSE Regulation Clause 20(3) and Clause 21(5))

In most cases, an employee who is temporarily assigned to a role is expected to perform the full duties of that role. However, in some circumstances, an employee may be required to perform only a proportion of the duties. This may occur where the temporary assignment is for a short period, where the opportunity is shared between multiple employees, or where the employee’s level of experience is still developing.

Where an employee performs only a proportion of the duties, they are not paid the full TAA. Instead, a proportional allowance is paid, consistent with the proportion of duties performed. For example, an employee who performs 75 per cent of the duties of the role is paid their usual salary or remuneration plus 75 per cent of the TAA.

The duties to be performed and the proportion of TAA to be paid should be clearly stated and agreed before the temporary assignment commences.

For longer‑term temporary assignments involving proportional duties, the proportion of duties performed and the associated TAA should be reviewed periodically to ensure they remain appropriate. 

Payment of TAA should be made during the period of the temporary assignment, not in arrears. Any performance issues in relation to the role should be managed through the agency’s performance management system.

Temporary assignment for developmental purposes

Where an employee demonstrates that they meet some but not all focus capabilities at the level required for a role, they may be offered a temporary assignment for developmental purposes under GSE Rule 11. Temporary assignments for developmental purposes may be either at-level or above-level.

A temporary assignment for developmental purposes can be provided for a period of no more than 6 months.

Appropriate support and a development plan should be agreed before the commencement of the temporary assignment and progress should be regularly reviewed. At the conclusion of the temporary assignment, the employee’s performance should be reviewed. This review may include formal assessment elements, and the outcome should be discussed with the employee.

Where the end‑of‑assignment assessment demonstrates that the employee has; 

1. acquired the required capabilities at the level for the role, and;
2. the temporary assignment is within the same classification of work (non‑executive) or same band (senior executive) as the employee’s ongoing employment (that is, it is not to a higher classification or band)

The employee may be considered for assignment under sections 38 or 46 of the GSE Act to a role requiring those capabilities on an ongoing basis, rather than returning to their previous role. 

Temporary assignments for developmental purposes are a workforce capability development tool. They are intended for employees who are performing well in their current role and who have demonstrated the potential to develop the capabilities required for the new role. For example, an employee with demonstrated management potential but limited people‑management experience may be offered a developmental temporary assignment to a supervisory role to build those capabilities.

Before offering a developmental temporary assignment, managers should consider the employee’s overall performance, potential to develop, and current level of capability against the focus capabilities of the role. Developmental temporary assignments should not be offered where an employee does not meet several of the required focus capabilities, as this may affect service delivery and could be demotivating for the employee.

Ongoing employment at the level of the temporary assignment

An agency head may decide to offer an employee ongoing employment at the level of an above-level temporary assignment. An offer of ongoing employment is made under GSE Act section 37 (senior executives) or section 45 (non-executives) and is subject to:

• the role being substantively vacant;
• the results of comparative assessment based on external advertising, which may be the original comparative assessment for the temporary assignment or a new comparative assessment for the role (GSE Rule 20);
• the employee’s documented performance outcomes in the above-level role; and
• the satisfactory conduct of the employee.

There is no minimum time period of temporary assignment at the higher level required prior to offering ongoing employment.

Employee initiated temporary assignment to a role with lower remuneration

Senior executive employees may request a temporary assignment to a role with lower remuneration under GSE Rule 11. Such assignments are assessed using the same approach as at‑level temporary assignments within the same band for senior executives.

A temporary assignment to a lower‑paid role may only occur at the employee’s request and with the agreement of the delegate. The assignment, including the associated reduction in pay or remuneration, must be agreed in writing by both the employee and the delegate, regardless of the expected duration of the assignment.