Civil Service promotion, transfers and moving department

In the Civil Service, each department decides how its own staff are promoted and moved. The Civil Service management code sets the conditions: moves must follow a considered decision on merit, and procedures must be written in the department’s staff handbook. For moves between departments, successful candidates must be released within eight weeks unless a later date is agreed. Pay on promotion is left to departments, so no central rule gives a figure.

Promotion

The code gives departments and agencies authority over promotion and lateral transfer, on these conditions:

• every promotion or lateral transfer follows a considered decision about who is fit for the duties, on merit
• the procedures reflect Cabinet Office guidance and good practice
• the procedures are set out in the department’s staff handbook
• promotion of staff on fixed-term appointments follows the Civil Service Commission’s Recruitment Principles
• moves into or within the Top 200 posts need approval from the Senior Leadership Committee

Recruitment assessments in the Civil Service use Success Profiles, and the guide to Success Profiles explains what is assessed. For how grades fit together and their pay, see the pay guide.

Pay on promotion or transfer

The code says departments set pay for staff outside the Senior Civil Service, within government pay policy and spending controls. It does not say where on the new pay range a promoted person starts. Departments have their own rules, so ask HR in writing which one applies to you before accepting a post. Do the same for a level transfer, where the grade stays the same.

Moving between departments

Departments decide when staff may transfer, whether to fill a vacancy with someone from another department, for career development or on compassionate grounds. They must consider the interests of the Civil Service as a whole, and surplus staff when other departments have given notice of surpluses. A transfer must not conflict with the Recruitment Principles.

For posts advertised across departments, known as trawled posts, the code says successful candidates should be released within eight weeks of being told (four weeks for the Information Group) unless a later date is agreed. Agree the date in writing. If you also hold a place on a reserve list, tell the recruiter before you accept another post.

Mobility and location

The minimum mobility obligation for all staff is a liability to move between posts within reasonable daily travelling distance of home, and to serve away from home for periods of detached duty. Departments must set out any broader requirement in the letter of appointment, and must be able to justify it if challenged. Full-time Senior Civil Service staff may be required to transfer to any such post in the UK.

Compulsory moves

Where a transfer is compulsory, departments must follow the principles in the code’s introduction. If a move changes your terms, speak to your union or HR. The list of departments shows where your work might move.

What to check before you move

• the new salary and how it was set, in writing
• your start date and the release date your current department agrees
• whether your leave, sick pay service and flexi credit carry across
• location, mobility terms and travel
• your notice period, covered in Civil Service notice and leaving
• annual leave in the new department, covered in Civil Service annual leave and privilege day