5. How we manage our human, physical and information resources

| Print |

Information about our policies and strategies for managing the human, physical and information resources of the Agency.


5.1 Human Resources

Strategy and management of human resources

The SPPA Human Resources Team are responsible for the delivery of the Agency's Personnel related functions. Although the SPPA has its own personnel team, the Agency adopts the Personnel Policies of the Scottish Government.

The Agency has delegated personnel responsibilities including:

    • Recruitment
    • Promotion
    • Pay Progression
    • Conduct/Discipline
    • Special Leave
    • Absence Management
    • Performance Management

Vacancies at the SPPA are advertised in the local press and Work for Scotland where external recruitment is required.


Staffing structure

The Scottish Government publishes details of its policy and guidance materials for staff.


Human resources policies, procedures and guidelines

The Staff Handbook is a statement of the terms and conditions of service for Scottish Government staff.

Recruitment: The Scottish Government is responsible for its own recruitment practices and procedures for bands A, B and C within the framework laid down by the Civil Service Order in Council 1995 and the Recruitment Code issued under it by the Civil Service Commissioners (Civil Service Commissioners' Recruitment Code).

Performance Management: The aim of the Scottish Government's performance management system is to create a high performing organisation that is well equipped to meet day-to-day and future challenges, to improve the way we work and the quality of service we provide to Cabinet Secretaries, Ministers and the people of Scotland.

Salary and Grading: The Scottish Government determines the remuneration of its staff below Senior Civil Service level. Responsibility for Senior Civil Service pay has not been delegated by the Scottish Government although it may exercise discretion within a broad framework laid down by Cabinet Office.

Promotion: Under the Civil Service Management Code, Civil Service employers have authority to determine promotion and lateral transfer arrangements for their own staff, subject to certain conditions - paragraph 6.4 of the Code explains the position.

Pensions: The Civil Service pension scheme is set by statute. It is managed by Cabinet Office, supported by a Governance Group of representatives nominated by Cabinet Office and the Council of Civil Service Unions.

Discipline: Disciplinary rules and procedures promote orderly employment relations, fairness and consistency in the treatment of individuals. The procedures described here will help ensure that the standards described elsewhere in the Conduct section are applied.

Grievance: Disagreements, normally of a minor nature, will be dealt with under the procedure in Grievance and more serious disputes will normally be dealt with under appeal procedures dedicated to particular circumstances.


Employee relations structures and agreements

Management and the Trade Union Side of the Scottish Government Main bargaining unit (SGM) are committed to conducting their industrial & employee relations business in partnership. That business covers all matters relating to the general welfare, terms and conditions and working practices of staff.

The Scottish Government recognise three Civil Service unions, which are represented by the Council of Scottish Government Unions for collective bargaining purposes:

    • Public and Commercial Services (PCS)
    • Prospect
    • First Division Association (FDA)


5.2 Physical Resources

Management of the SPPA's land and property assets

The Agency works to continuously improve its environmental performance, increase energy efficiency and (where possible) minimise its use of resources. Details are contained within the Annual Report and Accounts.


Description of the SPPA's land and property holdings

The Agency does not own any land or buildings.


Estate development plans

Not applicable


Maintenance arrangements

Not applicable


5.3 Information Resources

Records management policy, including records retention schedule

The Scottish Public Pensions Agency follows the Retention and Disposal Schedules as adhered to by The Scottish Government in respect of all documents that it creates and holds. These schedules set out the lengths of time for which all types of records must be held. This means that whilst FOISA is retrospective, it is only possible to provide copies of Scottish Government records that are still in existence. The current  policy and procedures in relation to records management are set out in The Scottish Government's Records Management Plan.


Information governance / asset management policies and procedures

IT Code of Conduct: This code applies to all users of the Scottish Government's  SCOTS system or of any other IT systems supplied by the Scottish Government including Agencies. The code also extends to those IT systems supplied by a 3rd party other than the Scottish Government to be used in the furtherance of Scottish Government business. The code also covers individuals seconded to the Government and others (e.g. contractors) who might transmit information across Scottish Government or public networks by means of e-mail or Internet services


List of statistical information published by the SPPA

Statistical information published by the SPPA can be accessed via the Agency Expenditure web page and from the Annual Report and Accounts.


Of interest:

Scottish Government Finance

Scottish Public Finance Manual

Link to Scottish Government Website