NURSING ADMINISTRATION

1. CONDITIONS FOR PUBLIC SERVICE WORKERS
BY MR. JONES H.M-MBA/DMS
1/20/2021
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2. Conditions of service for Public Service
Workers
• Appointments
• Appointments in the civil service are made by the Public Service
Commission on behalf of the president through Public Service
Management Division (PSMD).
• No person below the age of eighteen (18) years or above the age
of forty-five (45) years shall be appointed on probation.
• On appointment, an applicant may be required to pass public
service obligatory examinations or any other examination as may
be deemed necessary.
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3. Documents
• Before appointment to Civil Service, the following documents are required:
PSC form No 1
Form of vital statistics
Certified proof of qualifications
Medical certificate
Arrival advance form
Certified copies of NRC
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4. Types of allowances
• Settling in allowance is paid by the government to compensate an
officer in part for the unavoidable incidental expenses he/she
has to meet on initial appointment to the Public Service or
when the officer is transferred from one district to another or
from one rural station to another rural station within the
district.
• Settling in allowance is paid as a single rate or married rate.
• Settling in allowance is not paid when a transfer results from an
officer’s misconduct.
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5. • Settling in allowance is only paid to an officer who is transferred
at his/her own request if the Responsible Officer is satisfied that
the transfer is in the interest of the public service.
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6. • Subsistence allowance
• Subsistence allowance is paid to an officer travelling on duty
away from the normal station of duty.
• Travelling on duty includes travelling:
On first appointment
On transfer from one station to another.
To attend court or the commission for investigations as a witness
in a case connected with his/her duties.
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7. To attend interviews with a Service Commission away from the
normal station of duty.
• If an officer becomes ill while travelling on duty and is admitted
to hospital, he/she shall continue to be paid subsistence
allowance for days spent in hospital.
• When an officer is on transfer between stations, an officer may
claim subsistence allowance at the appropriate rate for the last
two (2) nights and the first two (2) nights spent at the old and new
stations, respectively. Ie. Subsistence allowance is paid for four
(4) nights.
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8. • Rural hardship allowance
An officer who is serving in an area declared to be a “Remote
Area” shall be entitled to receive a hardship allowance at the rate
as may be determined by Government from time to time.
• Recruitment and retention
This allowance is be paid to Zambian nationals who posses
approved academic and professional qualifications at the rates
determined by Government from time to time.
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9. • Commuted overtime allowance
This is paid to nurses and paramedical officers, government
drivers, secretaries and stenographers in Permanent Secretary and
Minister’s offices.
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10. • Seniority
• In case of officers on different grades, seniority is determined by
reference to the salary scales on which they are serving, and
the officer with the highest maximum point shall be the most
senior.
• In case of officers on the same grade, seniority is determined
by reference to their date of appointment or promotion to that
grade, the officer with the earliest date of appointment or
promotion is the most senior.
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11. Acting appointment
• An acting appointment is made where an officer is absent from
his or her post for thirty (30) consecutive days or more.
• An acting appointment may be approved for a short period than
thirty (30) days consecutive working days in special cases or
where there is a legal requirement that certain matters may
only be dealt with by the officer holding a particular post.
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12. • An officer appointed to act in a higher post is given an acting
allowance equal to the difference between his or her
substantive salary and any other allowances applicable to the
post.
• An officer can also be appointed to act in a higher post for
administrative convenience which is the difference between
his/her substantive salary and any other allowances applicable to
the post.
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13. Leave earning rates
• Officers in Division I ……………….. ᴣ⅟₂ days
• Officers in Division II……………….. ᴣ days
• Officers in Division III……………….. 2⅟₂ days
• Commutation of leave days for cash
A responsible officer may authorise an officer going on leave to
commute up to one hundred and twenty (120) days of his or her
leave for cash.
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14. Types of leave
• Local leave
An officer is allowed to take local leave of not less than ten (10)
working days once every year.
• Urgent leave for personal reasons
• An officer who has no leave days due to him or her and who
wishes to be absent from duty for urgent personal reasons may
apply to the responsible officer for leave.
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15. • Occasional leave
• Occasional leave must be taken during the calendar year in which
it is granted, if not taken, it shall be forfeited.
• Twelve (12) working days a year to nursing officers, sisters,
nurses, clinical officers, other than those working in training
institutions in the Ministry of Health, Defence and Home Affairs.
• Eighteen (18) working days a year to radiologists and
radiographers in the Ministry of Health.
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16. • Paternity leave
• Granted to male officers to be absent from duty for five (5) days
when their spouse deliver and upon production of a record of birth
of the child.
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17. Promotion
• The existence of a vacancy is not in itself entitle any officer in a
lower grade to be promoted to that vacancy and there is no
obligation on the part of a responsible officer or the Service
Commission to fill a vacant post by direct promotion.
• Acting with a view for promotion
Officers selected for promotion will normally be appointed by
Service Commission or a Responsible Officer to act for a period
of six (6) months with a view to establishing suitability for
substantive promotion.
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18. • Transfer
An officer may be transferred to any duty station where his or
her services are required.
An officer who wishes to be considered for transfer to another
Ministry shall apply to his or her Responsible Officer giving the
reasons for requests and qualifications for the post.
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19. Termination of appointment
• This can arise from:
Resignation
Retirement
• Resignation
An Established Officer may resign at any time, by giving the Government
three months’ notice, in writing, exclusion of leave, or by paying
Government.
An officer on probation may resign at any time by giving the government
one month’s notice, in writing or paying government one month’s salary
in lieu of notice.
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20. Retirement
• An established officer is retired as prescribed in the Public
Service Pensions Act no. 35 of 1996.
• No officer may continue serving after attaining pensionable age.
• A Service Commission may require an established officer to
retire in the national interest and this restricted to cases where
an officer has to relinquish his or her appointment at the
instance of the government either to take up another
appointment outside the Public Service or for reasons of
government policy.
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21. A Service Commission may require an established officer to retire
in the Public interest on the following grounds;
Failure to perform his or her duties.
Incompetent performance of his or her duties
An offence under the disciplinary code
On medical grounds if the registered practitioner certifies that an
officer can no longer perform Government duties due to ill health.
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22. • Confirmation letter
• Letter of promotion to current position
• Recommendation must clearly state officer’s names and position
• Proof that officer has been contributing to the PSPS.
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23. CODE OF ETHICS
• GRZ in recognizing the importance of the role of the Public
Service in national development and in the delivery of quality
services to the people of Zambia has developed and is
implementing the Code of Ethics for the Public Service.
• The Code outlines broad principles of core values and behavioral
standards that call for a high level of ethical conduct by Public
Service employees designed to enhance public confidence in the
Public Service.
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24. DISCIPLINARY CODE
• The Disciplinary Code of Conduct provides details on the various offences, penalties
and procedures for handling offences
• CLASSIFICATION OF OFFENCES
A. Absenteeism and poor time keeping
B. Substandard performance
Carelessness
Negligence
Poor supervision
Inefficiency
Loafing, failure to perform
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25. C. Undisciplined, improper or disorderly behaviour
• Refusing to obey instructions
• Failing to obey instructions
• Non compliance to established procedure
• Unethical conduct
 abusive language & insubordination
insolent behaviour; threatening violence, disorderly behaviour
alcohol & drug related offences
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26. • D. Loss, damage & misuse of GRZ property
- Wilful loss, damage Due to negligence
-Misuse of Government property
-Breach of licence to occupy GRZ housing
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27. • E. Bribery/corruption, theft, fraud &misappropriation
- falsifying , altering documents
• F. Illegal industrial action
Illegal strike action
Incitement
Intimidation
Sabotage
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28. • G. Breach of trust or confidentiality
Unauthorized disclosure of confidential information
Deliberate breach of state secrets Act (Cap 111 of the laws of
Zambia)
Deliberate giving untrue or misleading information verbally or in
writing
Sexual harassment
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29. Seductive sexual advances
Sexual bribery
Sexual imposition
Rape - sexual threat or coercion; threats of violence or
victimization
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30. • PENALTIES FOR OFFENCES
1. Unrecorded warning for first offence - minor breaches of rules.
No entry will be made in the officer’s disciplinary record.
2. Recorded warning
 absenteeism for not more than 3 days, disobedience &disorderly
behavior
3. Severe warning
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31. 4. Final Warning
5. Suspension
• Demotion- Persistent poor work performance
6. Discharge or Summary Dismissal- When other forms of disciplinary
action have failed
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32. PROCEDURES FOR HANDLING ORDINARY OFFENCES
DISPLINARY AND GRIEVANCE PROCEDURE
• DISPLINARY PROCECDURE- it is a procedure that is established to
ensure that there is orderly way of dealing with issues of discipline
and employee behavior at the work place.
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33. DISPLINARY PROCEDURE
1.Immediate supervising officer initiate preliminary investigations to
establish the facts of the case, if no facts - Dismiss the allegations.
- If the case has been established the employee must be notified and state
the alleged misconduct. Lay a formal charge in writing giving time for
exculpation. Accused shall be informed whether exculpation is accepted.
2.Refer the matter to HRM Dept. which shall investigate and arrange for
hearing (within 7 days). Notification should also state the date of hearing
and venue. This is in order to give an opportunity for the employee to
heard.
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34. 4. Accused is given chance to appear before the disciplinary
committee to give out his views on the case.
Note: Accused may be accompanied by union representative. If
accused refuses to attend case hearing within 10 days shall be liable
for dismissal.
5.After the case has been heard disciplinary action will be according
to the nature of the case eg,
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35. i. Formal verbal warning and a written record is kept in the file
to show that you been warned
ii. First written warning- a time frame is given which will provide
room to improve. A copy of the warning is kept in the file.
iii. Final written warning – this is given if the officer continues
misconduct after been given the first warning.
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36. i. Suspension- for some time and an officer will be put on ½
salary.
ii. Dismissal- comes in two forms
Were one has been warned and written to.
Or when one commits gross misconduct eg
Theft, absenteeism, beating up a boss, consumption of alcohol on
duty, stealing drugs, sexual harassment.
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37.  In the case of dismissal, Reporting Officer shall raise
recommendation for dismissal and refer the matter to the PSMD
• Note: Accused shall be informed of intended action
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38. RIGHT TO APPEAL
• Appeal shall be made within 7 days
• Shall be heard within 14 days of appeal
• Note: Appeals against demotion or dismissal will be heard at
Service Commission Level.
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39. THE END
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