The office of the commission

The Commission is served by a small and dedicated team of public officers led by the Executive Secretary, Public Service Commission, who is a senior public officer appointed, to the position on a performance agreement.

The top officials of the Office of the Public Service Commission are:

  • Ms Moira Attard – Executive Secretary

  • Ms Angele Cilia Degiorgio – Assistant Director, Public Service Commission

  • Ms Natasha Magro – Assistant Director, Support Services

The Office of the Commission can be contacted via email at: psc@gov.mt

For more details of how to communicate with us please go to: Contact Us.

List of Executive Secretaries

Published Results

The Appointment Procedure under delegated authority provides that for calls published as from 1st February 2016 onwards, the authority responsible for the call shall publish or issue the result, as applicable, after having examined the report of the Selection Board to ensure that there are no apparent mistakes or omissions in the report and is satisfied that it meets all established requirements.

Post / Position Date

Freedom of Information

Article 5 (4) of The Freedom of Information Act stipulates that
the Act shall not apply to documents held by the Public Service Commission.​

Retention Policy

THE OFFICE OF THE PUBLIC SERVICE COMMISSION

SCOPE

  1. Article 5 (4) of The Freedom of Information Act stipulates that the Act shall not apply to documents held by the Public Service Commission.​

BACKGROUND

  1. The GDPR puts forward the principle that personal data and sensitive personal data should not be retained for periods that are longer than necessary. In this context, the office of the Public Service Commission will be putting forward a retention policy for all data and documentation that it collects and processes, with the purpose of ensuring compliance to the Regulation and to ensure that no resources are utilised in the processing and archiving of data which is no longer of relevance.

OBJECTIVE

  1.  This policy aims to achieve the following objectives:
  1. Regulate the retention of and disposal of the various types of documentation whether held in manual or automated filing systems within the office of the Public Service Commission, while adhering to the Data Protection principle that personal data should not be retained for a longer period than necessary;

  2. Dispose of unnecessary documentation that is no longer relevant and is taking up useful storage space;

  3. Promote the digitisation of documentation as may be reasonably possible in order to minimize the use of storage space required to store documentation, as well as to promote a sustainable use of paper and printing consumables.

ADMINISTRATION

  1. Documentation is held and recorded by the Registry Section, Support Services Unit, office of the Public Service Commission. This Policy is therefore applicable to all such documentation. It will be the responsibility of the relevant Registry Section, Support Services Unit  and its Data Controller, the Executive Secretary, Public Service Commission, to ensure that all provisions of this Policy are adhered to.

DOCUMENTATION HELD WITHING THE OFFICE OF THE PUBLIC SERVICE COMMISSION

  1. As part of its operating requirements the office of the Public Service Commission, requests, keeps and maintains a wide range of documentation including personal data. The various types of documentation utilised by the office of the Public Service Commission may be categorised as follows:
  1. Personal Data of the Chairman, Deputy Chairperson and members of the Public Service Commission,

  2. Personal files of the Executive Secretary and staff;

  3.  Attendance and absence records of staff;

  4. Medical records and certificates of staff;

  5. Financial records including payrolls, FS3’s, tax and national insurance contributions, etc.;

  6. Accounts and procurement records;
  1. Administrative and Policy Files;

  2. Minutes of the Commission meetings;

  3. Files of Post/Positions in the Public Service;

  4. Petition files on selection processes in the Public Service;

  5. Disciplinary Files;

  6.  Oral hearing audio-recordings;

SECURITY OF DOCUMENTATION

  1. Documentation is maintained in an accessible but secure location with adequate access provided to officials who have the clearance level to access the relevant documentation. In the case of documents with sensitive personal data with higher clearance levels, access control protocols are fully adhered to, to ensure that only those that have the required security clearance have access to such documentation.

  2. In the case of personal data, the GDPR also stipulates that only those required to process personal data should have access to personal records.

  3. Personnel who are found to be in breach of these security protocols, and thus in breach of the GDPR, will be subject to disciplinary action.

RETENTION PERIOD

  1. Retention of different categories of documents is governed by different requirements and different legislation and regulations. The following schedule outlines the retention requirements for the various categories of documentation within the office of the Public Service Commission.
Category Retention Period
PERSONAL INFORMATION
Employees Personal Files Up to the age of 75, after which they are to be destroyed
Personal Record Sheets (GP 46) Ten (10) years from date of termination of employment​
Service and Leave Record Sheets (GP 47) For the same period as that kept for the relevant job application forms
Annual performance reports (including PMPs) Three (3) full years
ATTENDANCE AND ABSENCE RECORDS
Attendance Sheets 2 years, after which they are to be destroyed
Vacation Leave Cards Three (3) years
Sick Leave Cards Ten (10) years from the date of termination of employment
Requests for the appointment of a medical board Ten (10) years from the date of termination of employment
Reports by a medical board Ten (10) years from the date of termination of employment​
MEDICAL RECORDS
Sick Leave Certificates One year from issue of certificate, after which they are to be destroyed
Sick Leave Records 5 years, after which they are to be destroyed
FINANCIAL DOCUMENTATION
Procurement Records 10 years, after which they are to be destroyed
Accounting Records 10 years, after which they are to be destroyed
Yearly Financial Statements 10 years, after which they are to be destroyed
PSC WORKINGS
Minutes of Meetings 30 years, after which they are to be transferred to the National Archives for permanent preservation.
Files of Calls for Applications - Ineligible posts 2 years from the date of issue of the call for applications, after which they are to be destroyed, with a sample of 5% to be transferred to the National Archives for permanent preservation after 30 years from the date of the issue of the call. (5% sample to be retained at the office of the PSC till 30 years have lapsed)
Files of Calls for Applications – Posts/Positions (where a result has been issued) 15 years from the date of the issue of the call for applications, after which they are to be destroyed, with a sample of 5% to be transferred to the National Archives for permanent preservation after 30 years from the date of the issue of the call. (5% sample to be retained at the office of the PSC till 30 years have lapsed).
Disciplinary Files (Guilty) Up to the age of 75, after which they are to be destroyed, with a sample of 5% to be transferred to the National Archives for permanent preservation.
Disciplinary Files (Not guilty) 2 months from the conclusion of the case, after which they are to be destroyed, with a sample of 5% to be transferred to the National Archives for permanent preservation.
Files of the Commission (relating to the workings of the PSC) 30 years, after which they are to be transferred to the National Archives for permenent preservation.
Petition files (relating to complaints submitted by candidates who feel aggrieved by the result of a specific selection process) 15 years from the date of issue of the call for applications, after which they are to be destroyed, with a sample of 5% to be transferred to the National Archives for permanent preservation after 30 years from the date of the issue of the call. (5% sample to be retained at the office of the PSC till 30 years have lapsed)
Audio recordings of Oral Hearings with the Public Service Commission regarding Disciplinary Cases 3 months from the conclusion of the case, after which they are to be deleted.
​Audio recordings of Oral Hearings with the Public Service Commission regarding the making or revocation of appointments​ 3 months from the date the Commission’s final decision was communicated to the applicant, candidate or officer concerned. NOTE: When applicant, candidate or officer concerned fails to attend the Oral Hearing, the audio recording will be deleted right after the minutes of the hearing have been compiled.​
Photos produced as evidence during oral hearings regarding disciplinary cases and cases relating to the making or revocation of appointments​ ​Photos are to be returned to the officer concerned at the end of the case. NOTE: Before returned, photos are to be signed by the members of the Commission and by the officer concerned, accompanied by a declaration signed by the data subject stating the number of photos returned. This declaration is to be kept in the respective PSC file.​

CONCLUSION

This retention policy aims to achieve a good working balance between the retention of useful and meaningful information in line with the provisions of the relevant legislation and the disposal of data which is no longer required and is being archived unnecessarily. Data that needs to be destroyed after the noted timeframes will be disposed of in an efficient manner to ensure that such information will no longer be available within the office of the Public Service Commission. The Data Protection Controller and DPO are aware of the noted retention periods and will instruct all relevant personnel to follow the indicated procedures accordingly.

It is to be noted that anonymised or statistical data do not fall within the parameters of this Retention Policy, since they do not constitute identifying personal data.

Data Protection Policy

THE OFFICE OF THE PUBLIC SERVICE COMMISSION

The General Data Protection Regulation (EU) 2016/679 (GDPR) and the Data Protection Act (Cap 586) regulate the processing of personal data whether held electronically or in manual form. The Office of the Public Service Commission is set to fully comply with the Data Protection Principles as set out in such data protection legislation.

Purposes for collecting data

The Office of the Public Service Commission collects and processes information to carry out its obligations in accordance with present legislation.  All data is collected and processed in accordance with Data Protection Legislation and the PSC General Regulations (S.L. Const. 01), the PSC Appointments Regulations (S.L. Const. 05) and the PSC Disciplinary Regulations (S.L. Const. 03).

Recipients of data

Personal Information is accessed by the employees who are assigned to carry out the functions of the Office of the Public Service Commission. Personal Data will be disclosed to the Courts of Law, the office of the Attorney General, the office of the Ombudsman, Permanent Secretaries, Heads of Department, members of Selection Boards, legal representatives, and competent authorities representing public officers. Disclosure can also be made to third parties but only as authorized by law.

Your rights

You are entitled to know, free of charge, what type of information the Office of the Public Service Commission holds and processes about you and why, who has access to it, how it is held and kept up to date, for how long it is kept, and what the Unit is doing to comply with data protection legislation.

The GDPR establishes a formal procedure for dealing with data subject access requests.  All data subjects have the right to access any personal information kept about them by the Office of the Public Service Commission, either on computer or in manual files. Requests for access to personal information by data subjects are to be made in writing and sent to the Executive Secretary, office of the Public Service Commission. Your identification details such as ID number, name and surname have to be submitted with the request for access.  In case we encounter identification difficulties, you may be required to present an identification document.

The Office of the Public Service Commission aims to comply as quickly as possible with requests for access to personal information and will ensure that it is provided within a reasonable timeframe and in any case not later than one month from receipt of request, unless there is good reason for delay. When a request for access cannot be met within a reasonable time, the reason will be explained in writing to the data subject making the request.  Should there be any data breaches, the data subject will be informed accordingly.

All data subjects have the right to request that their information is amended, erased or not used in the event the data results to be incorrect.

In case you are not satisfied with the outcome of your access request, you may refer a complaint to the Information and Data Protection Commissioner, whose contact details are provided below.

The Executive Secretary, Public Service Commission

The Executive Secretary, Public Service Commission may be contacted at:

Level 2, Palazzo Spinola Business Centre,
46, St Christopher Street,
Valletta VLT 1464

Telephone:  21222063/4

Email: dpo.psc@gov.mt​

The Information and Data Protection Commissioner

The Information and Data Protection Commissioner may be contacted at:

Level 2, Airways House,
High Street,
Sliema SLM 1549

Telephone:  23287100 

Email:  idpc.info@gov.mt​

List of Executive Secretaries

  • Mr H Miller, Secretary Designate
    06.07.1960 – 16.12.1960

  • Mr H Miller, Secretary
    17.12.1960 – 23.03.1969

  • Mr G Soler, Secretary
    24.03.1969 – 08.03.1973

  • Mr A Piccinino, Acting Secretary
    09.03.1973 – 30.11.1973

  • Mr C Vella, Acting Secretary
    01.12.1973 – 21.09.1975

  • Mr P Vassallo Cachia, Secretary
    22.09.1975 – 09.09.1983

  • Mr P V Attard, Secretary
    01.01.1984 – 16.09.1985

  • Mr R V Mifsud, Secretary 
    23.12.1985 – 31.12.1988

  • Mr N Scicluna, Secretary
    05.01.1989 – 26.11.1993

  • Mr J Bonello, Acting Secretary
    27.11.1993 – 15.10.1995

  • Mr G Saliba, Acting Secretary
    16.10.1995 – 03.12.1995

  • Mr J Bonello, Acting Secretary
    04.12.1995 – 02.05.1996

  • Mr N Worley, Acting Secretary
    03.05.1996 – 18.02.1999

  • Mr N Worley, Secretary
    19.02.1999 – 12.04.2001

  • Mr R Saliba, Acting Secretary
    13.04.2001 – 20.06.2001

  • Mr R Saliba, Secretary
    21.06.2001 – 09.01.2004

  • Mr P Sammut, Secretary
    10.01.2004 – 08.01.2010

  • Mr P Sammut, Executive Secretary
    09.01.2010 – 16.04.2010

  • Mr C Polidano, Executive Secretary
    17.04.2010 – 28.02.2014

  • Ms C Schembri, Executive Secretary
    01.03.2014 – 30.06.2020

  • Ms J Bonnici, Acting Secretary
    01.07.2020 – 15.11.2020

  • Ms M Attard, Executive Secretary
    16.11.2020 –​ 

CONTACT US

Contact Information

Address

The Public Service Commission
Level 2, Palazzo Spinola
Business Centre
46, St Christopher Street,
Valletta, VLT 1464
Malta

View on Google Maps

Telephone

2122 2063
2122 2064

Office Opening Hours

Monday to Friday
7:30am – 3:30pm

Email

psc@gov.mt