Secondary Employment and Extra-Official Activities - Sydney South ...

Policy Directive 

Secondary Employment and Extra-Official Activities 

Document No: 

Functional Sub-Group: 

Summary: 

SSW_PD2007_032 

Clinical Governance 

Corporate Governance 

Staff are not to engage in any form of secondary paid 

employment where it arises from or detracts from, or 

conflicts with their official duties in Sydney South 

West Area Health Service (SSWAHS). Prior approval 

is required, from an Officer with appropriate 

delegation, to participate in outside employment and 

business activities. 

SSWAHS expects that the provisions of this policy 

shall be complied with at all times. 

Approved by: 

Director Corporate Services 

Publication (Issue) Date: July 2007 

Next Review Date: July 2010 

Replaces Existing Policy: Yes (GB&M: 4.3.13, dated April 2007) 

Previous Review Dates: April 2007 

Note: 

Sydney South West Area Health Service (SSWAHS) was established on 1 January 2005 with 

the amalgamation of the former Central Sydney Area Health Service (CSAHS) and the former 

South Western Sydney Area Health Service (SWSAHS). 

In the interim period between 1 January 2005 and the release of single Area-wide SSWAHS 

policies (dated after 1 January 2005), the former CSAHS and SWSAHS policies were 

applicable as follows:- 

• SSWAHS Eastern Zone : CSAHS 

• SSWAHS Western Zone: SWSAHS 

Compliance with this policy directive is mandatory Page 1 of 11

Sydney South West Area Health Service 

Policy No: SSW_PD2007_032 

Date Issued: July 2007 

SECONDARY EMPLOYMENT AND EXTRA-OFFICIAL ACTIVITIES 

Contents 

1. Introduction 

2. Fees or Remuneration for Secondary Employment 

3. Guidelines with Respect to Specific Activities 

3.1 Appearance in Radio and Television Programs or Interviews with Media 

3.2 Publications 

3.3 Volunteer Fire Fighting and State Emergency Services 

3.4 The Employee as a Private Employer 

3.5 Contesting State or Federal Elections 

4. References 

ATTACHMENT 1: 

Secondary Employment – Application Form [to obtain approval to 

undertake secondary employment (for All Staff excluding Staff 

Specialists)] 

ATTACHMENT 2: Staff Specialist – Application Form for Secondary Employment / 

Participation in an Outside Business [for Full-time Staff Specialists] 

ATTACHMENT 3: Staff Specialist – Notification Form for Secondary Employment / 

Participation in an Outside Business [for Part-time Staff Specialists] 





SECONDARY EMPLOYMENT AND EXTRA-OFFICIAL ACTIVITIES 

1. Introduction 

Staff are not to engage in any form of secondary paid employment where it arises 

from or detracts from, or conflicts with their official duties in Sydney South West Area 

Health Service (SSWAHS). Prior approval is required, from an Officer with 

appropriate delegation, to participate in outside employment and business activities. 

Part-time staff specialists who have outside business activities are required to notify 

their facility/service of those activities. 

SSWAHS expects that the provisions of this policy shall be complied with at all 

times. Failure by an employee to do so may result in disciplinary action being taken. 

The risks addressed by this policy: 

• Potential Conflicts of Interests 

• Safe Work Hours 

The aims / expected outcomes of this policy: 

To provide guidance for managers and staff with respect to any form of 

secondary paid employment. 

In summary: 

• General Managers have delegated authority to approve or decline 

applications from staff seeking approval to engage in secondary employment 

or extra-official activities including lecturing, tutoring and demonstration work. 

• Approval to engage in secondary employment other than in the employee's 

own time will not be granted. 

• An employee seeking approval to engage in secondary employment or to 

significantly vary existing approvals must submit written information 

concerning the nature of the employment and the time involved. 

• Staff may obtain the relevant secondary employment application form from 

the Human Resource (HR) Department or from the Forms section of 

SSWAHS Intranet. 

• Subject to the General Manager being satisfied that no conflict of interest is 

involved with the proposed secondary employment, and that the employee's 

work performance in their Area Health Service position is unlikely to be 

adversely affected, approval should not be withheld. 





2. Fees or Remuneration for Secondary Employment 

Monies received by an employee for undertaking activities, either during or outside 

normal working hours, which are part of that employee's duties and responsibilities 

within SSWAHS, must be refunded in full to the Area Health Service. 

Monies received by employees for undertaking activities which are not part of their 

normal duties shall be refunded in full to the Area Health Service where: 

• the activity is during normal working hours and the employee is considered to 

be on duty and/or acting as a representative of the facility 

• the activity is outside normal working hours but the employee is acting as a 

representative of the facility 

Monies received by employees for undertaking activities which are not part of their 

normal duties may be retained by them, where: 

• the activity is outside normal hours; or 

• the activity is during normal working hours but the employee is on leave 

without pay; and 

• the employee is not acting as a representative of SSWAHS, or the facility in 

which they are employed. 

3. Guidelines with Respect to Specific Activities 

3.1 Appearance In Radio and Television Programs or Interviews with Media 

All media contact and press releases must be approved by the Chief 

Executive. 

Approval is not required where staff are to appear in casual radio or television 

programs, the subject matter of which is not related to their normal duties, the 

facility or any other Government Agency. Such instances include 

appearances on game shows, current affairs programs, or performances 

where the person has musical or other particular talents. 

3.2 Publications 

Staff may write books or articles for magazines and the like, provided they are 

not related to, nor is there any interference with, official duties. 

If the work is related to the employee's duties or contains information obtained 

in the course of such duties, approval to publish must be obtained from the 

Chief Executive prior to publication. Excluded from this requirement is the 

preparation or submission of scientific articles related to a staff member’s 

duties. 

3.3 Volunteer Fire Fighting and State Emergency Services 

Staff wishing to join the Volunteer Fire Brigade or the State Emergency 

Service are required to make application in the usual manner. Such 





applications may be approved provided the General Manager is satisfied that 

no undue inconvenience to the facility will result. Any remuneration received 

for this work may be retained. 

3.4 The SSWAHS Employee as a Private Employer 

Where an employee acts as a private employer of others, approval must be 

sought where such activities have the potential to conflict with official duties or 

where it may be seen to be arising from their official duties. 

Employees may obtain the relevant secondary employment application form 

from the HR Department or from the Forms section of SSWAHS Intranet. 

3.5 Contesting State or Federal Elections 

The conditions under which an employee may contest State elections are 

prescribed by the Constitution (Public Service) Amendment Legislation, which 

provides that: 

• any employee intending to contest a State election must in the first 

instance notify his or her respective Chief Executive; and 

• when an employee is standing for election to State Parliament, he or she 

is not required to resign until declared elected. However, managers 

should advise employees who are intending to nominate as candidates to 

consider appropriate leave arrangements to cover the election period. 

As well as the above two provisions, the conditions under which an employee 

may contest Federal elections are prescribed by Section 44(iv) Australian 

Constitution, which provides that: Government employees must resign from 

their positions before they can nominate for election to the Commonwealth 

Parliament. The last day of service must be no later than the day prior to the 

closing date for nominations. 

The New South Wales Public Service (Commonwealth Elections) Legislation 

provides that an employee who resigns to contest a Federal election and fails 

to be elected, and who makes written application for re-appointment within 2 

months of the declaration of the poll, is entitled to re-appointment to an 

equivalent and remuneration level. 

4. References 

• Legislative Compliance: Organisation, Management and Staff Obligations - 

SSW_PD2007_005 

• Code of Conduct – SSW_PD2007_001 

• Recruitment and Selection – The Selection Committee – SSW_PD2007_019 

• Relevant NSW Health Policies which underpin SSWAHS policies are at 

http://www.health.nsw.gov.au/policies/index.html 


Attachment 1: 

Secondary Employment – Application Form 

[to obtain approval to undertake secondary employment 

(for all staff excluding staff specialists)] 

APPLICANT’S DETAILS (in relation to their employment in SSWAHS) 

Surname: ____________________________________ Name:____________________________________ 

Facility Name: __________________________________________________________________________ 

Department:____________________________________________________________________________ 

Employee Number: _______________________Classification:___________________________________ 

Position/Title: ___________________________________________________________________________ 

Department/Ward/Unit: _____________________________________Hours worked:___________________ 

Brief Description of Role / Responsibilities and shifts worked in SSWAHS: 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

APPLICANT’S SECONDARY EMPLOYMENT DETAILS 

Name of Secondary Employer: ______________________________________________________________ 

Hours / Days to be worked in secondary employment: 

Hours / week: _______ Days to be Worked: ____________________________________________ 

Brief Description of Secondary Employment: 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

Brief explanation as to why approval is being sought to undertake secondary employment (optional) 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

DECLARATION STATEMENT: 

“I, _______________________acknowledge that I understand that any second job or business I undertake 

will be done in my own time, will not adversely affect my SSWAHS work, will not lead to conflict of interest, 

will not involve SSWAHS resources, and will not involve the use of SSWAHS information”. 

Signed: ____________________________________________ Date: ______________________________

Attachment 1: Secondary Employment – Application Form 

[to obtain approval to undertake secondary employment (for all staff excluding staff specialists)] 

SUPERVISOR / MANAGER’S Recommendations / Comments 

Supervisor’s / Manager’s Title: ______________________________________________________________ 

Printed Name:__________________________________Signature:___________________Date:__________ 

Recommended / Not Recommended (Delete whichever is not applicable) 

Comments: 

______________________________________________________________________________________ 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

FACILITY HUMAN RESOURCE DEPARTMENT’S Recommendations / Comments 

Title: ____________________________ Signature: __________________________ Date:______________ 

Recommended / Not Recommended (Delete whichever is not applicable) 

Comments: 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

GENERAL MANAGER’S Recommendations / Comments 

Approved / Not Approved 

Signature: _________________________________________________Date:_________________________ 

Comments: 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

_______________________________________________________________________________________ 

Please Note - please return this completed form to the Human Resources Department for further action 

and/or filing in the staff member’s Employee file.

Attachment 2 

Staff Specialist – Application Form for Secondary 

Employment/Participation in an Outside Business 

[for full-time staff specialists] 

I am employed as a full-time staff specialist and I am writing to seek approval to participate in an Outside 

Practice in terms of the provisions of Clause 15 of the Staff Specialists (State) Award (the “Award”). 

Surname: ____________________________________ First Name(s):______________________________ 

Facility Name: __________________________________________________________________________ 

Department:____________________________________________________________________________ 


1) I certify that the Outside Practice: 

……………………………………………………………………………………………………………… 

(Name of the Outside Practice) 

located at…… ………………………..……..………………………………………………………....… 

(the “Outside Practice”) 

will not conflict with my commitments in providing normal duties or on call requirements as a full time 

Staff Specialist / Medical Practitioner in the provision of services to public patients and / or to services 

provided by the Sydney South West Area Health Service at: 

…….…………………………………………………………………………………………………. 

…….…………………………………………………………………………………………………. 

(Please name all Sydney South West Area Health Service hospitals / services where you are employed to perform 

work) 

2) I certify that my participation in the Outside Practice will not conflict with my obligations under the Code 

of Conduct issued by the NSW Department of Health, as varied from time to time. 

3) I certify that I will only participate in the Outside Practice on the days and between the hours listed 

below and I will immediately notify my General Manager / Area Service Director of any change to this 

pattern. 

Day(s) 

Hours 

Monday From: To: 

Tuesday From: To: 

Wednesday From: To: 

Thursday From: To: 

Friday From: To: 

Saturday From: To: 

Sunday From: To:

Attachment 2 

Staff Specialist – Application Form for Secondary Employment / Participation in an Outside Business 

[for full-time staff specialists] 

Please provide details of any on call arrangements with the Outside Practice: 

……………………………………………………………………………………………………………… 

……………………………………………………………………………………………………………… 

……………………………………………………………………………………………………………… 

……………………………………………………………………………………………………………… 

4) I certify that any referrals to me when undertaking my functions in the Outside Practice will be at ‘full 

arms length’ and in accordance with the provisions of the Health Insurance Act or its equivalent from 

time to time. 

5) I accept that: 

(i) 

(ii) 

(iii) 

(iv) 

(v) 

The income generated whilst engaged in outside practice pursuant to Clause 15 of the Award 

will be retained exclusively by me and I am under no obligation to provide records regarding 

the income generated pursuant to Clause 15 of the Award (unless otherwise required by law); 

I will be/am liable for all expenses incurred whilst engaged in outside practice including 

professional indemnity insurance, administration, facility costs and any other expenses arising 

from the conduct of such practice; 

The use of any of the Sydney South West Area Health Service’s employees, equipment or 

other resources in conducting outside practice is not permitted unless approved by the Chief 

Executive; 

Sydney South West Area Health Service may terminate an approval to work in Outside 

Practice with reasonable notice. 

I will complete a new form at the time of my annual performance review, unless there are any 

changes in the interim. I will immediately notify my General Manager / Area Service Director of 

any changes. 

6) A breach of this agreement or the provisions of Clause 15 of the Award will be dealt with pursuant to 

Clause 3 of the Award. 

Signed by the Applicant: ………………………………………… Date: ……………………………………… 

General Manager / Area Service Director 

Approved / Not approved 

If applicable, specify the date on which the approval expires: …………………….………………………………… 

Name: ……………….……………………………………………………Date: ……..……………………………….. 

cc: 

Applicant 

HR Department

Attachment 3 

Staff Specialist – Notification Form for Secondary 

Employment/Participation in an Outside Business 

[for part-time staff specialists] 

I am employed as a part-time staff specialist and I am writing to advise of my Outside Practice in terms of the 

provisions of Clause 15 of the Staff Specialists (State) Award (the “Award”). 

Surname: ____________________________________ First Name(s):______________________________ 

Facility Name: __________________________________________________________________________ 

Department:____________________________________________________________________________ 


1) I certify that the Outside Practice: 

……………………………………………………………………………………………………………… 

(Name of the Outside Practice) 

located at…… ………………………..……..………………………………………………………....… 

(the “Outside Practice”) 

does not conflict with my commitments in providing normal duties or on call requirements as a part time 

Staff Specialist / Medical Practitioner in the provision of services to public patients and / or to services 

provided by the Sydney South West Area Health Service at: 

Day(s) Hospital /Facility Hours 







Sunday From: To: 

(Name all Sydney South West Area Health Service hospitals and facilities where you are employed to perform work) 

2) I certify that my participation in the Outside Practice will not conflict with my obligations under the Code 

of Conduct issued by the NSW Department of Health, as varied from time to time. 

3) I certify that I will only participate in the Outside Practice on the days and between the hours listed 

below and I will immediately notify my General Manager / Area Service Director of any change to this 

pattern. 

Day(s) 

Hours 







Sunday From: To:

Attachment 3 

Staff Specialist – Notification Form for Secondary Employment / Participation in an Outside Business 

[for part-time staff specialists] 

Please provide details of any on call arrangements with the Outside Practice: 

……………………………………………………………………………………………………………… 

……………………………………………………………………………………………………………… 

……………………………………………………………………………………………………………… 

……………………………………………………………………………………………………………… 

4) I certify that any referrals to me when undertaking my functions in the Outside Practice will be at ‘full 

arms length’ and in accordance with the provisions of the Health Insurance Act or its equivalent from 

time to time. 

5) I accept that: 

(i) 

(ii) 

(iii) 

(iv) 

The income generated whilst engaged in outside practice pursuant to Clause 15 of the Award 

will be retained exclusively by me and I am under no obligation to provide records regarding 

the income generated pursuant to Clause 15 of the Award (unless otherwise required by law); 

I will be/am liable for all expenses incurred whilst engaged in outside practice including 

professional indemnity insurance, administration, facility costs and any other expenses arising 

from the conduct of such practice; 

The use of any of the Sydney South West Area Health Service’s employees, equipment or 

other resources in conducting outside practice is not permitted unless approved by the Chief 

Executive Officer; 

I will complete a new form at the time of my annual performance review, unless there are any 

changes in the interim. I will notify my General Manager / Area Service Director of any 

changes. 

6) A breach of this agreement or the provisions of Clause 15 of the Award will be dealt with pursuant to 

Clause 3 of the Award. 

7) I will notify the facility General Manager / Area Service Director of any change in the above 

arrangements 

Signed by the Applicant: ………………………………………… Date: ……………………………………… 

General Manager / Area Service Director 

Noted: ……………………………………………………………. 

Date: ………………………….………………. 

Name: ……………….…………………………………………… 

Date: ……..………………………………..….. 

cc: 

Staff Specialist 

HR Department

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