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2015-11-04Governance and office management
This section of the Starter Kit provides information and resources relating to the good governance of the office and how to support the office’s core functions. Strategic and business planning – establishing and implementing the strategic direction for the office Measuring and monitoring performance – Monitor the efficiency and effectiveness of the office, for internal and external reporting New functions and a growing office – considerations for proposed new functions and handling an expanding office Risk management – risk considerations for Ombudsman offices Records management – considerations for proper records management Challenges to jurisdiction – difficulties the office can face when its legislated jurisdiction is changed by government or challenged in court.
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2015-11-04
Contacts
Starter Kit contact For any questions or comments regarding this Starter Kit, please contact the Western Australian Ombudsman’s office by email: communications@ombudsman.wa.gov.au Australian Ombudsman Offices Commonwealth Ombudsman Website: http://www.ombudsman.gov.au Email: ombudsman@ombudsman.gov.au Phone: 1300 362 072 Fax: 02 6276 0123 Postal: GPO Box 442, CANBERRA ACT 2601 New South Wales Ombudsman Website: http://www.ombo.nsw.gov.au Email: nswombo@ombo.nsw.gov.au Phone: 02 9286 1000 Toll free (outside Sydney metro): 1800 451 524 Fax: 02 9283 2911 Postal: Level 24, 580 George Street, Sydney NSW 2000 Northern Territory Ombudsman Website: http://www.ombudsman.nt.gov.au/ Email: nt.ombudsman@nt.gov.au Phone: (08) 8999 1818 Free call: 1800 806 380 Postal: PO Box 1344, Darwin NT 0801 Queensland Ombudsman Website: http://www.ombudsman.qld.gov.au Email: ombudsman@ombudsman.qld.gov.au Phone: 07 3005 7000 Freecall: 1800 068 908 (outside Brisbane) Fax: 07 3005 7067 Postal: GPO Box 3314, Brisbane QLD 4001 South Australian Ombudsman Website: http://www.ombudsman.sa.gov.au Email: ombudsman@ombudsman.sa.gov.au Phone: (08) 8226 8699 Toll free: 1800 182 150 (outside metro SA only) Facsimile: (08) 8226 8602 Postal: PO Box 3651, Rundle Mall SA 5000 Tasmanian Ombudsman Website: http://www.ombudsman.tas.gov.au/ Email: ombudsman@ombudsman.tas.gov.au Phone: 1800 001 170 (free call nationally) Postal: GPO Box 960 Hobart 7001 Victorian Ombudsman Website: https://www.ombudsman.vic.gov.au/ Email: ombudvic@ombudsman.vic.gov.au Phone: 03 9613 6222 1800 806 314 (Regional) +61 3 9613 6222 (International) Fax: 03 9614 0246 Postal: Level 1 North Tower, 459 Collins Street, Melbourne VIC 3000 DX210174 Melbourne Western Australian Ombudsman Website: http://www.ombudsman.wa.gov.au Email: mail@ombudsman.wa.gov.au Phone: 08 9220 7555 Freecall: 1800 117 000 (toll free for country and interstate callers) Facsimile: 08 9220 7500 Postal: Ombudsman Western Australia, PO Box Z5386 St Georges Terrace PERTH WA 6831 Pacific Region Ombudsman Offices Ombudsman of the Cook Islands Website: http://www.whupi.com/ombudsman/ Email: complaints@ombudsman.gov.ck Phone: (682) 20 605 Fax: (682) 21 605 Postal: PO Box 748, Avarua, Rarotonga, Cook Islands The Ombudsman of Hong Kong Website: http://www.ombudsman.hk Email: enquiry@ombudsman.hk Phone: (852) 2629 0555 Fax: (852) 2882 8149 Postal: G.P.O. Box No. 3300, Hong Kong New Zealand Ombudsman Website: http://www.ombudsman.parliament.nz Email: info@ombudsman.parliament.nz Phone: 0800 802 602 (+64 4 4739533) Fax: (04) 471 2254 Postal: PO Box 10152, Wellington 6143 Ombudsman Commission of Papua New Guinea Website: http://www.ombudsman.gov.pg Email: ombudspng@ombudsman.gov.pg Phone: (675) 308 2600 / 308 2620 Toll Free: (675) 1801800 Fax: (675) 320 3211 Postal: Ground Floor, Deloitte Tower, Douglas Street, PO Box 1831 PORT MORESBY 121National Capital District, Papua New Guinea Office of the Ombudsman Samoa Website: http://ombudsman.gov.ws/ Email: info@ombudsman.gov.ws Phone: +685 25394 Fax: (685) 2186 Postal: Apia Central Bank Building Level 5 Office of the Ombudsman of Solomon Islands Email: ombudsman@solomon.com.sb Phone: (677) 28135 / (677) 28625 Fax: (677) 28626 Postal: PO Box 535, Honiara, Solomon Islands The Control Yuan Website: http://www.cy.gov.tw/mp.asp?mp=21 Email: cymail@ms.cy.gov.tw Phone: :(+886) 2-2341-3183 Fax: Fax:(+886) 2-2341-0324 Postal: No.2, Sec. 1, Zhongxiao E. Rd., Taipei City 10051, Taiwan (R.O.C.) Commissioner for Public Relations of the Kingdom Of Tonga Email: primzolta@yahoo.com.au Phone: 00 (676) 26980 or (676) 26 981 Fax: (676) 26 982 Postal: Commission for Public Relations, Lavinia Road, NUKU’ALOFA TONGA Office of the Ombudsman- Republic of Vanuatu Email: ombud.vt@vanuatu.com.vu Phone: (+678) 27200 Fax: (+678) 27140 Postal: Office of the Ombudsman, Private Mail Bag 9081, Port Vila, Vanuatu
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2015-11-04
Stakeholder engagement
This section of the Starter Kit provides information and resources relating to the office’s engagement and communication with its key stakeholders. Members of Parliament – Interacting with Members of Parliament and government Ministers. Journalists – Expectations of staff for communicating with the media and journalists and in other forums. Agencies – Improving public administration through interaction with agencies. Outreach and awareness – Considerations for raising awareness about the office’s services in the community, and enhancing access for the public.
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2015-11-04
Government agencies
Ombudsmen engage with agencies to improve public administration in various ways, not just through resolving and investigating complaints.
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2015-11-04
Journalists
To ensure a consistent and professional approach, it is important that the office speaks with one official public voice.
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2015-11-04
Challenges to jurisdiction
Ombudsman offices can face particular challenges when the executive government seeks to change the Ombudsman’s jurisdiction in a way that might limit the office’s ability to function effectively, or impact its independence.
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2015-11-04
Records management
Proper maintenance of records is an important part of a well-functioning organisation. It is particularly important that Ombudsman offices have good record management practices because it is a key area where Ombudsmen often identify poor practice in agencies in their jurisdiction. In addition, Ombudsman offices often deal with sensitive and, sometimes, highly confidential or secret information.
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2015-11-04
Risk management
Standard ISO 31000:2009 Risk Management – Principles and guidelines defines risk as the ‘effect of uncertainty on objectives’. It is important that Ombudsman offices have policies and procedures in place to identify, assess, manage/mitigate and monitor a range of risks, and that these are reviewed and evaluated at appropriate intervals.
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2015-11-04
New functions and a growing office
Communities are demanding a greater level of transparency and accountability from government as well as those delivering services that were once the responsibility of the public sector. In looking for additional accountability mechanisms, governments often first look to existing mechanisms, such as Ombudsmen, that are trusted, effective and where the additional oversight functions are comparatively inexpensive to implement.
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2015-11-04
Measuring and monitoring performance
As with any other public or private sector organisation, it is important that offices monitor, measure and report on their performance. This will provide the Ombudsman and senior staff with confidence in the work of the office. It will also allow the office to demonstrate to the community that it is making appropriate and efficient use of the funding and resources with which it is provided. In some jurisdictions, this information can also be of assistance to the Parliamentary Committees tasked with overseeing the work of the Ombudsman. Offices can use this information to support applications for additional funding and resources, particularly if there is a clear increase in a particular area of the office’s work. And finally, this information will be useful to demonstrate the office’s importance to the community.
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2015-11-04
Strategic and business planning
Strategic and business planning is an important part of an office’s corporate governance framework. Its purpose is to continuously improve the office’s outward-facing and inward-facing services by establishing a set of clearly defined expectations and outcomes.
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2015-11-04
How to build and maintain independence
Possibly the most important element to the success of an Ombudsman is the office’s independence. It must not be, or be seen to be, answerable to the government of the day or to the agencies within the office’s jurisdiction. At the same time, the office must also not be or be seen to be a community advocate. The Ombudsman must clearly be acting in the public interest at all times.
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2015-11-04
Guiding principles
The Ombudsman is a core institution of modern government with a role to promote and protect human rights, contribute to the maintenance of the rule of law and as a pathway to accessible, timely and effective administrative justice. As the Ombudsman has a significant role to keep the executive government to account, the Ombudsman and the Ombudsman’s office must act, and be seen to act, with a high degree of integrity and accountability.
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2015-11-04
APOR Starter Kit
Starter Kit for New Ombudsman and Developing or Expanding Offices Welcome to a collection of Ombudsman resources, guidance and useful advice, prepared for the members of the Australasian and Pacific Ombudsman Region (APOR) with the financial support of the International Ombudsman Institute (IOI). This ‘starter kit’ is designed to provide assistance to newly established Ombudsman offices, as well as to those undergoing expansion or looking for assistance to develop existing services or new functions. The resources in this Sarter Kit are set out under a number of broad topics: Core principles Guiding principles How to build and maintain independence Governance and office management Strategic and business planning Measuring and monitoring performance New functions and a growing office Risk management Records management Challenges to jurisdiction Complaints and investigations Receiving and assessing complaints Conducting investigations Managing parties to a complaint Stakeholder engagement Members of Parliament Journalists Government agencies Outreach and awareness Contacts These pages provide information about the topic and include a range of resources relevant to the topic from other APOR members. This starter kit is a dynamic resource, meaning that the resources may be updated and new resources added over time. New or amended resources If your office has any resources you think may be useful to others, or previously provided resources that have been updated, please contact the Western Australian Ombudsman’s office by email at communications@ombudsman.wa.gov.au. Use of terms Throughout this Starter Kit, some common terms have been used: ‘Agencies’ refers to the Departments, authorities, organisations and other service provides within the Ombudsman’s jurisdiction. ‘Office’ means the office of the Ombudsman. ‘Ombudsman’ refers to the chief executive of the office, and if there are more than one Ombudsman, any or all of them, as relevant. ‘Public officers’ means the people employed in agencies. ‘Staff’ means the people employed in the office under the direction and control of the Ombudsman.
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2015-11-03
Ombudsman Hong Kong commends positive attitudes towards complaint management
On 29 October 2015, Hong Kong Ombudsman Connie Lau, announced at the 19th Ombudsman’s Awards Presentation Ceremony that the Immigration Department (ImmD) has won this year’s Grand Award, while the Correctional Services Department (CSD) and the Legal Aid Department (LAD) are the runners-up. Individual awards were given to 50 public officers for their outstanding performance in providing quality customer service. More than 200 guests from various government departments and public organisations attended the annual presentation ceremony.
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2021-07-09
Ombudsman publishes Annual Report 2020
Victoria Pearman, Ombudsman for Bermuda, has submitted her Annual Report for 2020 to the Speaker of the House of Assembly in accordance with her statutory duty under the Ombudsman Act 2004. The Report was tabled in the House of Assembly this morning and is available to the public.
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2021-07-09Ombudsman for Bermuda - Press Release - Annual Report 2020
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2021-07-09
Ombudsman for Bermuda - Annual Report 2020 - EN
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2021-07-08
Parliament Commissioner for Human Rights issues report on Observance and Protection of Human Rights in 2020
In accordance with Article 18 of the Law on the “Ukrainian Parliament Commissioner for Human Rights,” the office of the Commissioner submitted the Annual Report 2020 on the status of observance and protection of human rights and freedoms of citizens of Ukraine.
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2021-07-08
Own initiative investigation by Western Australian Ombudsman of Public Advocate
On Thursday 8 July 2021, the Western Australian Ombudsman and President of the International Ombudsman Institute released his investigation report "An investigation into the Office of the Public Advocate’s role in notifying the families of Mrs Joyce Savage, Mr Robert Ayling and Mr Kenneth Hartley of the deaths of Mrs Savage, Mr Ayling and Mr Hartley."