Guidance

How to move roles across the Civil Service: guidance for employees

Updated 7 October 2024

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This publication is available at https://www.gov.uk/government/publications/guidance-for-civil-servants-how-to-move-jobs-between-departments-and-agencies/how-to-move-roles-across-the-civil-service-guidance-for-employees

This guidance for employees explains the staff transfer process and what you need to do to change departments in the Civil Service.

Pilot departments for a new digital employee transfer service

Some government departments are piloting a new digital Employee Transfer Service:

  • Animal and Plant Health Agency (APHA)
  • Cabinet Office (CO)
  • Centre for Environment, Fisheries and Aquaculture Science (CEFAS)
  • Department for Environment, Food and Rural Affairs (Defra)
  • Department for Work and Pensions (DWP)
  • Foreign, Commonwealth & Development Office (FCDO)
  • Government Commercial Function (GCF/GCO)
  • Health and Safety Executive (HSE)
  • Ministry of Defence (MOD)
  • Rural Payments Agency (RPA)
  • UK Hydrographic Office (UKHO)
  • Veterinary Medicines Directorate (VMD)

Your provisional offer email will tell you if your transfer is part of this pilot.

Your transfer will use the new service if you are moving between two departments taking part in the pilot. There is separate guidance for you to follow within the new service.

All other transfers will continue to use the Excel-based staff transfer form on GOV.UK.

If you complete the wrong form, this will delay your transfer.

About staff transfers

A lot of employees move across the Civil Service. The staff transfer process helps you move between government departments without resigning.

The staff transfer process contains separate actions for:

  • you, as a transferring employee
  • your current line manager
  • your current HR/Shared services
  • your new line manager

The staff transfer form helps you progress through your transfer. It collects and shares the information needed for a move between government departments.

Who the staff transfer process applies to

It applies to civil servants who are transferring permanently or on a loan of 6 months or more between:

  • ministerial and non-ministerial departments and their executive agencies

  • the following crown non-departmental public bodies (NDPB) employing civil servants:

    • Advisory, Conciliation and Arbitration Service (ACAS)
    • Health and Safety Executive (HSE)
    • Institute for Apprenticeships and Technical Education (IfATE)
    • Office for Budget Responsibility (OBR)

If you are employed by any other NDPB or are a public servant - you can apply for some roles within the Civil Service, but this transfer process would not apply to you.

Departments, agencies and public bodies lists Government departments, non-departmental public bodies and other bodies.

The staff transfer process also applies to civil servants transferring from the Scottish and Welsh governments and the Northern Ireland Civil Service (NICS). 

NICS may use another means to provide the information required to transfer. In this case, the following guidance pages may not be relevant. If you are transferring from NICS, please consult with your HR team to support your transfer.

To be eligible, your original appointment must be on merit and by fair and open competition.

Exceptions

The staff transfer form is mandatory except:

What the staff transfer process includes

When you transfer to a new department, the process normally includes transferring your:

  • HR record
  • pension details
  • any current and valid National Security Clearance (NSV) you hold
  • any reasonable adjustments

If you need help with your transfer

You should follow this guidance. If you need further support with the staff transfer process you could:

  • ask your current line manager
  • ask the vacancy holder
  • check the job advert
  • contact your vetting authority/cluster security unit
  • check your department’s intranet for more information

There is separate guidance for exporting managers and importing managers providing an overview of the whole process.

How to transfer

You will get an email confirming your provisional job offer from the relevant recruitment team. You should then follow the steps in the staff transfer process.

You will need to complete Parts A-1 and A-2 of the staff transfer form. Your current manager and HR/Shared Services will also complete parts B and C of the form. It is otherwise known as the Civil Service Employee Transfer (CSET) form. The form covers HR, payroll and security clearance transfer.

Timeframes are indicative only.

Steps for employees in the staff transfer process

Read about the steps you should follow for a successful transfer.

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