FOI Request - Administrative and Back Office Functions

Request 101003798303

1.  Organisational Structure of Administrative Functions
a)  Please provide a list of administrative or corporate functions managed in-house by your authority (e.g., HR, IT, Finance, Legal, Communications, Procurement, Licensing Administration, Planning Administration, Education Administration, Social Care Administration, Complaints Handling, FOI/EIR Processing, Records Management, etc.).
b)  For each function listed, please confirm whether the function is delivered internally, shared with other bodies, or outsourced.

2.  Staffing and Pay.  For each function listed above (see 1.) please provide:
a)  the number of FTE (full-time equivalent) staff currently employed.
b)  the job titles or role types (in broad categories – e.g., "Senior HR Officer", "Planning Admin Assistant", "IT Manager", etc.).
c)  the total gross pay bill for each function for the most recent financial year available (e.g., 2023/24).
d)  the estimated full on-costs associated with these roles (including national insurance, pension contributions, etc.).

3. Office and Accommodation Costs
a)  Where known or estimable, please provide the total office/accommodation costs (per annum) associated with these functions (either broken down by department or as an aggregate figure for corporate services).
b)  If your authority sub-leases or shares accommodation for administrative staff, please indicate this (with rough cost allocations if available).
c)  Please provide a definition of how you classify work patterns in your workplace (e.g. office based, hybrid, remote) and how many staff are included under each classification for the period.

4. Senior Management Structure.  Please provide a diagram or listing of your current senior management structure, including:
a)  Post titles
b)  Departmental/functional oversight
c)  Current annual salary (or salary band) for each post
d)  On-costs and any performance/bonus components where applicable

Response 25-06-2025

1. a) The Organisation structure for the Moray Council is published and available on the Moray Council website. Please note that you can click on a box for more departmental information on staffing. This information is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002, information otherwise accessible. For ease of reference please find a link to the web page here: http://www.moray.gov.uk/downloads/file137660.pdf

There are 12 heads of service posts; to identify all departments under each Heads of Service and then identify job roles/salary scales etc. would take on average 1 to 2 hours per department, with on average at least 6 departments per head of service = 12 HoS x 6 departments x 1-2 hours per department = 72 to 144 hours. This task would cost the Council in excess of £600 of staff time. In accordance with Section 12 of the Freedom of Information (Scotland) Act 2002 (excessive cost), we are therefore unable to comply with this part of the request.

b) All departments and services have in-house administrative support. For different departments please see the overarching structure as linked above.

2. a) Total Staff FTE as at 30.06.2025 – 3752.25 

b) Please refer to organisation chart linked above; exemption under Section 12 FOISA - excessive cost

c) & d) The information requested is published and available on the Moray Council website, in form of the Annual Accounts (Note 9). This information is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002, information otherwise accessible. For ease of reference please find a link to the web page here: 

http://www.moray.gov.uk/moray_standard/page_44100.html#:~:text=The%20Moray%20Council%E2%80%99s%20Annual%20Accounts%20are%20prepared%20in,the%20Annual%20Accounts%20for%20the%20past%205%20years. 

3. a) & b) This information would be exempt as excessive cost, under Section 12 of FOISA. There are 12 heads of service posts; to identify all departments under each HoS and then identify working locations would take on average 1hr per department, with on average at least 6 departments per head of service = 12 HoS x 6 departments x 1 hrs per department = 72hr 

c) Not held. Guidance around work patterns is readily available to staff, however, there are no set definitions defining these work patterns. There are no figures covering how many staff are under different work patterns. Information that is not held falls under Section 17 of the Freedom of Information (Scotland) Act 2002 - Information not held.

4. a) Organisation structure is already available – see 1a).
b) As per above
c) Annual accounts are otherwise accessible - Exemption under Section 25 FOISA - please see here: http://www.moray.gov.uk/moray_standard/page_44100.html#:~:text=The%20Moray%20Council%E2%80%99s%20Annual%20Accounts%20are%20prepared%20in,the%20Annual%20Accounts%20for%20the%20past%205%20years
d) No bonuses or performance components are paid.