TNAG-0592-FCO40-725-Inspection-of-Hong-Kong-and-Indian-Ocean-Department-1976 — Page 8

ADMINISTRATION IN

CONFIDENCE

Mr Jasper G & GD

K270

41X417526/1

INSPECTION OF G & GD

18

1.

I have not been able to do much about your minute of 13 September during your absence from the Office. Meanwhile, there have been a number of developments (or, if you like, non- developments). First, I understand that a decision has still to be taken on the Inspector's recommendation that the Gibraltar half of G & GD should be merged with Southern European Department. The last reference I saw to this matter was in a minute from Mr Stanley in which he anticipated that it would be possible to do a submission to Ministers this month. Unless and until there is a date for the transfer of the Gibraltar work to SED, I think you will agree that it is going to be difficult to måke firm plans for the merger of the General Section etc with HKD. On that particular front, there has been one development: Mr Cortazzi, on Mr Stewart's advice, has withdrawn reservations which he had expressed earlier about HKD's being responsible for anything other than work on Hong Kỏng.

2. This sad, there has been a little movement on the questions of staffing and accommodation raised in your minute. The Hong Kong Government have decided that they will not be recruiting expatriate administrative staff in 1977. (The question, somewhat academic, so far as the next year is concerned, of whether, as recommended by the Inspector, Hong Kong should take over responsibility for the nuts and bolts of administrative recruitment, remains I think unresolved.) On the basis of this decision, I understand that Mr Lewis has approved a number of proposals made by Mr Hall, including one

which provides for the abolition, at least in 1977, of Mr Bay's post. A posting is also to be considered, I understand, for Miss Brown. Clearly, these staffing changes will affect the process of merging the General Section etc with HKD, if the green light is finally given. On the accommodation front, both Mr Popplewell, in FED, and I have taled to Mr Harrington in ASD about various accommodation matters concerning the two departments as they are currently constituted. ASD do not think it will be possible to make any significant changes to accommodation inMais part of the Office, pending a decision on the merger of the General Section etc with HKD. At that time they have it in mind to attempt a general re- shuffle whereby, for example, the two FED secretaries in Room K 243 might move into K 272 (MraBrown's room). Further scope for juggling with accommodation presented by the reduction in the number of occupants in Room K 271, owing to the integration of the SWPD registry, and the proposed (though difficult to implement) integration of the HKD registry.

3. As regards the "other matters" dealt with in your minute, we have now reached agreement with LRD on the supply of newspapers, periodicals and reference books. If there is to be a merger of the General Section etc with HKD, I would hope that we will be able to arrange for the G & GD component to retain its existing supply. On 087, I am perfectly content to be guided by what you say.

9 November 1976

D F Milton

Hong Kong Department K 274 233 4381

ADMINISTRATION IN CONFIDENCE

ADMINISTRATION IN CONFIDENCE Reference.

Kong Dept)

Mixton (H^ng

(Hong Kong

Mr D F Mixt

Cc:

Miss Croft

Registrar's Branch

Mr Morgan Inspectorate

Mr M Thomas

POD

Mr Harrington

A & S Dept

HONG KONG DEPARTMENT: REGISTRY

26

1.

2.

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Your minute of 5 November to Rex Farrar refers.

In view of the significant increase in the work of the Registry and Registrar Branch doubts about their ability to provide cover for a one-man Registry, we can agree that the establishment should remain at 2 x DS 10.

2. I have not yet seen any papers on Mr Stewart's request to strengthen the Department at this officer level but I think I must sound a warning note. The Chief Clerk's circular letter of 22 October explains the present situation of cash limits and their effect on the service as a whole. In these circumstances we must look with an extremely critical eye at any requests for extra staff and we are reluctant to authorise them unless the arguments pre are overwhelming.

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(28)

8 November 1976

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Personnel Policy Department CG 205:

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ADMINISTRATION IN CONFIDENCE

FLAG FLAG B

20

ACCADMINISTRATION IN CONFIDENCE

Mr Farrar POD CG 205

HONG KONG DEPARTMENT : INTEGRATION OF THE REGISTRY

(26)

1. Your minute of 18 October and Miss Croft's of 11 October refer.

2.

After further discussion in the department and with Mr Day of Registrar's Branch, we have come to the conclusion that we should, in principle, go for the solution in paragraph 2(i) of Miss Croft's minute, ie the integration of two registry officers. The concentration, in Mr Bailey's hands, of responsibility for handling all HAD's papers, might have been a starter if the Registrar's Branch could have accepted all the conditions in paragraph 2 of my minute of FLAG 5 October to Miss Croft. I fully appreciate why the Registrar's

9) Branch could ut accept all those conditions. The appointment of a

clerical assistant, in place of a of the DS10 officers, to deal with routine registry chores, is superficially attractive, but I am advised that such an officer would not be properly qualified to stand in when Mr Bailey is away. In fact, the volume of registry work has undergone a significant increase in recent weeks and the idea of our managing with a single registry officer, as we had earlier envisaged, has become highly questionable. The head of registry tells me that new receipts in the registry are now running at about 200 a week, compared to about 140 a week when Miss Croft wrote her minute. It seems clear, therefore, that a single registry officer could not be expected to carry such a load. In short, I think we must stick to our present registry establishment.

3.

The possibility of integrating the registry has also become more remote. It would not be possible to integrate two registry officers in room K 245 along with the two desk officers currently in the department. More than that, Mr Stewart, at the request of the department's Superising Under-Secretaries, is considering how the department might be strengthened and has been in touch with PCD about this. It is possible that, subject of course to your department's concurrence, a third desk officer may be appointed. The obvious place for him would be room K 245, and that would completely rule out the integration of the registry, given the deartient's present accommodation. I fear that we shall not be able to look into the question of integration again unless and until the proposed merger of the General Section etc of G & GD with HKD takes place. At that time, I understand, ASD have it in mind to consider a general re-shuffle of accommodation in this part of the Office.

D F Milton

Hong Kong Department K 247 233 4381

5 November 1976

copies:

P108

Miss Croft REGISTRAR'S BRANCH Miss Morgan INSPECTORATE aCG616 Mr M Thomas POD - CG 104

Mr Harrington A & D M 012

ADMINISTRATION IN CONFIDENCE