Contents of Job Specification for the Posts of Hr Manager - DOC

Document Sample
Contents of Job Specification for the Posts of Hr Manager - DOC Powered By Docstoc
					                                                                                          Reference:
                         Job Evaluation Procedure                                         Version No:         .
                                                                                          Issue Date:
                                                                                          Classification:


Document Control

 Document Ref:             HRJE1                        Date Created:     November 2007
 Version:                                               Date Modified:
 Revision due              November 2008

 Author:                   Alison McBride               Sign & Date:

 HoS                                                    Sign & Date:


 Human Resources is responsible for reviewing and updating this procedure.

 Change History

  Version        Date           Description                                                             Change ID


    0.1




 Linked Documents

    Reference           Title                                                                    Tier
                        Advice Notes for Managers – Writing Job Descriptions and Person          1
                        Specifications (to be written – expected Jan 2008 )




 Job Evaluation Procedure                             Version 1.0                                       dated Nov 2007


                                                          1 of 8
Contents

1.   Purpose ..................................................................................................................................................... 3
2.   Applicability ............................................................................................................................................... 3
3.   Roles & Responsibilities ............................................................................................................................ 3
4.   Job Evaluation Process ............................................................................................................................ 3
5.   Flowchart of JE Process ............................................................................................................................ 6




Job Evaluation Procedure                                         Version 1.0                                                     dated Nov 2007


                                                                      2 of 8
1. Purpose

    1.1. Job Evaluation is the process used within West Berkshire Council to establish a salary grade for all posts
         within the Council. The purpose of this procedure is to clarify the process for establishing a salary grade
         for a new or changed job.

2. Applicability

    2.1. This procedure applies to all posts within West Berkshire Council, with the exception of Corporate
         Director posts and the post of Chief Executive.

3. Roles & Responsibilities

    3.1. The Chief Executive has overall responsibility for ensuring that the Job Evaluation procedure is managed
         appropriately across the Council.

    3.2. Managers are responsible for developing new roles within their service areas, for determining whether an
         existing role requires job evaluation, for writing the job description and person specification, involving post
         incumbents where appropriate (see Advice Notes for Managers - Writing Job Descriptions and Person
         Specifications ), and for ensuring the appropriate forms are returned to Human Resources once the grade
         for the job had been established. (See Job Evaluation Process for further details)

    3.3. Employees are responsible for discussing with their line manager where they consider their job role has
         changed significantly.

    3.4. Human Resources are responsible for managing the Job Evaluation process, communicating outcomes
         to line managers and employees, implementing the outcomes of the Job Evaluation process (on receipt of
         the appropriate forms from line managers), maintaining appropriate and accurate records of the Job
         Evaluation process and the outcomes of evaluations, and ensuring the Job Evaluation process remains
         fair and equitable and complies with employment legislation. Human Resources are also responsible for
         ensuring everyone involved in the Job Evaluation process is appropriately trained and undertakes
         refresher training when required.

4. Job Evaluation Process

    4.1. The Job Evaluation process is triggered by one of two events ; either an existing post will have changed
         significantly, or a new post will have been created. It is the responsibility of the relevant line manager to
         create a new post, or to determine whether a post has changed significantly. Where there are budgetary
         implications to either event, the line manager should ensure his / her Head of Service is informed (where
         the line manager is not a Head of Service).

    4.2. A significant change to a job will include, for example, a change in budgetary responsibility or a change in
         line management responsibility. Where the line manager feels a post has changed significantly, he / she
         should consult the HR Officer with responsibility for Job Evaluation, for further advice.

    4.3. The trade unions may trigger a job evaluation process for an existing post that is considered to have
         changed significantly. The trade union representative can write to the Head of HR, who will contact the
         relevant manager to start the process (see 4.1)

Job Evaluation Procedure                           Version 1.0                                     dated Nov 2007


                                                       3 of 8
   4.4. The Line Manager completes a job description and person specification for the new / changed post (See
        Advice Notes for Managers – Writing Job Descriptions and Person Specifications). In the case of a
        changed post, the Line Manager should ensure he/ she involves any current post incumbents in the
        development of the job description and person specification, though it is ultimately for the Line Manager
        to determine the job role and responsibilities. When complete, an electronic copy of the job description
        and person specification should be forwarded to Human Resources for evaluation. Human Resources
        record receipt of the documents.

   4.5. An appropriately trained and experienced Human Resources Officer undertakes a quality check of the job
        description and person specification, to ensure both are written in the appropriate format and contain all
        the information required for an effective evaluation. If there are any issues or queries at this stage, the
        Human Resources Officer will refer back to the Line Manager for clarification.

   4.6. The Human Resources Officer undertakes a preliminary assessment of the job description and person
        specification, to establish an expected grade. This outcome is communicated to the Line Manager, copied
        to the relevant Head of Service (where the line manager is not the Head of Service), and any queries are
        resolved at this stage. If it is anticipated there will be budgetary implications as a result of Job Evaluation,
        the line manager and Head of Service should ensure they discuss these implications with the relevant
        Service Accountant and advice the Human Resources Officer of the outcome.

   4.7. The Human Resources Officer slots the job description and person specification into the next available
        Job Evaluation Panel and advises the Line Manager of the panel date. The Job Evaluation Panel will
        comprise a management representative, a Trade Union representative and a representative from Human
        Resources, all of whom must have received the appropriate training, including refresher training where
        necessary.

   4.8. The line manager should ensure he / she is available to attend the Panel as an ‘Expert Witness’.

       NB: Following review in November 2008, the ‘Expert’ witness role will continue until November 2009, when

          there will be a further review.

   4.9. The Human Resources Officer completes a briefing sheet for the Job Evaluation, to accompany the job
        description and person specification. The briefing sheet will contain information relevant to the Job
        Evaluation process – eg: the relevant organisational structure with reporting lines and grades for posts
        within the service area / team, relevant information about similar posts within West Berkshire Council etc.

   4.10. The Human Resources Officer forwards the job description, person specification, briefing note and
         agenda to each of the Job Evaluation Panel members no less than 5 working days before the panel date.
         Panel members ensure they have read the job description prior to the Job Evaluation Panel meeting.

   4.11. The Job Evaluation Panel takes place and the Chair advises the Human Resources Officer of the
         outcome, forwarding records of the evaluation. These records should be thorough and accurately reflect
         the conclusions of the panel.

   4.12. Where there is a difference between the outcome of the preliminary assessment and the outcome of the
         Job Evaluation Panel, the Head of Human Resources and a Trade Union representative will act as a
         ‘safety net’ to review the reasons for the difference. Where the Head of Human Resources and the Trade
         Union representative are satisfied with the outcome of the Job Evaluation panel, the grade for the post

Job Evaluation Procedure                          Version 1.0                                      dated Nov 2007


                                                      4 of 8
        will be confirmed to the Human Resources Officer. Where the grade from the preliminary assessment is
        preferred, the job description and person specification will be forwarded back to the Human Resources
        Officer who will arrange for a re-evaluation by a new Job Evaluation Panel. This panel will comprise a
        management representative, a Trade Union representative and a member of Human Resources, but will
        be different members to the original panel. The decision of this panel will be final.

   4.13. When the grade for the post is confirmed, the Human Resources Officer will advise the Line Manager of
         the outcome, copied to the Head of Service (where the line manager is not the Head of Service.) If an
         existing post has been evaluated at a level lower than the original grade, and the post has existing
         incumbent(s), the Line Manager should discuss the implications with the HR Manager (Operations) before
         proceeding. The HR Manager (Operations) will refer to the WBC salary protection policy (currently under
         review).

   4.14. On receipt of confirmation of the grade for the post, the Line Manager will complete the relevant form(s),
         to action the outcome as soon as possible :

               Form EC1 to create a new post or action changes to an existing post (ie: grade change)

               Form EC2 where there are current post incumbent(s) and the salary details require changing

               Form EC5 where the Line Manager wishes to recruit to the post

           The forms are available on the HR pages of the WBC Intranet and should be returned to Human
           Resources (Hrchanges@westberks.gov.uk)

           NB: No changes can be implemented until the relevant forms are returned to Human Resources,
           including changes to an existing employee’s salary

   4.15. On receipt of the forms, Human Resources initiate the appropriate action. Any changes to an existing
         employee’s salary will be effective from the date of the Job Evaluation Panel. (In the case of a post
         referred to a second Job Evaluation panel, the effective date for change will be the date of the second
         panel). Human Resources will confirm the outcome in writing to the employee(s) and update HR Job
         Evaluation records systems accordingly. An electronic copy of the job description and person
         specification will be retained in Human Resources, which can be used for other purposes (eg:
         recruitment, appraisals)

   4.16. Human Resources will maintain records of the job evaluation process, including records from the
         panel(s), an electronic version of the job description and person specification and a record of the
         evaluation on the employee database (Resource Link). The same job description can not be sent back to
         evaluation for a period of 6 months from the date the panel took place.

   Linked Documents:

           Managers Advice Notes – Writing Job Descriptions and Person Specifications (to be written – expected Jan
           2008)




Job Evaluation Procedure                          Version 1.0                                      dated Nov 2007


                                                      5 of 8
                                         Job Evaluation Process


                    New post
                    created by                                      Existing post has
                    line manager                                    changed significantly




                                   Line Manager writes job description and
                                   person specification for new / changed job
                                   and forwards electronic copy to Human
                                   Resources




                                   HR undertake a quality check of the JD / PS,
                                   referring any queries back to the line
                                   manager.




                              HR undertake a preliminary assessment of the jd /
                              ps to establish an expected grade and
                              communicate the result to the line manager. Line
                              manager discusses any potential budgetary
                              implications with his/ her service accountant.


                              HR arrange job evaluation panel, and forward
                              copy of jd / ps and briefing sheet to each panel
                              member no less than 5 working days before date
                              of panel. HR advises Line Manager of panel date
                              (LM will be an Expert Witness at the panel)




                                       Job Evaluation panel takes place –
                                       Chair forwards panel records to HR.




Job Evaluation Procedure                      Version 1.0                                   dated Nov 2007


                                                  6 of 8
                                          Difference between panel
                                          assessment and preliminary                                Yes
                                          assessment ?




                                                                                      Head of HR and TU rep
                                                                                      meet to act as ‘safety net’
                                                                                      and discuss reasons for
                                                                                      difference.




                                                                                        Head of HR and TU rep
                                                                          Yes           satisfied with outcome
                                                                                        of JE panel ?




                                                                                                 No



                                                     HR advise
                                                     line manager                     HR arrange re-evaluation by new
                                                     of outcome                       panel. Panel decision final and
                                                                                      confirmed to HR, with records of
                                                                                      decision.



                                                  Existing grade
                                                  lower that new                               Line Manager discusses
                                                  evaluation ?                  Yes            implications with HR Manager
                                                                                               (Operations). WBC Salary
                                                                                               Protection arrangements
                                                                                               apply
                                                           No

         Line Manager completes relevant EC forms to implement actions arising from evaluation (eg: change
         to salary, recruitment etc). Forms forwarded to HR asap.
         NB: no actions will take place until HR receive relevant forms




Job Evaluation Procedure                                 Version 1.0                               dated Nov 2007


                                                             7 of 8
                           On receipt of relevant forms, HR initiate appropriate
                           action including advising any current post
                           incumbents of the outcome. HR retain electronic
                           copy of JD and PS




                                                End




Job Evaluation Procedure                     Version 1.0                           dated Nov 2007


                                                 8 of 8

				
DOCUMENT INFO
Description: Contents of Job Specification for the Posts of Hr Manager document sample