Human Resources

Definitions & Appropriate Usage

Acting-up

Acting-up is a formal means of recognition and remuneration for when an employee temporarily acts-up into the full or majority of the duties of a job role evaluated at a higher grade than that of their substantive position.

Appropriate usage will be when an established post will be / is vacant for a significant period e.g. in the case of long-term sickness absence, family leave, acting-up or secondment of the substantive jobholder or if for planned reasons recruitment to a vacant established position is going to be exceptionally protracted.

And when an employee is required to cover the full or the majority of the duties of the role graded at the higher level for a continuous period

And when the required duration needed for the cover of the duties is in excess of six weeks.

This will be treated as an internal secondment with the staff member being put into the role (temporarily) of the substantive role holder.

If the requirement is that only a proportion of the duties of the higher graded role need covering, or the time spent on the duties will be sporadic then a Higher-level Duties Allowance may be a more appropriate consideration.

Higher-level Duties Allowance

Higher-level Duties Allowance is a formal means of recognition and remuneration for when an employee or group of employees take on sizable higher level extra duties in addition to those of their substantive role duties for a temporary period. These duties will be at a demonstrably higher level of complexity than those of the individual's substantive graded duties and typically assigned to a job role evaluated at a higher grade.

Appropriate usage will be when an established post will be / is vacant for a significant period e.g. in the case of long-term sickness absence, family leave, buy-out for REF, secondment of the substantive jobholder or if for planned reasons recruitment to a vacant established position is going to be exceptionally protracted.

Additionally a Higher-level Duties allowance may be approved if there is need for a specific piece of work to be undertaken, the nature of which is evaluated as being at a higher level of complexity than that of the employee's core substantive duties and where the higher-level duties and substantive role duties will be undertaken at the same time

And where the additional duties are assessed (with reference to job evaluation methodologies) as being at a higher level of complexity than those of the individual's core substantive duties

And where the required duration needed for the cover of the duties is in excess of six weeks.

If the required duration for work duties to be covered is for a period of less than six weeks, it would be expected that resourcing within a School / Department could be temporarily redeployed without recourse to this policy, as opportunity to undertake these duties are in and of themselves a developmental opportunity for employees.

If the requirement is for an individual to undertake temporary additional duties at a similar level of complexity to those of their substantive role duties or the requirement is for less than six weeks and the duties have been performed in an exceptional way, recognition and reward may be sought retrospectively through the Contribution Related Pay scheme. Alternatively, it may be more apt for line managers to consider the need for the planning and management of TOIL or overtime as a means of covering short-term requirements for increased work volume.

Where additional higher-level duties or ongoing higher-level project work are anticipated to become an ongoing requirement within a role, consideration should be given to whether the role should be submitted for Re-Grading.

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The HR team is based on the first floor of Egmont House
Postal address: Human Resources, Birkbeck, University of London, Malet Street, London WC1E 7HX
Email: humanresources@bbk.ac.uk