Human Resources

Line Manager's guidance to Job Evaluation

Introduction

These notes have been designed to guide managers and individual members of staff through the process of job evaluation (JE).  The guidance has been categorised under various headings to identify the typical actions at a particular stage in the process.

When developing new or revising existing job description documents (JDDs) a draft of the JDD must be sent to the appropriate HR Business Partner four weeks prior to the date of the Panel meeting (see below). 

As well as the JDD for the role in question, you must also provide:

  • copies of the JDD for the role of the line-manager and for any roles that report into the new/revised JDD
  • the Additional Information form (with part A completed)
  • an updated org/structure chart

Your HR Business Partner will then work with you to develop the final version of the JDD.  For any existing job roles where there is an existing post-holder, the development process must include consultation with that person and ideally their agreement before the JDD is submitted for evaluation.

Once agreement has been reached the head of your work area should be approached to sign part B of the Additional Information form to indicate their approval of the post as detailed in the JDD.

Submitting jobs for evaluation

Once the JDD is agreed, your HR Business Partner will submit all of the required documents to support the evaluation by mid-day on the Wednesday of the week before the Panel is due to convene - see the schedule below for date on which you should provide the initial information to your HR Business Partner and the date of the next Panel meeting.

Should the panel require additional clarification on specific issues, the recruiting / line manager will be contacted and asked to present further background information or attend on the day of the Panel meeting.

Guidance on preparing a JDD is posted alongside this document

Late submissions to either your HR Business Partner (in initial draft) or to the Panel itself, will be held for the next evaluation panel.

Submission of initial draft papers and Panel dates 2015/16

Draft papers to be submitted to your HR Business Partner by: HR Business Partner to submit the final version (and supporting docs) for evaluation by 12 noon on:  For panel to be held on:
5 December 2016 4 January 2017 12 January 2017
9 January 2017 1 February 2017 9 February 2017
6 February 2017 1 March 2017 9 March 2017
6 March 2017 29 March 2017 6 April 2017
10 April 2017 3 May 2017 11 May 2017
8 May 2017 31 May 2017 8 June 2017
12 June 2017 5 July 2017 13 July 2017
10 July 2017 2 August 2017 10 August 2017
14 August 2017 6 September 2017 14 September 2017
11 September 2017 4 October 2017 12 October 2017
9 October 2017 11 November 2017 9 November 2017
6 November 2017 29 November 2017 7 December 2017

Completion of Additional Information Form (appendix 1)

This single form is to be completed when any request for a job to be reviewed is presented to your HR Business Partner for the process of developing with that person the JDD (part A) and then on completion of all sections of the form (part B) with the approval by the post-holder (if relevant) and sign-off by your head of department/director)

The requisite detail should be completed in the appropriate section; the level of detail required will depend on the scope of the changes to the role.  It is your responsibility to ensure that sufficient detail is provided in this form to enable your HR Business Partner to work with you to develop the JDD and to ensure that an accurate evaluation of the role can be made by the Panel.

Communication of Outcome of Panel

After the Panel meeting the Chair of the JE Panel will provide your HR Business Partner with a full evaluation outcome which will detail the rationale in each of the assessed areas to justify the score outcome and match to Birkbeck job Grade.

Your HR Business Partner will be in-touch with this information as soon as it is provided to them

Where the evaluation relates to an occupied post, it will be the line manager’s responsibility to then communicate that outcome to their staff member.

Appeal Process

Line managers who wish to appeal the outcome will be required to provide written reasons for their appeal, within 10 working days of the date of written notification of the evaluation is provided by their Business Partner.  In the case of an existing occupied role, if the post holder wants to appeal the decision, they may only do so with the support of their line manager.  The reasons for the appeal should take the form of a written summary submitted to the Director of Human Resources, signed by the line manager. The Director of Human Resources will review the grounds for appeal and decide whether to accept or reject the appeal.

Any decisions to reject an appeal at this stage will be notified to the line manager directly by the Director of Human Resources.

Appeals that are taken forward will involve the re-evaluation of the role by a different panel from the one that originally evaluated the role.  At least three of the panel members, including the chair, considering the appeal will have had no involvement in the original evaluation. The line manager should be available to attend the panel if requested.  The panel’s decision will be final, will be notified in writing to the line manager and there will be no further right of appeal.  It will be the line manager’s responsibility to then communicate this outcome to the staff member.

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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