Human Resources

3.0 Managers' Guidance

3.1 Types of Job Evaluation

 3.1.1 New Posts

 Once the need for a new post has been identified, the line manager should develop the JDD template working with HR and complete the application form (Appendix 1) as soon as possible in order to expedite the recruitment process.

 The JDD (Job Description and Person Specification) and the application form should be submitted to HR together with the full supporting documentation (i.e. other related job descriptions and an updated organisational structure).

 The grading outcome will be part of the post authorisation request submitted to the College Secretary/School Manager/Director.  If approved, arrangements can be made with HR to commence the advertising of the job.

 When the finalised JDD is received in HR, in parallel with submission to the JE Panel, the Learning & Organisational Development Team will review and propose any mandatory and desirable training for the role.

 3.1.2 Re-evaluation of Vacant Posts

 Changes to an existing job - this is where the responsibilities of an existing job have changed significantly since it was last evaluated in order to meet the requirements of the Department/School concerned.  Jobs will not normally be considered for re-evaluation within 12 months of the date of last grading evaluation.

 If a need for a significant change is identified in a vacant established post, the line manager should complete the JDD.  This should be submitted together with the application form (Appendix 1) and full supporting documentation to HR.   

 The grading outcome will normally form part of the post authorisation request submitted to the College Secretary/School Manager/Director. If approved, arrangements can be made with HR to commence the advertising of the job.

 When the finalised JDD is received in HR, in parallel with submission to the JE Panel, the Learning & Organisational Development Team will review and propose any mandatory and desirable training for the role.

 3.1.3 Re-Evaluation of Existing, Occupied Posts

 Where a line manager significantly changes the duties of an existing occupied post, for instance due to a restructure, s/he should complete a JDD and the application form (Appendix 1) and these should be submitted, together with the full supporting documentation, to HR prior to the commencement of the new duties.  Any such changes or additions should be discussed with the jobholder.

 When the finalised JDD is received in HR, in parallel with submission to the JE Panel, the Learning & Organisational Development Team will review and propose any mandatory and desirable training for the role.

 The new duties must form part of the job on a permanent basis.  Where the scope or specific responsibilities of the job increase temporarily, line managers should contact their HR Manager to discuss whether an acting-up or higher responsibility allowance or contribution related pay award is more appropriate. 

 Additional or new duties at the same level of responsibility and/or complexity will not normally result in the job being graded to a higher level.  Advice may be sought from HR where required.

 Re-evaluation applications for existing, occupied posts will not normally be considered for re-evaluation within 12 months of the date of last evaluation.

 It is recognised that jobs develop and change over time and therefore it is good practice to re-evaluate all roles within a professional service department/school at regular intervals.  This is to ensure that the job evaluation process continues to be relevant and applied consistently across the College. 

3.2 Responsibilities

 3.2.1 The Director of Human Resources

 Has overall responsibility for the application, monitoring and review of this policy and the Head of Human Resources Services will be responsible for its operational delivery.

 3.2.2 Line Managers

 Have responsibility for ensuring that job information used in the evaluation process is fair, accurate and in line with guidance provided by Human Resources, which includes the requirement to consult with job holders.

 Line manager should seek advice from HR in a timely way to allow for their input and response prior to panel submission.

 Line managers must submit the complete and up to date pack of supporting documentation.

 Line managers must be available to attend job evaluation panels when their submissions are reviewed.

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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