Questions about the Job Description Document (JDD)
Q: What is the Job Description Document?
A: The term ‘job description document' refers to what is finally submitted to the Hay job evaluation panel, namely, the job description, the person specification, and the organisational chart for the school or department in which the job sits, clearly showing the reporting and responsibility lines.
Q: I need to develop a Job Description Document (JDD). What guidance is available to me?
A: Guidance Notes for completing a Job Description & Person Specification (JDD) have been developed and are available from the intranet here. In addition staff briefing sessions are taking place across the College which will provide you with the opportunity to find out about the composition of the JDD and to ask questions.
Q: I am an academic member of staff, do I need to develop a JDD?
A: Please follow this link for information about the job evaluation of academic jobs.
Q: I am an research member of staff, do I need to develop a JDD?
A: Please follow this link for information about the job evaluation of academic jobs.
Q: Is there a particular format for the JDD?
A: A template has been devised and is available from here and must be used for all JDDs.
Q: Do I need to develop a JDD from scratch?
A: You may use your current job description and person specification to form the basis of your JDD. You can discuss the content with your line manager.
Q: Is there a prescribed limit to the length of the JDD?
A: Yes, the JDD should not exceed five sides of A4 in length, inclusive of the job description, person specification and organisational chart.
Q: Does an organisational chart need to be attached to each JDD?
A: No, it is not necessary to attach an organisation chart to each JDD, one per School/Department will suffice.
Q: My line manager has suggested that I submit a generic job description, what does this mean?
A: This means you do the same job as some of your colleagues. You can therefore you can collaborate with your colleagues in the development of the JDD. Also liaise with your line manager about the content of the generic JDD.
Q: What will this mean for my grade, as my colleagues are on a different grade than me?
A: If you are a member of staff who has been identified as a generic jobholder, but are currently on a different grade to the other jobholders, your line manager will inform you and the others of this, as the outcome of submitting a generic job description is that all jobholders will end up on the same grade. In these circumstances, if you feel that your job is not covered by the generic job description, you should discuss with your manager where there may be differences in your job, or additional duties that you carry out. Any agreed differences should then be added to the generic job description and highlighted; alternatively it may be appropriate to submit an individual job description if the differences are significant. Please note that neither of these approaches means that you will necessarily end up on a different grade in the new structure from your colleagues.
Q: Will generic jobs be compared across Schools for consistency?
A: Generic jobs will be compared across the Faculties as part of the job evaluation process. This process will be a verification of consistency where the job features across different schools and faculties.
Q: As part of the JDD development process, a team member should have their job title updated. Who decides what a job is to be called, the line manager or Human Resources?
A: The development of the JDD is an opportunity to discuss job titles and to ensure they are up to date. In the first instance the line manager can discuss the revised title with their team member. HR will then check the revised job title within the context of the remainder of the school/ department and the wider College. If HR recognises that a job title could be problematic, the line manager will be advised of this.
Q: With regard to the person specification section of the JDD, I possess a degree, but the current person specification states a requirement of A-Levels or equivalent. Which level of qualification should I enter into the person specification?
A: It is important to detail the actual level of qualification required for the job, not what you as an individual holds. Please agree with the specific requirements for the job with your line manager.
Q: What if agreement cannot be reached on the JDD when it comes to signing off?
A: The first step is for jobholder to discuss this with line manager. If agreement still cannot be reached, please approach HR for guidance.
Q: When will I find out the results from the job evaluation of my job?
A: Please note that the outcomes from the job evaluations will not be available until the process is fully complete across the College. However, all staff will be notified of the new grade and salary outcomes prior the to implementation.