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Job Evaluation

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.

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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. Please note that Academic, Teaching & Scholarship and Research staff operate under generic evaluated roles and therefore a new JDD is not required.

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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.

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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 Professional & Support JDDs.

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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.

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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.

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Q: What should I do if I don't feel a generic job description covers my role?
A: 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. Recourse may be made to the Acting-Up and Higher Level Duties Allowances Policy where differences are not substantive as to alter the job description entirely. Any agreed differences beyond that should 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 job description or different grade from your colleagues as the job descriptions will be verified for consistency against roles across the Departments and Schools.

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Q: As part of the JDD development process, a team member may 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.

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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 an individual holding the role is qualified in.

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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.

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Human Resources - National Framework Agreement (NFA) and Job Evaluation, Birkbeck, University of London, Malet Street, London, WC1E 7HX  Email: humanresources@bbk.ac.uk