Job Evaluation and Review Guidance

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Contents

Page

1 Introduction 3

2 Job Description and Person Specification Guidance 4

3 New Job Description 4

4 Amended Job Description – Amended as part of Recruitment and Selection

4

5 Job Description Review 5

6 Final Checks 5

7 Process 6

8 Job Evaluation Panel 6

9 Consistency Checks – All Jobs 7

10 Appeal - Against Job Description Review 7

11 Grievance – Against Job Description Review 7

Appendices

Appendix 1 Job Description and Person Specification Template 9

Appendix 2 Application for Job Evaluation Review 16

Appendix 3 Appeal against Job Evaluation Review 19

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1 INTRODUCTION

1.1 Accurate and up to date job descriptions and person specifications are essential to

both the recruitment and job evaluation processes. The job description and person

specification is the main source of information for a job applicant, and also for the Job

Evaluation Panel to use to evaluate and match a post to a national job profile and

assign it to a pay band. All members of Job Evaluation Panels are trained in the job

evaluation process, but may know very little about the work of a particular post. They

are trained to work with the information provided and not to rely on their assumptions

and perceived knowledge. Job descriptions and person specifications are also

incorporated into employees’ contract of employment and are an essential part of the

appraisal and performance management processes.

1.2 It is therefore essential that the job description and person specification provide clear,

accurate and current information about the role, responsibilities, knowledge, skills

and experience required to adequately perform the duties expected of the post

holder. It is important to make clear that there are no special tricks or magic words

that will affect the banding of a post, nor should the job description or person

specification be based on a specific employee. All that is needed for the Job

Evaluation Panel to make an accurate match is clear, accurate and complete

information about the post. Guidance has been produced to support NHS Hull

CCG’s template job description which has been formulated in line with Agenda for

Change principles. A job description must clearly and accurately define the content

of the job in terms of the main responsibilities. The person specification sets out the

qualifications, knowledge, experience and skills required of the post holder both at

entry level and at full competence.

1.3 During an individual’s employment, their job description should be kept up to date so

that the individual is clear what is expected of them. Normally this will be discussed

at appraisal meetings, but if changes are needed at other times, for instance due to

fast pace of organisational change, then the manager must meet with the individual

to discuss and agree this.

1.4 Discussions with the HR lead responsible for your organisation must be undertaken

prior to making any changes to the job description and/or person specification to

assess the impact of the change(s) on the individual and/or service as well as to

identify the appropriate course of action required to ensure full, fair and consistent

consultation is maintained.

1.5 This Guidance is essentially for managers to use when developing job descriptions

and person specifications and when making changes to job descriptions and should

be used in conjunction with the organisation’s Change Policy and Recruitment and

Selection Policy.

1.6 The key points are:-

The responsibility of line managers to manage expectations of staff.

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The need to ensure that changes to roles and responsibilities are within service

plans and can be resourced.

Discussions with the HR lead at the earliest opportunity when considering making

any changes

1.7 All amendments made to a job description and person specification must be

submitted to the HR Team for verification and so that the most up-to-date version is

held centrally, whether or not the band outcome is affected by the changes made.

2 JOB DESCRIPTION AND PERSON SPECIFICATION GUIDANCE

2.1 From time to time it may be necessary to revise an existing job description and it is

important to be aware that even small adjustments to the content of a job description

may impact on its band outcome. The following guidance is issued to ensure that all

changes made to a job description are properly reviewed in accordance with the NHS

Job Evaluation Scheme to confirm the band of the post remains appropriate and

maintains the principle of equal pay for work of equal value.

2.2 The job evaluation process is used to determine the appropriate banding for all posts

covered by all groups of staff employed by NHS Hull CCG except for Doctors,

Dentists and Directors outside the scope of Agenda for Change.

2.3 Managers are responsible for ensuring that work allocated to a post holder is

appropriate to their job description and banding.

2.4 The NHS Job Evaluation Handbook is used to enable job evaluation to be completed

and can be found on NHS Employers website:

http://www.nhsemployers.org/Aboutus/Publications/Pages/NHSJobEvaluationHandb

ook.aspx

2.5 The National Job Profiles are used to support the job evaluation process and can

also be found on the NHS Employers website: http://www.nhsemployers.org/your-

workforce/pay-and-reward/pay/job-evaluation/national-job-profiles

3 NEW JOB DESCRIPTION

The agreed Job Description and Person Specification Template must be used as

attached at Appendix 1. This details the areas which are needed to evaluate job

descriptions.

4 AMENDED JOB DESCRIPTION – Amended as part of the Recruitment and

Selection Process

If amendments are to be made to existing Job Descriptions and Person

Specifications tracked changes should be used to ensure additions and deletions are

visible. It is also important that the format of the Job Description and Person

Specification is that of appendix 1 as there are some old versions still in circulation.

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5 JOB DESCRIPTION REVIEW

5.1 Where a post holder believes that a significant change in their role has occurred

resulting in a change of complexity, difficulty or responsibility of the job they should

request a Job Evaluation Review.

5.2 If a manager expects a post holder to take on additional duties and wishes for a

review to take place, they should ensure funding is available to cover the possibility

of a re-banding before the additional work is undertaken. A mutually agreed tracked

changed job description should be submitted. The effective date for the change will

be effective as at the date the review takes place.

5.3 A job evaluation review application will need to be completed jointly along with a

tracked changes version of the job description and person specification. If a change

is made to the person specification, clear justification should be made as normally

changes to the person specification is not expected. All documentation should be

signed and countersigned by their manager and Head of Service / Director.

5.4 Once the role has been through for a review there should not be a further request for

a review within 12 months from the date of the letter confirming the outcome. The

only exception would be if the service needs change significantly and this impacts on

the role.

5.5 If the application is collective with other post holders then one representative should

be identified to act as the nominated person during the process, however all post

holders must sign the documentation.

6 FINAL CHECKS

6.1 The Job Description and Person Specifications should be scrutinised to remove any

selection criteria which may be considered to be discriminatory, in particular,

wherever possible the requirement for a specific number of years of

service/experience should be revised. This could be considered age discriminatory or

potentially indirectly discriminatory in other respects e.g. against women who may

have been out of the workplace due to maternity. This requirement should be

replaced by detailing the specific knowledge/skill/experience or level of

knowledge/skill necessary for the job which would be expected to have been

acquired over a specific length of time. For example, if the job description lists staff

supervision as a duty, the person specification could list ‘experience of allocating and

assessing the work of a team of 1-5 people’ as relevant experience rather than

referring to a specific number of years’ experience. The type of experience should be

defined carefully, for example, ‘experience of conducting complex clinical

assessments in a supervised setting’ is better than ‘experience of assessment’. It is

the quality of the experience rather than the quantity that counts, so avoid using the

number of years as a measure. Please seek further advice from your HR lead.

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7 PROCESS

7.1 Once the required action has been made in respect of the above, the Job Description

and Person Specification should be sent to your HR lead. They will then check that

all the relevant information has been included, and where applicable advise where

clarity is needed. Once this information has been received the Job Description and

Person Specification can then be sent for Job Evaluation.

7.2 The following documents and information should be sent to

jobevaluation@yhcsu@nhs.net :

New Job Description Amended Job Description Review of Job Description

Final Job Description,

Person Specification and

Job Risk Profile

Contact details for the

line manager and HR

lead who can be

contacted if any queries

Organisational structure

Indication of any National

Job Profile used to

develop the job

description

Copy of tracked changes

Job Description, Person

Specification and Job

Risk Profile

Contact details for the

line manager and HR

lead who can be

contacted if any queries

Organisational structure

Indication of any National

Job Profile used to

develop the job

description

Application for Job

Review

Original evaluated Job

Description & CAJE

report

Copy of tracked changes

Job Description, Person

Specification and Job

Risk Profile

Contact details for the

line manager and HR

lead who can be

contacted if any queries

Organisational structure

Indication of any National

Job Profile used to

develop the job

description

8 JOB EVALUATION PANEL

8.1 The job will then be reviewed by a convened Job Evaluation Panel consisting of a

minimum of 3 members (including one trade union representative and one

management representative). The panel will assess the information provided and

complete a Job Evaluation form which summarising the relevant evidence from the

Job Description under each factor of the Job Evaluation Handbook.

8.2 When a panel meets they may have questions about the job description and person

specification and often it is easier to contact the manager or the HR lead during the

panel therefore the HR Lead and manager will be advised when the panel are due to

meet. In the case of a review, the employee will also be informed so they are

available to respond to any queries too.

8.3 All panel information will remain strictly confidential and all documents will be

completed by the panel and sent back to the Job Evaluation Administrator who will

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then notify the relevant HR Lead of the outcome, and they in turn will notify the

relevant manager. All posts have to go through consistency checking and so any

bandings at this stage will be indicative and will not be confirmed until this process is

complete.

9 CONSISTENCY CHECKS – ALL JOBS

Internal consistency checks will be undertaken for all roles which have been through

job evaluation and they will consist of one trade union representative and one

management side representative who have not been previously involved in

evaluating the posts for consistency.

10 APPEAL – AGAINST JOB DESCRIPTION REVIEW

10.1 Where the post holder disagrees with the outcome of the job evaluation review they

may submit an appeal. This appeal will be submitted to a second panel, which

members will be different from the first panel.

10.2 An appeal would need to be submitted to the HR lead within 1 month of being notified

of the outcome of the initial review. This appeal must be signed by both the post

holder and their manager and indicate the factors which they believe were not

considered by the initial panel.

10.3 The decision of the second panel is final, and there is no further right of appeal.

10.4 Appeals will not be accepted out of time for any reason.

10.5 If the appeal results in a change to the pay band then the effective date will be as

previously specified.

11 GRIEVANCE – AGAINST JOB EVALUATION REVIEW

11.1 Where the post holder(s) can demonstrate that the job evaluation review process

was misapplied, they may raise their concerns through the Grievance process, but

not against the job evaluation review result or pay band.

11.2 The post holder(s) should submit the written grievance clearly outlining the alleged

flaws in the process. Grievances must be lodged within 7 calendar days of

confirmation of the final banding outcome to the HR Lead.

11.3 Grievances against the Job Evaluation Review process will be deemed to be

equivalent to Stage 2 of the Grievance procedure.

11.4 Where the grievance against the job evaluation review process is upheld the post will

be reconsidered by a new Job Evaluation Review panel. However, the panel will only

revisit aspects of the process that were found to be flawed. The outcome from this

panel is final.

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11.5 Where the grievance against the process is not upheld, there is no further right of

appeal.

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Job Description

Job Title: Insert Job Title

Reference No: Insert Job Reference Number

Organisation: NHS*** CCG Clinical Commissioning Group

Department:

Base: Insert Base/s

Band: Insert Band

Organisational Relationships:

Responsible to: Insert Manager’s job title who will be responsible for this role

Accountable to: Insert accountable managers job title

Responsible for: Insert who this post holder may be line manager/ supervisor for

Organisational Chart

Job Role Summary

Include here the main purpose of the job.

Key Relationships

The post holder will have key relationship with the following teams, departments and

organisations:

Example

Example

Example

Example

Job Title

Job Title

Job Title

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Core Functions

Does the post holder come into contact with patients face to face, over phone?

What are the main functions of this role?

Management and Leadership Responsibilities

Include here any communication the post holder has, with who and at what level? What

autonomy does the post holder have to act within the role? Does the role involve the use of

any systems; do they produce reports, how often? Do they manage or develop information

systems?

Planning and Organisational Responsibilities

Include here the planning of departments, rotas, meetings or strategic planning. Does the

post holder formulate and adjust plans of meetings or projects? Are any of the activities of a

complex nature? Do they contribute, /lead/formulate strategic plans which impact across the

organisation

Policy and Service Development Responsibilities

Include here the responsibilities the role will hold for the development and implementation of

policy and or services and at what level and the impact these will have on the

organisation/department/team

Research and Audit Responsibilities

Research and development processes undertaken for the role eg audit, testing and the level

completed within the role. Will the role involve any analysis of information and at what level?

Managing Resources Responsibilities

Include here any budget responsibility e.g. delegated budget, signing timesheets etc. Also

any staff management should be included her or supervision of staff and the HR duties of

this.

Education and Training Responsibilities

Include here any education or training the post holder needs to deliver or attend as part of

the role

Standard Paragraphs

It is the responsibility of each member of staff to maintain confidentiality at all times.

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Staff must be aware of and adhere to the provisions of the Health and Safety at Work

Act and to ensure their own safety and the safety of colleagues and patients.

Mandatory training requirements that are relevant to the post must be decided during

Personal Development Review and a training plan developed.

Staff should be aware of their individual responsibilities under the Equal

Opportunities Policy and ensure that they adhere to the provisions of the policy.

Staff should ensure that their actions support the aim of the organisation in ensuring

that all children up to the age of 18 years are protected from significant harm, abuse

and neglect, within the framework of multi-agency Child Protection services

established in the Guidelines and Procedures issued by the Area Child Protection

Committee.

Staff should ensure that their actions support the aim of the organisation in ensuring

that all vulnerable adults are protected from significant harm, abuse and neglect,

within the framework No Secrets which provides guidance on developing and

implementing multi-agency policies and procedures to protect adults "at risk".

This job description is not meant to be exhaustive. It describes the main duties and

responsibilities of the post. It may be subject to change in the light of developing

organisational and service needs and wherever possible change will follow

consultation with the post holder.

Safeguarding Children

Under section 11 of the Children Act 2004 all NHS staff must ensure that their

functions are discharged with regard to the need to safeguard and promote the

welfare of children (Working Together to Safeguard Children, DCSF 2013).

All staff need to ensure, as part of their work with children and families and with

adults who are parents or carers who are experiencing personal problems, that the

needs of the children are considered and that where necessary they are assessed

and appropriate referrals are made. Staff need to be aware of the relevant parts of

What To Do If You’re Worried A Child Is Being Abused (DfES 2006)

https://www.education.gov.uk/publications/standard/publicationdetail/page1/dfes-

04320-2006.

It is incumbent on all staff to ensure that they undertake child protection /

safeguarding children training as per Safeguarding Children and Young people: roles

and competences for health care staff Intercollegiate document September 2014 and

their own organisation’s Safeguarding Children Learning & Development

Framework.

http://www.rcpch.ac.uk/sites/default/files/page/Safeguarding%20Children%20-

%20Roles%20and%20Competences%20for%20Healthcare%20Staff%20%2002%20

0%20%20%20%20(3).pdf

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Safeguarding Adults

Under sections 42 to 47 of the Care Act (2014) chapter 14 of the statutory guidance

states:

Safeguarding means protecting an adult’s right to live in safety, free from abuse and

neglect. It is about people and organisations working together to prevent and stop both

the risks and experience of abuse or neglect, while at the same time making sure that

the adult’s wellbeing is promoted including, where appropriate, having regard to their

views, wishes, feelings and beliefs in deciding on any action.

Professionals should work with the adult to establish what being safe means to them and

how that can be best achieved.

All staff must comply with mandatory training requirements and ensure that adult

safeguarding is embedded as an essential part of their daily practice. Safeguarding is

everyone’s business and staff within the organisation have a particular responsibility

to ensure all safeguarding concerns are responded to effectively and efficiently in

accordance with the local Safeguarding Adults Board Policy and Procedure.

http://www.legislation.gov.uk/ukpga/2014/23/contents/enacted

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/36610

4/43380_23902777_Care_Act_Book.pdf

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Person Specification

Essential Desirable

Qualifications / Knowledge Minimum qualifications

required for the job e.g.

Degree, Diploma, NVQ (state

Level), AAT

Anything not explicitly

needed for the post, but

which may be used for

short listing for interview

Experience Minimum knowledge

required for the job

Skills / Competencies What experience is

required?

What type of experience is

required?

Job Risk Profile

Details of Risk Level

This role involves: Yes No Rare Occasional Frequent Examples

Lifting Weights / objects between 6 –

15 kilos

Lifting weights / objects above 15 kilos

Using equipment to lift, push or pull

patients / objects

Lifting heavy containers or equipment

Running in an emergency

Driving alone / with passengers / with

goods

Invasive surgical procedures

Working at height

Concentration to assess patients /

analyse information

Response to emergency situations

To change plans and appointments /

meetings depending on the needs of

the role

Clinical Interventions

Informing patients / family / carers of

unwelcome news

Caring for terminally ill patients

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Details of Risk Level

This role involves: Yes No Rare Occasional Frequent Examples

Dealing with difficult family situations

Caring for / working with patients with

severely challenging behaviour

Typing up of minutes / case

conferences

Clinical / hands on patient / client care

Contacts with blood / bodily fluids

Exposure to verbal aggression

Exposure to physical aggression

Exposure to unpleasant working

conditions dust / dirt / fleas

Exposure to harmful chemicals /

radiation

Attending the scene of an emergency

Food preparation and handling

Working on a computer for majority of

work

Use of road transport

Appendix 2

Application for a Job Evaluation Review

Name(s):

Name of Identified spokesperson,

when more than one applicant:

Current Job Title:

Current Band:

Matched Job Report Reference or

Evaluated Job Report Reference:

Contact Telephone Number:

Base Address:

Name of Line Manager:

Contact Telephone Number:

Base Address:

Directorate:

Director:

Detail below the evidence to support your request for a job evaluation review and identify

only the factors that have significantly changed from your original job responsibilities,

using supporting evidence to reflect the specific related skills and job requirements. Clearly

reference this against your job description which must be attached.

Where appropriate attach the national profile which you consider more closely reflects your

role.

Factor Rationale

1. Communication &

Relationship skills

2. Knowledge, Training

and Experience

3. Analytical Skills

4. Planning and

Organisation Skills

5. Physical Skills

6. Patient Client Care

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7. Policy and Service

8. Finance and Physical

9. Staff / HR /

Leadership / Training

10. Information

Resources

11. Research and

Development

12. Freedom to Act

13. Physical Effort

14. Mental Effort

15. Emotional Effort

16. Working Conditions

Line Manager Verification Comments

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Director Verification Comments

Please include the following, failure to attach will result in the application being returned

which will affect the date of your application:

a copy of the original Job Description, Person Specification and Job Risk Profile

a copy of the revised Job Description, Person Specification and Job Risk Profile

Confirmation Signatures

Post Holder Name:

Signature:

Date:

Manager Name:

Signature:

Date:

Director Name:

Signature:

Date:

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Appendix 3

Appeal against Job Evaluation Review

Name(s):

Name of Identified spokesperson,

when more than one applicant:

Contact Telephone Number:

Base Address:

Name of Line Manager:

Contact Telephone Number:

Base Address:

Date of confirmation of original result:

Where you disagree with the outcome of the Job Evaluation Review, please provide

information together with examples of application for each relevant factor

Factor Rationale

1. Communication &

Relationship skills

2. Knowledge, Training

and Experience

3. Analytical Skills

4. Planning and

Organisation Skills

5. Physical Skills

6. Patient Client Care

7. Policy and Service

8. Finance and Physical

9. Staff / HR /

Leadership / Training

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10. Information

Resources

11. Research and

Development

12. Freedom to Act

13. Physical Effort

14. Mental Effort

15. Emotional Effort

16. Working Conditions

Line Manager Verification Comments

Director Verification Comments

Please include the following, failure to attach will result in the application being returned

which will affect the date of your application:

a copy of the original Job Description, Person Specification and Job Risk Profile

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a copy of the revised Job Description, Person Specification and Job Risk Profile

Confirmation Signatures

Post Holder Name:

Signature:

Date:

Manager Name:

Signature:

Date:

Director Name:

Signature:

Date: