Related Policy, Process and Terms and Conditions
- Appendix 5 - Significant Change Review Form TSH
- Appendix 4 - Significant Change Request Form TSH
- Appendix 3 - Flowchart for Significant Change Process TSH
- Appendix 2 - Evaluation Request Form for New Post TSH
- Appendix 1 - Flowchart for New Post TSH
- Job Description Request - Pro forma SAS
- Person Specification Template - SAS
- Person Specification Guidance Doc - SAS
- Job Evaluation Request Form - SAS
- Summary Of Key Changes Form - SAS
- Job Description Guidance SAS
- Job Description Template - SAS
- Review Request Form - SAS
- JAQ Template (with guidance) - SAS
- Job Description Guidance - SAS
- Job Description Template - SAS
- Line Manager's Request for Re-evaluation NES
- Job Analysis Questionnaire NES
- A4C Re-evaluation Process NES
- New Post FAQ's - SAS
New Posts - FAQ’s
Where do I begin when developing a job description for a new post?
Managers should refer to HR Connect for guidance on what to consider when developing the job description. You can also contact email@example.com who may be able to assist in locating an existing evaluated job description that could potentially be used as a framework for creating a new one.
How do I find out if there is already an existing job description within SAS that I could use for recruitment?
When developing a new job description the line manager may find it helpful to contact firstname.lastname@example.org who have access to all existing job descriptions on the CAJE (Computer Aided Job Evaluation system). The team will be able to identify any existing job descriptions within SAS with the similar role and responsibilities as the post that the line manager is looking to recruit. The line manager may find it helpful to base their new post on an existing job description, or to use an existing generic job description for recruitment.
Who should approve or agree a New Post?
Before drafting a job description for a new post, managers should ensure that there is a clear service need and that there is adequate funding within the budget, authorisation should be gained from the Director of Service via a job evaluation request form (JERF).
Once authorisation has been granted, it is the line manager’s responsibility for creating the job description with HR support as required.
What happens next?
Once the job description is completed along with person spec and JERF they should be submitted to email@example.com for evaluation.
How long does it take to evaluate a new post?
Job evaluation panels are scheduled monthly and job descriptions are allocated to panels for review in order usually determined by date of submission. The aim is to ensure that all job descriptions are reviewed as quickly as possible. Once a post has been reviewed by the evaluation team it will be submitted to a consistency checking panel for quality assurance in line with the Job Evaluation Handbook. Only when both processes have been applied will the line manager be notified in writing of the provisional band outcome.
What if the manager is not happy with the outcome of the New Post at the first stage?
Once the line manager has been notified of the provisional band outcome there is no option within process to request a review of the outcome at this stage.
However, as the band outcome is “provisional” it enables the manager to proceed with recruitment for the post. Once the successful candidate has been in post for approximately 6 months and has the opportunity to become familiar with all of the job requirements a review of the job description should be conducted with their line manager.
At this point if it is recognised that the job description requires updating to accurately reflect the full demand and responsibilities of the role, it should be re-submitted to firstname.lastname@example.org for further evaluation. If following a 2nd stage evaluation the post is deemed to be at a higher pay band then any increase in salary would be backdated to the staff members date of appointment.
New Post - 2nd stage review FAQ’s
What is the 2nd stage review and when can it be considered?
This process applies to all post holders appointed to new posts within SAS. It is imperative that the post holder is given reasonable time to become familiar with the role and the job requirements. Some posts may need a period of 3 – 6 months, while others may be subject to seasonal variations requiring 6 to 12 months to determine the full job demands. It is recognised that new posts need a period of time to allow the job to “bed down” and to enable the full requirements of the new post to be clear to both the post holder and the line manager.
What impact could a 2nd Stage review have on my current banding?
The job description should be reviewed and revised, as appropriate in line with NHS job evaluation guidelines, this review should be done by both the line manager and post holder. The outcome may or may not change the pay band but the important point is that the job description has been reviewed to ensure that it fully reflects the role.
How long should I expect the 2nd Stage New Post process to take?
The timescale for the 2nd Stage review of the new post review is determined by the date of submission to email@example.com and the next available evaluation panel.The post holder and line manager will be notified of the outcome following the consistency checking process.
What if I don’t agree with the outcome of the 2nd stage review?
Should the post holder be dissatisfied with the outcome once it has been notified, they should discuss this with their line manager in the first instance. They have an option to seek a Job Evaluation Review Request within 3 months of the date of the outcome letter Any job evaluation review application should be supported by the line manager and Director of Service.
- Revised Job Description FAQ's - SAS
Revised Job Description - Review of Current Posts - FAQ’s
My job role has changed - when should I consider revising my job description?
All posts change over a period of time. Prior to revising your job description, you must first discuss and agree the changes to the demands and responsibilities of your current role with your line manager.
If my line manager agrees to the changes in my current role –what do, I do next?
The next step is to update your job description completing a summary of key changes at the same time, so it is easier for the panel to see how your role has evolved. Please ensure that if your job description has not been updated for some time that you are using the most up to date job description template, which can be found on HR Connect.
How do I submit my completed job description and summary of key changes?
Prior to submission, the post holder’s line manager must gain authorisation from the Director of Service to progress the revised job description for evaluation. The line manager will complete a Job Evaluation Request Form (JERF) which must have authorisation from the Director of Service in order to be progressed. The revised job description will not be progressed without this authorisation.
What if my manager and/or Director of Service do not support my request to revise my job description?
The application cannot be accepted by Human Resources (HR) without the line manager and Directors signature. In any such situation where the line manager and/or Director of Service do not support the post holder(s) revised job description, resolution through management and advice from HR should be sought as required.
What are the potential outcomes following a JE review of my revised job description?
For some, the changes may require the job description to be updated but would not affect the band outcome and the banding would remain the same.
For others where there have been significant changes to the demands and responsibilities of the role a band increase may be applied.
If a change in banding is applicable, when will it be effective from?
It would normally be expected that a change in banding would become effective from the date that the authorised revised job description, summary of key changes and JERF was submitted to firstname.lastname@example.org
How long does the Re-evaluation Process take?
Job evaluation panels are scheduled monthly and job descriptions are allocated to panels for review in order usually determined by date of submission. The aim is to ensure that all job descriptions are reviewed as quickly as possible. Once a post has been reviewed by the evaluation team it will be submitted to a consistency checking panel for quality assurance in line with Agenda for Change. Only once both processes above have been applied will the post holder and the line manager be notified in writing of the outcome which will include a copy of the matched job report.
What if I dis-agree with the outcome for my revised job description?
Should the post holder disagree with the outcome of the revised job description, they should discuss this with their line manager in the first instance. They have an option to seek a Job Evaluation Review Request within 3 months of the notification of the panel’s decisions.
- Minor Changes FAQ's - SAS
Minor Post Update Process - FAQ’s
What is considered to be a minor post update?
Job Descriptions should be reviewed on a regular basis and updated accordingly. This process is applied when the job description needs to be updated to reflect changes such as a change in job title, change in org chart or perhaps changes to system terminology no matter how minor these changes are a revision to any Job description needs to be submitted to email@example.com along with a JERF (job evaluation request form and summary of key changes as appropriate.
The changes will be initially reviewed by fully trained job evaluators to determine whether the changes made have the potential to impact on factor levels. Where the changes are minor the job description will be recorded as the most up to date and no further action will be required. However, if the changes made are considered to have a potential impact on factor levels, the post holder/line manager will be notified and the job description will be submitted to a review panel for evaluation.
Will updating my job description with minor changes affect my pay band?
No. It should be noted that by making minor changes to the job description you are ensuring that the content is correct as such this should have no bearing on the current factor levels or assigned band outcome.
What if I want to update my job description but it is a generic job description with multiple post holders?
If a generic (multiple) post is to be updated, all post holder’s should have the opportunity to comment on the updated job description and it would need to be agreed/signed off by the post holders or their chosen representatives in partnership before the job description can be submitted to firstname.lastname@example.org
Once I have submitted my job description, when will I know if the changes made are accepted or if further evaluation is required?
We aim is to respond to staff members and their line managers as quickly as possible, however please allow up to two weeks’ following submission before contacting email@example.com
Can a job description be updated without the post holder(s) or line manager consent?
No, the job description content should be updated jointly by the post holder(s) and line manager to ensure the job description is current and accurately reflects the role undertaken.
- Job Analysis Questionnaire (JAQ) FAQ's - SAS
- What is re-evaluation and how do I apply?
Change is an important and integral part of our daily working lives. All jobs change in emphasis over time; in most cases this does not affect the grade of the post. In some cases, where changes to the nature of the post and the duties involved are significant, it may be necessary for the post to be evaluated again using the factors and criteria defined by the Agenda for Change Job Evaluation Handbook. This process is known as a “re-evaluation”. Re-evaluation is about the grade of the post – and not the performance of the staff member carrying out the role.