NEWLY CREATED / REVISED POSTS JOB MATCHING POLICY AND PROCEDURE

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1 YMDDIRIEDOLAETH GIG CEREDIGION A CHANOLBARTH CYMRU CEREDIGION AND MID WALES NHS TRUST NEWLY CREATED / REVISED POSTS JOB MATCHING POLICY AND PROCEDURE Author Director of Human Resources Equality impact TBC Original Date New Equality assessment TBC This Revision February 2007 done Next Review Date February 2010 Review Body JNC Approved by Trust Board Policy Number HR51 Approval Date March 2007 Classification Human Resources 1

2 AGENDA FOR CHANGE NEWLY CREATED / REVISED POSTS JOB MATCHING POLICY AND PROCEDURE CONTENTS PAGE 1. Policy Statement 3 2. Scope of the Policy 3 3. Job Matching Panels 3 4. Procedure for Allocating a Pay Band 3 Step 1 Drafting a Job Description and Person Specification 4 Step 2 Submission for Job Matching 4 Step 3 Arranging the Job Matching Panel 4 Step 4 Advising the Manager of the Panel Date 4 Step 5 The Job Matching Process 4 Step 6 Consistency Checking the Pay Band Result 5 Step 7 Post Banding 5 Banded to a Higher Pay Band 5 Banded to the Same or Lower Pay Band 5 Step 8 Re-evaluation of the Provisional Pay Band 5 Step 9 Re-evaluation of a Pay Band Procedure 6 5. Training and Awareness 6 6. Equality 6 7. Data Protection Act Freedom of Information Act Records Management Review Monitoring Discipline Sign off 7 APPENDIX 1 Newly Created / Revised Post Job Matching Proforma 7 APPENDIX 2 Post Funding Flow Chart 9 2

3 1. POLICY STATEMENT Ceredigion and Mid Wales NHS Trust will ensure that all newly created / revised posts are allocated a provisional Agenda for Change Pay Band for recruitment purposes, in accordance with the principles contained within Section 10, paragraph 3.7 of the NHS Job Evaluation Handbook (October2004). 2. SCOPE OF THE POLICY This policy and procedure will apply to all newly created and revised posts covered by Agenda for Change Terms and Conditions of employment. This procedure will not apply to existing vacant posts, which have previously been banded and the recruitment review has not resulted in any changes to the job description and person specification. 3. JOB MATCHING PANELS Job matching panel members should be trained in job matching. Those trained will be approached on a systematic basis to ensure a wide range of individuals are involved in this process. Identifying a pay band for a newly created revised post will be undertaken by a panel consisting of one management and one staff representative. The management and staff representatives must be trained job matchers. Job matchers will not be asked to participate in this process if there is a potential conflict of interest, in respect of the post to be matched. 4. PROCEDURE FOR ALLOCATING A PROVISIONAL PAY BAND All newly created / revised posts within the Trust will undergo a full job match, where there is a suitable national profile. Where no profile exists or the post does not match a profile, the panel will undertake a desktop job matching process, to allocate a provisional pay band for recruitment purposes. This process must be undertaken prior to the manager sending the vacancy to the Human Resources Department for progressing the Recruitment and Selection process. It is essential that the manager fully considers and documents the full range of duties and responsibilities of the role, when drafting the job description and person specification for discussion and agreement with the local staff representative. The manager should use the Job Factor Job Description template, to ensure that they cover all aspects of the role. 3

4 This is of utmost importance as the job matching exercise will only be undertaken once and this result will be final. There will be no review mechanism to request a further re-match for the same post. Step 1 - Drafting the Job Description and Person Specification When a newly created post has been approved within the directorate, the manager should write a job description and person specification based on the 16 factors identified in the Job Evaluation Handbook. The manager should use the Trust s Job Factor Job Description template, which will assist them to consider fully all aspects of the role. Step 2 - Submission for Job Matching The manager will submit the agreed job description and person specification to the HR Department, who will be responsible for arranging the job matching panel. Step 3 - Arranging the Desk Top Panel The HR Department will identify a trained Management and Staff representative to sit on the panel. Trained job matchers will be approached on a systematic basis to ensure a wide range of individuals are involved in this process and their skills are kept up to date. Every effort should be made to hold the panel within seven working days of the receipt of the job description and person specification for the newly created / revised post. Step 4 Advising the Manager of the Panel Date The HR Department will advise the line manager of the panel date and that they will be required to be available to answer any questions, points of clarification etc. raised by the panel during this process. Step 5 The Job Matching Process The panel will meet on the date and time identified and will in the first instance seek to identify if a national profile exists for the post(s). If such a profile exists, then the panel working in partnership will seek to match the post. In cases where no national profile exists, the panel will look to desk top the post using the job description and person specification against the Factor Plan and Guidance Notes contained in the NHS Job Evaluation Handbook. In partnership, the panel members will agree the appropriate factor level for each of the sixteen factors and allocate an appropriate pay band. This banding outcome will be entered on the New Posts Job Matching proforma (Appendix 1). Step 6 Consistency Checking the Pay Band Result To ensure that the banding for the post is consistent with other locally matched / evaluated results, the panel will review the job match / desk top band against broadly similar posts within the department, directorate and the Trust, using AfC pay banding data. 4

5 The panel should liaise with the HR Project Manager, within the HR Department to request access to this data. Once the banding result has been checked and the panel can confirm that the result is consistent with other similar posts, they may sign off the result and forward it to the HR Department for recruitment purposes and the documentation returned to the manager. A copy will also be sent to the Recruitment Team for information and a copy will be retained by the HR Department. Where the result is inconsistent with other similar posts, it will be brought to the attention of the Director or Deputy Director of HR to consider in partnership with a staff representative. In partnership agreement will be reached on how the matter should be progressed / resolved. Step 7 Funding available for the new post. Once the Job match result has have been sent to the manager, they should adhere to the following process, depending on the pay band outcome: Funding available insufficient for new post Where a post s pay band results places it on a pay band that exceeds the funding available, the manager must bring this to the attention of the Directorate Financial Manager. If the manager wishes to proceed with recruiting to the post they must produce a Statement of Funding, which must be signed off by their Directorate Financial Manager. Managers should note that no central funding will be made available through this process for cost increases at the time of the vacancy or in subsequent budget setting rounds. Funding available sufficient for the new post Where a post s pay band results places it on a pay band that is within the funding provisions for the post, the manager may proceed to recruit to the post following the Trust s Recruitment and Selection procedure. Step 8 Re-evaluation of the Provisional Pay Band Once the new post holder has been in post for a suitable period of time (minimum six months* and a maximum of twelve months), they will be expected to sign off and agree their job description, person specification with their manager. If it is felt that the post duties / responsibilities are significantly different at this review, the manager and the post holder may instigate a reevaluation review of the post, in accordance with the Trust s Re-evaluation of Pay Band Policy and Procedure. The re-evaluation will require the post to go through full job matching and/or job evaluation in accordance with the NHS Job Evaluation Handbook. It is the responsibility of the line manager to ensure that the document is completed in accordance with the above timescales. 5

6 *The reason for waiting for a period of at least six months is to give the post holder(s) time to understand the range of duties and responsibilities associated with their post, enabling them to provide comprehensive information during this stage of the process. Step 9 Re-evaluation of a Pay Band Procedure When the post holder and manager have agreed the job description and the personal specification, the manager and post holder should adhere to and follow the Re-evaluation of a Pay Band policy and Procedure. 5. TRAINING AND AWARENESS All staff will be made aware of this policy upon commencement with the Trust at either the Trust or the departmental induction. Copies can also be viewed on the Trust s Intranet or obtained via the HR department. Training on such policies may also be provided at HR training sessions which all staff will be informed of via Hysbysrwydd or their line manager in advance. 6. EQUALITY The Trust recognises the diversity of the local community and those in its employ. Our aim is therefore to provide a safe environment free from discrimination and a place where all individuals are treated fairly, with dignity and appropriately to their need. The Trust recognises that equality impacts on all aspects of its day to day operations and has produced an Equality Policy Statement to reflect this. All policies and procedures are assessed in accordance with the Equality initial screening toolkit, the results for which are monitored centrally. 7. DATA PROTECTION ACT 1998 The Data Protection Act 1998 protects personal data (for a definition and more information see the Data Protection Policy), which includes information about staff, patients and carers. The NHS relies on maintaining the confidentiality and integrity of its data to maintain the trust of the community. Unlawful or unfair processing of personal data may result in the Trust being in breach of its Data Protection obligations 8. FREEDOM OF INFORMATION ACT 2000 Any information that belongs to the Trust may be subject to disclosure under the Freedom of Information Act From the 1 January 2005, the Freedom of Information Act 2000 allows anyone, anywhere to ask for information held by the Trust to be disclosed (subject to limited exemptions). Further information is available in the Freedom of Information Act 2000 Policy. 6

7 9. RECORDS MANAGEMENT Records are created or received in the conduct of the business activities of the Trust and provide evidence and information about these activities. All records are also corporate assets as they hold the corporate knowledge about the Trust. The Trust has a Records Management Strategic Framework and a Records Management Policy for dealing with records management that are consistent with: a) WHC (2000) 71 For the Record: Managing records in NHS Trusts and Health Authorities b) The Lord Chancellor s Code of Practice on the Management of Records under Section 46 of the Freedom of Information Act 2000 (November 2002) Compliance with and the application of this policy will ensure that the Trust s records are complete, accurate and provide evidence of and information about the Trust s activities for as long as is required. 10. REVIEW This policy will be reviewed in three years time. Earlier review may be required in response to exceptional circumstances, organisational change or relevant changes in legislation or guidance. 11. MONITORING Details of all grievances received will be recorded and reported on periodically to both the Management Board and the Trust Board. 12. DISCIPLINE Breaches of this policy will be investigated and may result in the matter being treated as a disciplinary offence under the Trust s disciplinary procedure. 13. SIGN OFF Signed on behalf of the Staff Side Signed: Name: Title: Date: Signed on behalf of the Management Side 7

8 Signed: Name: Title: Date: 8

9 APPENDIX 1 NEWLY CREATED / REVISED POST JOB MATCH PROFORMA Job Title Department Manager s Name Contact Number Profile Matched Against (if applicable) Factor Level Score M/NM/V (if matching to a National Profile) 1. Communication Evidence 2. Knowledge, Training & Experience 3. Analytical & Judgement 4. Planning & Organisational skills 5. Physical Skills 6. Patient/Client Care 7. Policy & Service 9

10 Factor Level Score M/NM/V (if matching to a National Profile) 8. Financial & Physical Resources 9. H R Responsibility Evidence 10. Information Resources 11. R & D 12. Freedom to Act 13. Physical Effort 14. Mental Effort 15. Emotional Effort 16. Working Conditions TOTAL SCORE PAY BAND BAND JOB WEIGHT 10

11 Desktop undertaken by Management Rep: Print Name Signature Staff Rep: Print Name Signature Date We the above signed confirm that the post was consistency checked against the following Department, Directorate and Trust Posts (continue overleaf if necessary): and the results were Consistent Inconsistent with other similar Trust posts (please tick as appropriate) This provisional pay band result is Approved Not Approved Please refer to the Trust AfC Project Board 11

12 APPENDIX 2 Flowchart - Finance. NEWLY CREATED / REVISED POSTS START Details of new post / revised post provided with current and revised department establishment? Cost and compare new / revised post. To include impact on overall department establishment Sufficent funding available within existing establishment? External funding available? Sufficent internal and external funding available? Return submission to Directorate Manager stating reason Sign off and pass to HR STOP 12

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