Job Information Template Guide

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1 Job Information Template Guide - 1 -

2 Section Page Number General guidance 3 Job Identification & Job Purpose(Statement) 3 Main Duties and Responsibilities 3 Organisation chart 4 Communication and Relationship Skills 5 Knowledge, Training and Experience 5 Analytical & Judgement Skills 5 Planning & Organisational Skills 6 Physical Skills 6 Responsibility for Service Users (Clients) 7 Policy & Service Development 7 Financial & Physical Resources 7 Human Resources 8 Information Resources 9 Research & Development 9 Freedom to Act 9 Physical Effort 10 Mental Effort 10 Emotional Effort 11 Working Conditions 11 Authorised Sign-off Process

3 GENERAL GUIDANCE All sections must be completed by the post holder in conjunction with fellow post holders and agreed by the line manager. Information must be presented using precise language and be evidence based. Please avoid writing in the first person, i.e. refrain from using I. Any ambiguity or misleading information may result in further questioning and cause delay to the process. Please only present evidence that is appropriate to the post (job) and not the current post holder s personal experience or abilities. Please be as concise as possible whilst ensuring that you include all significant information. This document should be written as if the position would be recruited to today. The job title is not relevant to your score and is not used for evaluation purposes. It is the responsibilities of the post that are important. JOB IDENTIFICATION HRIS Post Number(s): All post numbers covered by this Job Information Template must be included. This should be a four-digit number; ask your line manager or HR Officer to take the HRIS post number from HRIS. Job Title: Insert the official post title from HRIS; do not assume or change your job title. Ask your manager if you are unsure. Please do not include your current grade. Reports to: Provide your line manager s post title. Please do not identify any name(s) or grade(s). Department: Provide your department Division: Provide your division JOB PURPOSE (JOB STATEMENT) This section should consist of an accurate, concise statement in one or two sentences about the main purpose of the job. It should focus on the job s overall role in the organisation and should provide an insight into the job and the context within which it operates, similar to the summary within a job description. MAIN DUTIES AND RESPONSIBILITIES This section is designed to concisely describe the function and day to day expectations of what is included within a post in no more than 8 bullet points. It should cover the most important responsibilities / accountabilities only.. Avoid generic descriptions but do not go into too much detail as these points will be explored and scored in each of the specific 16 factor sections. It should cover what the post achieves and what contribution it is making in the department

4 ORGANISATION CHART The organisation chart should reflect the position of the job in relation to others in the department including your line manager and if applicable, who reports to your post. Only include post/job titles, not the names of individuals or grades. The below example can be edited by clicking inside the box to change the name of a box or right click on each post to add a shape and drag it into the correct position. Manager Colleague THIS POST Colleague Report 1-4 -

5 1. COMMUNICATIONS AND RELATIONSHIPS SKILLS Describe how the post holder communicates with staff, stakeholders or service users, detailing the difficulty and complexity of information transmitted or received. This communication medium could be oral, in written form or presented. Identify where there is a need for co-operation from others or possible barriers to understanding. This could be where information is conflicting, highly contentious or antagonistic. Other examples could encompass skills required to motivate, negotiate, persuade, educate, communicate sensitive/bad news, and provide counselling and/or reassurance. Explain detailed budgets using specific monetary terminology to groups of stakeholders who are untrained and have little financial acumen. This is delivered via presentations and the production of simplified financial statements Expected to informally educate apprentices on the safe and use of machinery such as lawn mowers and power tools using instruction manuals and demonstrations where appropriate Deal orally with customers, directing them and being polite at all times 2. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Only list essential qualifications, training and experience that are required for the post. List formal qualifications, length and the type of experience that is essential to do the job. Do not list the qualifications of the current post holder. Where possible, list the qualifications and knowledge / experience that is required should you be recruiting to the post today. Hold a valid UK accredited accountancy qualification, e.g. Associate Chartered Accountant or equivalent, and have a demonstrated competency in managing a budget and producing forecasts Level 4 Diploma in construction and demonstrated competency working in a supervising role who specialise in plumbing, carpentry and electricity Must have City & Guilds level 3 or equivalent and have experience in managing catering staff in a kitchen 3. ANALYTICAL & JUDGEMENT SKILLS This section should include the analytical and judgemental skills required for the job holder to understand an issue, determine the underlying causes and potential solutions and recommend or decide upon the best course of action. The situation and range of complex facts to be considered to determine the most appropriate course of action is key. Give examples of problems that you solve or decisions that you make using analytical and/or judgemental skills, including where there may be genuine differences of view about the best course - 5 -

6 of action. Diagnose faults and decide the best means of rectification for mechanical engines and systems including lorries, JCB s and refrigerated vehicles Skills for investigating disciplinary and grievance cases where the post holder must gather a range of evidence, which may conflict, from managers and/or staff to apply and interpret the correct policies to comply with employment laws Investigate, analyse and qualify discrete data to help identify trends and produce evidence based recommendations on the best course of action 4. PLANNING & ORGANISATIONAL SKILLS This section should include the level of planning and organisation required. This could include the following: level of involvement in planning, complexity, degree of uncertainty, extent of responsibility, whether this is either contributing, responsible, allocating tasks, to your own team, across teams, or for clients/service users. Emphasis could be placed on organising staff and formulating departmental plans and strategies. Please provide practical examples. Organises and distributes shift rotas for staff under direct supervision Initiates and organises training events that are cross departmental in scope and that require liaison with events companies, other departments and training providers Setting up team meetings on a weekly and ad hoc basis 5. PHYSICAL SKILLS This measures the physical skills required to do the job. This can range from typing on a keyboard to manipulating fine tools, with a degree of speed and accuracy. Other examples could include driving large vehicles, operating precise machinery or using specific tools skilfully. The degree of expertise required is important, whether this be advanced typing or skills acquired through formal courses like RSA 1 etc. or through practise. Using advanced functions on a computer does not require superior (keyboard) physical skills. Do not make exhaustive lists of tools/equipment used. Use diamond cutting blades and chisels to shape and engrave granite into precise sizes and shapes as per architectural specifications Type up dictated audio notes into detailed minutes and file notes to be distributed to senior management and directors - 6 -

7 Driving large goods vehicles that require a HGV license. 6. RESPONSIBILITY FOR PATIENTS, CLIENTS & OTHER EXTERNAL SERVICE USERS The nature of responsibility and level of the job holder s involvement in the provision of a service or care, including the proportion that is shared by others. Examples could include talking directly to the public, providing simple or complex advice and facilities inspections. Internal service users are not counted in this section. Please state all or any responsibility the job holder has for contact with children or vulnerable adults. Advise the public through face-to-face interaction and on specific issues of boat registration and rules of moorings within harbours Inspect restaurants and catering facilities, taking samples where necessary to ensure that the each amenity complies with health and safety regulations. If unacceptable, the post holder provides specific advice on how to comply with the appropriate laws Work with groups of school pupils with learning difficulties to implement pre-set learning activities 7. POLICY & SERVICE DEVELOPMENT This factor measures the responsibilities of the job for development and implementation of policy and/or services. State whether this be commenting, proposing changes, or being responsible for developmental changes relating to a function, department, division, directorate, or across the States of Jersey and the degree to which the responsibility is sole or shared with others. Implement, improves and maintains the procedures in their department and suggests procedural improvements to other sections Responsible for a range of procedures and governing policies across the department and ensuring that all staff follow and contribute to their maintenance Follows standard operating departmental procedures, and is not expected to contribute towards their improvement 8. FINANCIAL & PHYSICAL RESOURCES This factor measures the responsibilities of the job for financial resources (including cash, vouchers, cheques, debits and credits, invoice payment, budgets, revenues, income generation); and physical assets (including office and other equipment; tools and instruments; vehicles, plant and machinery; premises, fittings and fixtures; personal possessions of clients goods, produce, stocks and supplies). It takes account of the - 7 -

8 nature of the responsibility (e.g. careful use, security, maintenance, budgetary and ordering responsibilities); the frequency with which it is exercised; the value of the resources; and the degree to which the responsibility is shared with others. Use examples that are specific and precise. Careful use of cleaning equipment, reports defects to supervisor Maintains stock levels of IT equipment ensuring that stock levels of cabling and monitors do not fall below the level required during normal service Authorised signatory for travel expenses, and overtime forms in excess of 1,000 per month Budget holder for department totalling 4M; delegates the authority to spend this predefined 1m budget to each section manager for staff and office resources 9. HUMAN RESOURCES This factor measures the responsibilities of the job for management, supervision, coordination, teaching, training and development of employees, students/trainees and others in an equivalent position. It includes work planning and allocation; checking and evaluating work; undertaking professional supervision; identifying training needs; developing and/or implementing training programmes; teaching staff, students or trainees; and continuing professional development (CPD). It also includes responsibility for such personnel functions as recruitment, discipline, appraisal and career development and the long term development of human resources. The emphasis is on the nature of the responsibility, rather than the precise numbers of those supervised, coordinated, trained or developed. Demonstrates basic functions of the job to new employees including, using cleaning equipment and the safe handling of cleaning chemicals Responsible for the day to day supervision of a processing team within department identifying the need for, and providing on the job training where required Line manager for staff in department providing, appraisals, sickness absence, recruitment selection, and providing strategic re-organisation of the departments FTE Responsible for deciding mandatory training requirements, identifying and delivering pan States of Jersey training needs. For example, the Modern Manager programme 10. INFORMATION RESOURCES This factor measures the specific responsibilities of the post holder for information resources whether it be computer or paper based. It takes into account the level of responsibility, e.g. gathering, creation, generation and/or maintaining/updating databases, transcribing formal minutes, writing software and - 8 -

9 maintaining systems. Inputs census survey results directly onto Excel and Access databases Responsible for taking minutes at meetings of directors and trade unions representatives for distribution to ministers and other stakeholders Responsible for creating statistical reports requiring formulae that may be subject to adjustment Member of the IT help desk team, maintaining user password register and providing telephone advise to system users and referring on as necessary 11. RESEARCH & DEVELOPMENT This section should give evidence for formal or informal research and development. It is broader than working in a laboratory producing research to be published. It includes testing of equipment, carrying out surveys and using research methodologies. Examples given should include the level of responsibility, whether this is contribution, implementation or oversight and if the work is for personal use/development and/or the extent that it is to be shared with others. Give an average time per week/month/year where relevant. Spends an average of 1 day per week testing new equipment before installation, for example secure locks, smoke detectors and lighting Carry out annual user survey for IT system, analyse the results and present the report to senior management Once/twice a year required to conduct detailed surveys of equipment currently under repair to determine cause of breakdown As part of a specific project to inform proposed legislation, research content and effect of discrimination laws in European and other countries. Make a business case for the project and to secure funding 12. FREEDOM TO ACT This factor measures accountability for the job holder s own actions and those of others, using initiative, independence and discretion of the job holder for action. It takes into account requirement for, following policy/procedures, periods of working alone, professional codes of conduct, and legal requirements. Follows departmental policies and procedures to complete routine tasks such as care registration documents. All work is supervised Specialist in income tax with discretion to interpret and apply tax laws against contentious / challenged income tax returns to a satisfactory outcome - 9 -

10 As a charge hand, the post holder is guided by departmental and environmental policies regarding drain repair but can decide the best course of repairs to action. The post holder decides when to escalate an issue to their manager 13. PHYSICAL EFFORT This factor measures the nature, level, frequency and duration of the physical effort (sustained effort at a similar level or sudden explosive effort) required for the job. It takes account of any circumstances that may affect the degree of effort required, such as working in an awkward position, confined space, or using mechanical aids. Examples should include unit measurement with context: average weight lifted (kg) / average no. of hours per one period shift / number of shifts per week/month. Sit at a desk for 5 hours a day typing on a computer, completing general clerical tasks and talking on the telephone while in the office for over half the shifts worked Push trolleys with plants, compost and other gardening materials weighing 30kg for 15 minutes per day for 1 out of 5 shifts worked per week Manually lift and manoeuvre granite slabs without a hoist or trolley weighing on average of 10kg for 2 hours per day for 3 out of 5 shifts per week during building works 14. MENTAL EFFORT This factor measures the nature, level, frequency and duration of the mental effort required for the job (e.g. concentration, responding to unpredictable work patterns, interruptions and the need to meet deadlines). Examples should include unit measurement with context: average no. of hours per one day shift / no. of shifts per month/week. Drive a HGV vehicle for 4 hours per shift for periods of 1 hour at a time Engage and interact in meetings with unions and ministers taking 3 hours, once a month Analyse detailed statistical reports daily, for 1 hour per day on key performance and key control indicators that govern the operating and risk management of the department

11 15. EMOTIONAL EFFORT This factor measures emotional effort required to undertake duties that are generally considered to be distressing and/or emotionally demanding. Examples should encompass: frequency, average no. of occurrences per week/month. Encounters direct aggressive behaviour from individuals who are having their income support payments adjusted, on average of 2 times per month Takes minutes in meetings or types up reports for Children s Services that contain details of family breakdown, on average of 10 times per month Informs of disciplinary and grievance outcomes to staff on average of 2 times per month 16. WORKING CONDITIONS This factor measures the working conditions arising from inevitably adverse environmental conditions (such as bad weather, extreme heat/cold, smells, noise, and fumes) and hazards, which are unavoidable (even with the strictest health and safety controls), such as road traffic accidents, spills of harmful chemicals, aggressive behaviour of patients, clients, relatives, carers. Examples must include: nature, level, average no. of hours per one day shift / no. of shifts per month/week. Visits homes to assess living conditions that are of a poor standard of hygiene including bad smells and unwashed clothing/carpets, on average of 3 days per week Works outside every day for 6 hours per shift while completing road works and maintenance, during wet and windy conditions that health and safety legislation allows Cleans toilets encountering, urine every shift and needles on average of 2 times per month AGREEMENT AND AUTHORISED SIGN-OFF Please ensure that the content of this document is a true and accurate reflection of the demands of the job and that all staff within this post have been consulted in the collection of the job information. Please also ensure that the Job Information Template has been authorised by the correct signatories, and that details of job advisers who can be contacted for more information or to clarify points within the Job information Template have been included, information for Job advisers can be found on the Job evaluation pages on the States Intranet

12 Job Evaluation Team Tel: Job Evaluation Website Version III

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