Document Control Title Job Evaluation Policy Author s job title HR Manager Directorate Workforce Development Date Version Issued 0.1 May 2013 Status Draft Department HR Operations 0.2 Sept 2013 Final 0.3 May Revision 2015 1.0 July Final 2015 Main Contact HR Operations, Workforce Development Directorate Northern Devon Healthcare NHS Trust Incorporating Community Services in Exeter, East and Mid Devon Unit 1, Exeter International Office Park Clyst Honiton Exeter, E5 2HL Lead Director Director of Workforce & Organisational Development Superseded Documents NDHT Banding Policy and Procedure NHS Devon/Devon Provider Services AfC Policy Issue Date Review Date July 2015 July 2018 Consulted with the following stakeholders: Staffside Job Evaluation Administration Team HR Operations Team Comment / Changes / Approval Harmonised policy as a result of the merging of Northern Devon Healthcare NHS Trust and NHS Devon community services. A summary of key issues and differences is on page 2/3. Final amendment agreed by the Workforce & Organisational Development Committee incorporated. Revisions made following review at Policy Development Group Approved by Pay and Reward Sub Group Review Cycle Three years Approval and Review Process Workforce & Organisational Development Committee Local Archive Reference G:\HR DEVONPCT\HR Devon PCT Restored 2\Policies & Procedures All Areas\ Harmonised Policies Local Path G:\HR DEVONPCT\HR Devon PCT Restored 2\Policies & Procedures All Areas\ Harmonised Policies Filename Job Evaluation Policy V1.0 27Jul15 Page 1 of 16
Job Evaluation Policy V1.0 27Jul15 Policy categories for Trust s internal website (Bob) HR/Workforce Tags for Trust s internal website (Bob) Job Evaluation, Agenda for Change, Banding Review Job Evaluation Policy V1.0 27Jul15 Page 2 of 16
CONTENTS Document Control... 1 1. Purpose... 4 2. Purpose... 4 3. Principles... 4 4. Definitions... 5 5. Responsibilities... 6 6. Procedure for matching jobs... 9 7. Procedure for matching new posts... 10 8. Outcomes... 11 9. Appeals Process for Employees... 12 10. Job Analysis Questionnaire... 12 11. Standard job description template... 12 12. Generic Job Descriptions... 12 13. Training requirements... 12 14. Monitoring Compliance with and the Effectiveness of the Policy... 12 15. References... 13 16. Associated Documentation... 13 Appendix A - Equality Impact Assessment Screening Form... 14 Job Evaluation Policy V1.0 27Jul15 Page 3 of 16
1. Purpose This document sets out Northern Devon Healthcare NHS Trust s system for job evaluation. It supports the Department of Health job evaluation scheme as laid out in the NHS Job Evaluation Handbook (third edition). It provides a robust framework ensuring a consistent approach across the whole organisation. 2. Purpose Implementation of this policy will ensure that: The agreed Trust job evaluation process is followed and the appropriate pay band is assigned to all posts covered by Agenda for Change ensuring equal pay for work of equal value. The policy applies to all Trust staff apart from Doctors and Dentists, Very Senior Managers and those who have opted to remain on local terms and conditions of employment. New posts and those which have undergone significant changes as a result of reorganisation and/or role redesign are appropriately evaluated and assigned a pay band in accordance with the job evaluation scheme. National job profiles and benchmarking are used to avoid locally matched jobs getting out of line with similar jobs both internally and externally. Individuals and groups of employees or service managers have access to an independent review of the pay band assigned to a post. 3. Principles The policy is based on a number of clear principles: The NHS Job Evaluation Handbook sets the protocol in relation to the process of job evaluation. Partnership working between the Trust and Staffside representatives will underpin this process. It is the post that is evaluated not the individual who is in the post at any given time. Any application for re-banding must include the effective date of change, agreed between the post holder and the line manager and the justification for this date. The Trust will ensure that panel members are fully trained. Staffside will work in partnership with the Trust to provide their availability for panels. All panels (matching and consistency) will normally consist of two management and two staffside representatives. In exceptional circumstances a panel may take place with a minimum of three panellists with the agreement of the panel members, if reserve panellists are unable to cover at the last minute. When the outcome of the original matching analysis has been appealed and is submitted to a second matching panel for a second matching analysis, at least 50% of matching and consistency panel members will differ from the original panellists. Job Evaluation Policy V1.0 27Jul15 Page 4 of 16
Any concerns about matching or consistency checking will be referred by the Job Evaluation team to the Assistant Director of HR (Community). 4. Definitions 4.1. Job Evaluation The means of determining pay bands for posts. 4.2. National Job Profiles National job profiles have been developed and apply to particular staff groups such as admin and clerical, nursing and allied health professionals allowing jobs to be evaluated to determine the band outcome; they are not intended to be used as job descriptions. National profiles can be accessed at www.nhsemployers.org 4.3. Benchmark A comparison analysis of job evaluation factors between the job description submitted and another similar job description, which has already been formally matched and consistency checked to confirm the same outcome. 4.4. Desktop Initial analysis of the job evaluation factors to determine the indicative banding for the purpose of advertising or to ensure that the job description is fit for purpose, in that it includes evidence for each evaluation factor, before submission to formal matching. 4.5. Job Analysis Questionnaire (JAQ) In very exceptional circumstances, for jobs which fail to match a national profile or where no national profile exists the post holder will be required to complete a detailed JAQ. 4.6. Computer Aided Job Evaluation (CAJE) Computer Aided Job Evaluation was the electronic system used to carry out job matching activity and reporting until December 2012 when the contract ceased. CAJE reports are still accessed and referred to for the purpose of benchmarking and consistency checking. This definition is included for completeness only. 4.7. Representative Staffside representative is a trained trade union representative who attends Staffside meetings. Management representative is a trained individual able to impartially represent the Trust in this process. Job Evaluation Policy V1.0 27Jul15 Page 5 of 16
5. Responsibilities 5.1. Role of Workforce and Organisational Development Directorate The Directorate is responsible for ensuring that any concerns about the job evaluation process are addressed and for ensuring that any concerns about local matching and consistency are resolved. 5.2. Role of the Job Evaluation Administration Team The job evaluation administration team is responsible for: Ensuring that information and documents are available on BOB http://ndht.ndevon.swest.nhs.uk/?page_id=2360, this link can be found under Human Resources>Agenda for Change) Ensuring that all panel members have received the appropriate job evaluation training, supply their availability for panels and regularly partake in job evaluation activity to maintain competence. Ensuring that job evaluation paperwork submitted to panel is fit for purpose Ensuring that a signed job description is received for jobs with a post holder in place. Ensuring that re-banding requests have the appropriate Director s approval prior to submission to panel. Arranging matching and consistency panels Notifying the appropriate manager(s) and staff member(s) of the date and times of matching and consistency panels to ensure they are available to answer questions from the Panel. Prioritise submitting job descriptions to panels where an appropriate manager and staff member is available. Provision of resources to administer and maintain records of panels, including their membership, the jobs matched and their outcomes. Notifying line managers, Directors and Divisional General Managers of progress and outcomes, including failed matches and consistency checking. Provision of advice and support on any aspect of this policy and procedure and access to a list of trained panel members for specialist advice. Job Evaluation Policy V1.0 27Jul15 Page 6 of 16
Where an employee chooses to appeal the outcome of the original matching analysis the Job Evaluation Administration Team will ensure that at least 50% of the panel undertaking the second job matching and consistency review are different to the panellists who undertook the original review. 5.3. Role of Staffside Staffside are responsible for: Nominating a lead for job evaluation activity and core members for matching and consistency panels. Nominating a lead for job evaluation activity and core members for matching and consistency panels Ensuring that relevant Staffside representatives attend the appropriate job evaluation training, supply their availability for panels and regularly partake in job evaluation activity to maintain competence. Providing advice and support on any aspect of this policy and procedure. 5.4. Role of line manager Line managers are responsible for: Checking with the job evaluation team before developing new job descriptions to establish if a generic or suitable job descriptio n already exists. Where a suitable generic job description exists it must be used. Using the Trust standard format when writing new or updating existing job descriptions. (See job evaluation toolkit) Reviewing and developing job descriptions in liaison with professional leads, and in exceptional circumstances HR and trained panel members, to ensure consistency across the organisation. Providing the necessary information to describe the duties and responsibilities of the role (it is unacceptable to copy/paste information from national profiles into job descriptions without providing relevant examples, these should be tailored to the specific local role). To ensure that re-banding applications (outside of an organisational management of change process) are discussed with post holders. This will include having an open and frank discussion with the postholder about what will happen if the outcome of the evaluation indicates the Job Description is at a higher Band. Job Evaluation Policy V1.0 27Jul15 Page 7 of 16
If there is not a budget to sustain a higher banded post it will be necessary for the line manager to explain to the post holder that the next step will be to review the Job Description further to bring the duties back in line with the original Pay Band. To ensure that re-banding applications have input from the relevant Divisional General Manager (or equivalent) and that the necessary paperwork including Director approval is completed before submission to the job evaluation team. Ensure a signed copy of the agreed job description is sent to the Job Evaluation team. The employee and the manager should both sign the job description and any supporting information which is provided for the matching process. Making themselves available by phone on the date the job-matching panel is taking place to answer panel questions. Notifying staff of the outcome in writing with a copy placed on the personal file. Where a change of banding is approved submit a change of circumstances form to payroll. 5.5. Role of the matching panel To adhere to the code of conduct for job matching/consistency/analysis and evaluation. (See job evaluation toolkit) To read the job description and then consider a full range of national job profiles, identifying a suitable profile to match the job description against. To carry out the evaluation factor by factor, considering all of the evidence available within the job description, person specification and any associated paperwork. Referring to the contact details provided to ask questions for clarification if required and to record the profiles considered and the profile matched to. To record the evidence used for each factor score and the details of any questions and answers. 5.6. Role of the consistency panel To adhere to the code of conduct for job matching/consistency/analysis and evaluation. (See job evaluation toolkit) Job Evaluation Policy V1.0 27Jul15 Page 8 of 16
To consider the matching panel outcome and either confirm the match to a national profile or non-match depending on the profile used and the number of factors which vary. To check the consistency of matching outcomes against other roles within the same occupational group, job family and other local matches within the same pay band. To check the national profile selected, the overall score within the band range and each matching factor for variations and any inconsistencies in scoring against the evidence provided in the job description. The consistency panel should not rematch the job description To record the outcome and any apparent inconsistencies, noting action required i.e. refer back to matching panel for review or to the line manager if the issue is with the content of the job description. 5.7. Role of Staff To ensure that a re-banding application is discussed with the line manager and the necessary paperwork is completed before submission to the job evaluation team. (See job evaluation toolkit) To be available by phone on the date of the job-matching panel is taking place to answer panel questions. 6. Procedure for matching jobs It may be necessary for an existing job description to be reviewed as a result of organisational change or significant changes to the job content resulting in increased job complexity or an increase or decrease in responsibilities. However, an increase in volume of work does not justify a re-banding, as this will not alter the score. Line managers wishing to undertake a re-banding exercise as a result of a proposed organisational change or role redesign process will need to collectively consult with all members of staff affected in respect of the proposed change and its effect, engaging with a HR representative and Staffside representatives to support the consultation. The completed job evaluation request, job description and person specification should be sent electronically to the job evaluation administration team who will check that the appropriate approval has been obtained and that the paperwork is fit for purpose, in that it contains all of the information for the panel to be able to evaluate it. A signed copy of the agreed job description must also be sent to the job evaluation team. Where an application for re-banding is not approved by the Director or the content of a revised job description is not agreed and the individual is aggrieved, they will need to pursue this matter through the Grievance procedure. It is not the role of the Job Evaluation Policy V1.0 27Jul15 Page 9 of 16
job evaluation administration team to arbitrate in this scenario although advice can of course be sort from a HR representative. The Job Evaluation administration team will only accept agreed job descriptions accompanied by Director approval for reevaluation. Where an existing post has changed and the amended job description is equivalent to an existing post within the organisation or the NHS, the description and person specification will be compared using the benchmarking process (see job evaluation toolkit) to confirm the band. If no comparator exists the job description will be submitted to a formal job evaluation panel process (See job evaluation toolkit). Matching and consistency panels normally take place once a month, the line manager and post holder will be notified when the job description has been scheduled to panel and contact details will be obtained, in case the panel has any questions on the day. Once the job description has been formally matched, it will be checked by a consistency panel. If the job description is failed by the consistency panel, the line manager will be notified of the reason/s why and the action required to resolve the issue. This may require additional information to clarify the job description or re-submission to another job matching panel for re-consideration of the existing evidence. If the job description is approved at consistency checking, the job evaluation team will notify the line manager and the Director of the outcome in the first instance. The manager will then notify the post holder of the formal outcome in writing with a copy retained on the personal file. 7. Procedure for matching new posts In order to apply an indicative banding for the purpose of advertising, it is standard job evaluation practice for proposed new jobs to be matched as a desktop exercise (see job evaluation toolkit). The job evaluation team will use the desktop job evaluation form to record the indicative band. Where a new job is identified as being similar to an existing post within the organisation, the benchmark job evaluation process will be followed to confirm the pay band. To enable the job description to proceed to advert, the job evaluation team will confirm the provisional pay band to the manager. It must be highlighted in the advert and to prospective employees that the pay band is provisional and subject to formal job matching. Once the new post holder has been in place for 6 months or earlier if requested by the employee, the job description must be reviewed by the post holder and the line manager to ensure that it reflects the full demands of the role. It must then be submitted to the job evaluation team for formal matching to confirm the pay band (see job evaluation toolkit). All job descriptions for new posts that have been desk topped must be formally matched no later than 12 months from the date of appointment to the new post. All desktop and benchmarked provisional outcomes will be reviewed and approved by the monthly consistency panel. Job Evaluation Policy V1.0 27Jul15 Page 10 of 16
8. Outcomes There are four possible outcomes resulting from a matching application: The pay band remains the same The post holder will be notified by their line manager in writing of the outcome and will have 3 months from the date of the letter to appeal the outcome. The post holder will have no further recourse after this appeal unless it can be demonstrated that the job evaluation process was misapplied. The pay band increases The line manager will be notified of the outcome. The line manager will notify the post holder in writing of the outcome and will complete a change of circumstances form to action the change and submit to payroll for action. The effective date for the band increase will be the date the Job Description was submitted to the Job Evaluation team for evaluation. As detailed under the responsibilities of the line manager, if there is not a budget to sustain a higher banding then the line manager, in advance, of the evaluation, must explain to the postholder that the Job Description will be reviewed further to bring the duties back in line with the original Pay Banding. The pay band decreases The post holder will be notified by the line manager in writing of the outcome and will have 3 months from the date of the letter to appeal the outcome. If the banding outcome of the second matching panel is the same as the first matching panel, the line manager will discuss the consequences with the post holder. Action may include revising the job description so it meets the existing pay band or if the employee is not able to increase their responsibilities completing a change of circumstances form to reduce the pay banding to the assessed level. Pay protection may be available in these circumstances (if driven by organisational change). Advice must be sought from the HR department, and cases will be reviewed and considered on a case by case basis. The job description could not be matched Where a matching panel could not match the job description to a national profile, feedback will be provided to the line manager and post holder by the job evaluation team. The manager and post holder may use this information to update the responsibilities detailed within the job description or person specification and re-submit to a matching panel. Where the manager and post holder believe the job description accurately reflects the responsibilities of the role, and therefore does not update the job description, or, where a second matching panel also cannot match the job description to a national profile, then employee will be required to complete a JAQ. Job Evaluation Policy V1.0 27Jul15 Page 11 of 16
9. Appeals Process for Employees Following written confirmation of the initial outcome, the post holder has 3 months from the date of the letter to appeal the outcome, and for the job description to be matched by a second job matching panel. All appeals must be submitted using the appeal form (see job evaluation toolkit) including the justification for the appeal and details of any additional supporting information. The panel will follow the job evaluation process as set out above to assess the whole job description and person specification and any additional information provided. All appeal outcomes will be notified in writing. Following the second matching panel analysis, there is no further option to appeal the outcome, however, in the event that the post holder(s) can demonstrate that the job evaluation process was misapplied they may pursue a grievance within three months of receiving the written confirmation of the appeal outcome. 10. Job Analysis Questionnaire In very exceptional circumstances, once all other options have been explored, if it is not possible to match or benchmark the job description, the job evaluation team will provide advice and support to complete a job analysis questionnaire. 11. Standard job description template To ensure a standard job description format exist throughout the organisation, the job description template must be used when creating or updating job descriptions (see job evaluation toolkit). This will ensure that the correct standard statements are used and sufficient information is provided to enable the job evaluation panel to match the job description to a national profile. 12. Generic Job Descriptions The Trust has developed a number of generic job descriptions, which cover a wide range of occupational groups. These are available to download on the Recruitment Team and Agenda for Change pages on BOB. All of the generic job descriptions have already been job matched and where a suitable generic job description is available it must be used. 13. Training requirements All staff who are required to undertake job evaluation activity as a matcher or evaluator will have received the appropriate job matching/evaluation training. They will be expected to make themselves available to sit on panels to maintain their competence. 14. Monitoring Compliance with and the Effectiveness of the Policy Standards/Key Performance Indicators 14.1. Primary standard: Job Evaluation Policy V1.0 27Jul15 Page 12 of 16
The application of agreed job evaluation processes to ensure the appropriate pay bands are assigned to all posts within the Trust covered by Agenda for Change ensuring equal pay for work of equal value. 14.2. Process for Implementation and Monitoring Compliance and Effectiveness 15. References Line managers are responsible for ensuring this policy is implemented across their area of work. Support for the implementation of this policy will be provided by the Job Evaluation Team. Monitoring compliance with this policy will be the responsibility of HR and the job evaluation team, including staffside representatives. This will be undertaken by the consistency panel who will review all job matching, desk top and benchmarking outcomes. Where non-compliance is identified, support and advice will be provided to improve practice. NHS Job Evaluation Handbook Agenda for Change Terms and Conditions of Service Handbook NHS Employers Website National Job Profiles Equality Act 2010 16. Associated Documentation Personal Development Plan Code of Conduct for matchers Equality Act 2010 Job Evaluation Policy V1.0 27Jul15 Page 13 of 16
Appendix A - Equality Impact Assessment Screening Form Equality Impact Assessment Screening Form Title Directorate Team/ Dept. Job Evaluation Policy Workforce and Development HR Operations Document Class Document Status Issue Date Review Date Policy Review May 2015 May 2018 1 What are the aims of the document? This document sets out Northern Devon Healthcare NHS Trust s system for Job Evaluation. It supports the Department of Health (DoH) Job Evaluation Scheme as laid out in the NHS Job Evaluation Handbook (third edition). It provides a robust framework ensuring a consistent approach across the whole organisation. 2 What are the objectives of the document? Implementation of this policy will ensure that: The agreed Trust Job Evaluation process is followed and the appropriate pay band is assigned to all posts covered by Agenda for Change ensuring equal pay for work of equal value. The policy applies to all Trust staff apart from Doctors and Dentists, Very Senior Managers and those who have opted to remain on local terms and conditions of employment. New posts and those which have undergone significant changes as a result of reorganisation and/or role redesign are appropriately evaluated and assigned a pay band in accordance with the job evaluation scheme. National job profiles and benchmarking are used to ensure relativities existing between jobs within the organisation are managed avoiding locally matched jobs getting out of line with similar jobs both internally and externally. Individuals and groups of employees or service managers have access to an independent review of the pay band assigned to a post. 3 How will the document be implemented? The policy will be implemented within the Trust through publication on the Trust Intranet. Line managers will be made aware of the policy through briefings included a section in the Chief Executives Bulletin and Policy Update News. 4 How will the effectiveness of the document be monitored? Monitoring compliance with this policy will be the responsibility of the Head of HR Resourcing and the job evaluation team, including staffside representatives. This will be undertaken by the consistency panel who will review all job evaluation, desk top and benchmarking outcomes. Where non-compliance is identified, support and advice will be provided to improve practice. 5 Who is the target audience of the document? All staff except Doctors and Dentists, Very Senior Managers 6 Is consultation required with stakeholders, e.g. Trust committees and equality groups? Job Evaluation Policy V1.0 27Jul15 Page 14 of 16
Yes 7 Which stakeholders have been consulted with? Staffside HR Management reference group Job Evaluation Lead Pay & Reward Sub-Group Workforce Organisational Development Committee Partnership Forum 8 Equality Impact Assessment Please complete the following table using a cross, i.e.. Please refer to the document A Practical Guide to Equality Impact Assessment, Appendix 3, on the Trust s Intranet site (Bob) for areas of possible impact. Where you think that the policy could have a positive impact on any of the equality group(s) like promoting equality and equal opportunities or improving relations within equality groups, cross the Positive impact box. Where you think that the policy could have a negative impact on any of the equality group(s) i.e. it could disadvantage them, cross the Negative impact box. Where you think that the policy has no impact on any of the equality group(s) listed below i.e. it has no effect currently on equality groups, cross the No impact box. Equality Group Positive Impact Negative Impact No Impact Comments Age Disability Gender Gender reassignment Human Rights (rights to privacy, dignity, liberty and non degrading treatment) Marriage and civil partnership Pregnancy, maternity and breastfeeding Race / Ethnic Origins Religion or Belief Sexual Orientation If you have identified a negative discriminatory impact of this procedural document, ensure you detail the action taken to avoid/reduce this impact in the Comments column. If you have identified a high negative impact, you will need to do a Full Equality Impact Assessment, please refer to the document A Job Evaluation Policy V1.0 27Jul15 Page 15 of 16
Practical Guide to Equality Impact Assessments, Appendix 3, on the Trust s Intranet site (Bob). For advice in respect of answering the above questions, please contact the Equality and Diversity Lead. 9 If there is no evidence that the document promotes equality, equal opportunities or improved relations, could it be adapted so that it does? If so, how? Completed by: Designation HR Manager Trust Northern Devon Healthcare NHS Trust Date May 2015 Job Evaluation Policy V1.0 27Jul15 Page 16 of 16