BOROUGH OF POOLE/BRANKSOME HEATH MIDDLE SCHOOL
JOB EVALUATION PROCEDURE
JUNE 2010
1.0 INTRODUCTION
1.1 This procedure has been prepared by the Borough of Poole in consultation with the recognised trade unions.
1.2 The Borough of Poole is an equal opportunities employer and all staff will be treated equally, irrespective of their age, race, colour, nationality, ethnic or national origin, disability, sexual orientation, gender identity, marital/civil partnership. The Council supports the principle that all employees should receive equal pay for the same or broadly similar work, for work rated as equivalent or for work of equal value.
1.3 The Council believes that in eliminating any sex bias in our pay system we are sending a positive message to our staff and the wider community. It makes good business sense to have a fair, transparent reward system and it helps to control costs. We recognise that avoiding unfair discrimination will improve morale, enhance efficiency and underpin our commitment to treat staff with dignity, respect equality and fairness.
1.4 In order to achieve equal pay for employees doing equal work we will operate a pay system which is transparent, based on objective criteria, and free from unlawful bias. The Council use the GLPC job evaluation scheme to assist with determining equal pay.
2.0 SCOPE
2.1 The procedure applies to all employees of the Council, except as specified in 2.2 below.
2.2 This policy does not apply to :
Chief Executive
Strategic Directors
Service Unit Heads
Soulbury Employees
Casual employees
Teachers
Youth Workers
Nursery Nurses
3.0 RESPONSIBILTIES
3.1 Ultimately it is the responsibility of the Service Unit Heads, Strategic Directors, Headteachers and the Chief Executive to ensure that employees are treated equitably.
3.2 Each Service Unit Head and Headteacher through their Managers and Supervisors shall be responsible for ensuring that job descriptions, person specifications and information on job evaluation questionnaires (JEQ) are an accurate reflection of the job.
3.3 Specific responsibilities for ensuring correct implementation of procedures that determine pay lie with the Head of Human Resources.
3.4 Human Resources together with the Trade Unions are responsible for ensuring that they apply procedures appropriately to ensure that initial starting salaries are consistent and equitable.
3.5 Human Resources are responsible for monitoring through regular pay audits the maintenance and integrity of the scheme.
3.6 Individuals are responsible, in conjunction with their line manager, for completing a JEQ within the relevant timescale, which fairly and accurately reflects their post.
4.0 JOB EVALUATION MAIN PROJECT
4.1 The majority of posts in the Council have been fully evaluated by joint panels of trained evaluators. The final scores from that process will continue to apply to evaluated posts.
4.2 Where a job changes significantly a new evaluation should be conducted. See Sections 5 and 6 below.
5.0 EVALUATION OF NEW POSTS (PROVISIONAL EVALUATIONS)
5.1 A provisional evaluation will be carried out for new posts. New posts are defined as either an additional post which is different to any other post already in the service unit or school structure, or in a restructure it is a post which replaces or supersedes a deleted post. In either case there is no existing postholder available to complete a full JEQ.
5.2 The line manager should prepare an accurate job description, person specification and complete a Job Evaluation (JE) checklist. The checklist can be found on the Loop. Service Unit Head/Headteacher confirmation is required.
5.3 Advice is available from HR to ensure that the job description and person specification are suitable from a best practice, legal perspective and fit for job evaluation purposes.
5.4 These documents should be forwarded electronically to . A provisional evaluation will be carried out jointly by a job analyst and a trade union representative who are trained evaluators.
5.5 Paperwork should reach Human Resources in good time to provide a provisional grade in accordance with the deadlines set out in the Vacancy Clearance Procedure. All new posts together with supporting documentation are required to be presented to the Vacancy Clearance Panel.
5.6 Provisional grade advice will be given by Human Resources, pending a full Job Evaluation Questionnaire (JEQ) being completed by the new postholder(s).
5.7 If the post is subject to market force pressures it may be appropriate to apply a labour market supplement. The approval process for this is set out in the Labour Market Procedure which can be found on the Loop.
5.8 New posts cannot be added to a structure and advertised without a JE reference and a provisional JE score, and the Vacancy Clearance procedure.
5.9 When the post holder has been in a post for a sufficient time to gain a good understanding of the role's responsibilities and duties, usually within 6 months but within a maximum of 12 months, the post holder must complete a JEQ for full evaluation by a JE Panel. Managers should advise the new postholder of this at the appointment stage.
6.0 RE- EVALUATION OF EXISTING POSTS
6.1 Where a post has significantly changed over a period of time and the post holder has already taken on the increase or decrease of responsibility they will need to complete a new full JEQ, in conjunction with their line manager. Increased responsibility in one post may mean a decrease in others, and necessitate a wider equality assessment at the same time.
6.2 The Line Manager is responsible for revising the JD and PS to accurately reflect the changes, to accompany the JEQ for evaluation.
6.3 In the case of a significant decrease of responsibilities in a role it is likely to be the line manager who initiates a re-evaluation. Full documentation should be forwarded to .
6.4 All JEQs and appeals must be authorised for accuracy by the Service Unit Head/Headteacher.
6.5 Advice is available from Human Resources.
7.0 RE-STRUCTURES
7.1 Where a service or team is being re-structured there is likely to be a combination of new posts and retained existing posts.
7.2 Where there is a large scale re-structure, there is a separate policy available on the Loop (Loop People, Employee Handbook). Managers should seek HR advice before commencing a restructure, to consider the full process including timescales, consultation, avoidance of redundancy.
8.0 FULL JEQ EVALUATION
8.1 Post holders in conjunction with their line managers are required to complete a full JEQ if they are in a new post or a revised post. See Section 5 and 6 above.
8.2 It is the responsibility of the postholder to complete a full JEQ usually within 6 months and within a maximum of 12 months of commencement of new post. If the postholder cannot complete the JEQ within this timescale they should consult with their line manager and contact HR.
8.3 In order to ensure consistency and fairness for all employees and for overall JE integrity, if postholders do not complete the JEQ within 12 months then the line manager will be requested to complete the JEQ for the post within the next 3 months to ensure the integrity of JE information for pay purposes and ensure fairness for current and future postholders.
8.4 Guidance on completion of the JEQ is available on the Loop and from Human Resources. If employees require further support then they can contact HR who will arrange a 45-minute JE clinic with a fully trained job analyst.
8.5 Once a JEQ has been finalised it requires authorisation from the employee's Service Unit Head/Headteacher, who will then forward it electronically confirming authorisation to together with the JD, PS and structure chart.
8.6 A joint JE Panel will evaluate the JEQ. The JE panel comprises of 3 fully trained analysts on the GLPC scheme comprising at least one HR representative and one Trade Union representative. No panelist may evaluate a post within their own service unit. For posts within HR the panel will comprise 3 alternative panelists.
8.7 The HR representative of the Panel will collate the panel's agreed scores for the post(s). HR will feedback the scores to the line manager/Service Unit Head, and will send out letters to individuals with their initial score and the factor breakdown.
9.0 APPEALS
9.1 If the postholder accepts the levels awarded they need not take any further action.
9.2 There is one right of appeal if the postholder does not agree with any of the factor levels awarded. The appeal form is available on the Loop, together with the guidance notes. A clinic with a trained adviser can be arranged before submitting the appeal
9.3 Any appeal must be received by the Equal Pay Team within 3 weeks of receipt of the initial scores letter. In exceptional circumstances an extension to the deadline may be authorised by the HR Adviser (Equal Pay) or a HR manager.
9.4 Appeals require Service Unit Head authorisation and should be forwarded electronically wherever possible. Postholders and their managers should be aware of the need for this within the appeal deadline.
9.5 A different JE panel will evaluate the appeal documentation.
9.6 The HR representative of the Panel will collate the panel's agreed scores for the post(s). HR will feedback the final scores to the line manager/Service Unit Head/Headteacher, and will send out letters to individuals with their final score and the factor break down. There is no further right of appeal.
10.0 OUTCOME OF FULL EVALUATION
10.1 There are three potential outcomes from receipt of a final score.
a) If the score results in an increase of grade then the employee will be transferred to the minimum point of the new grade from the agreed effective date. In the case of new posts this is likely to have been the employee's commencement date in post. If no effective date has been agreed prior to evaluation any increase to an employee's salary will be effective from the first of the month after HR received all the initial completed paperwork
b) If the score results in no change of grade, salary and grade remain the same and any increments will be paid in the usual way.
c) If the final score results in a decrease of grade then the protection period of 12 months will commence from the date of notification of the grade. The revised reduced salary will be due to apply and be implemented one year after this date.
11.0 TUPE
11.1 Where employees transfer into the Council they do so on their existing terms and conditions.
11.2 The Council has responsibility to ensure equal pay consistency and will consider action to harmonise terms and conditions of employment within 12 months of such transfer.
12.0 REVIEW
12.1 This procedure will be reviewed after 12 months of implementation of the main JE project and the new pay and grading structure.
June 2010
Revision No. Revised by Revision Date Change detail
New Berni Catling June 2010 New
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