HAY JOB EVALUATION Completing the Job Questionnaire 1.
Purpose of the Job The intention is to overcome ambiguity in the job title. It therefore gives the evaluator some experience of the nature of the job.
2.
Dimensions The evaluators expect to see the budget that is controlled or influenced and the number of employees for which the postholder has responsibility. Beyond this the nature of the information will vary by type of job. As a general rule it is important not to give too much information under this heading.
3.
Principal Accountabilities Refer to the notes attached to the questionnaire. Focus on what the job has to achieve rather than a list of duties or operating instructions. Thinking process - key half dozen or so headings, then worry about the wording. Not more than eight!
4.
Hardest Part of the Job Don’t just say ‘all my job is hard’. Selectivity needed. How would you brief your successor?
5.
Scope for Impact A chance to show what the accountabilities have meant in practice. A personalised commentary. Register your successes and importance with the evaluators. Illustrate different parts of the job don’t forget material impact.
6.
Organisation a. Attach agreed charts if they are already available - if not draw boss, others reporting to the same boss and jobs reporting direct to you. b. In describing relevant relationship c. Illustrate: daily contact ..... on what? On what issues would you refer upwards?
7.
Job Context Identify the nature of key relationships - probably a list - and the nature of the relationship. Don’t forget member contact outside formal committee setting.
8.
Knowledge and Experience Not your own package. Think in terms of what a job advert might say.
9.
Additional Information Read the rest of the questionnaire before completing * use to fill in the gaps * underline special emphasis * identify extra roles (not directly related to job)
10.
Application for re-evaluation form those already on (HAY) Management Band Salary Scales Like the Grade Assessment Scheme, which was replaced by HAY job evaluation for determining Management Band gradings, requests for regrading have to be supported on the grounds that the level of responsibility in the job has increased. Increased responsibilities in Management Band jobs need to be rather more dramatic than under the Grade Assessment Scheme if they are to increase the original evaluation, such as to more it to a higher salary band. The 10 Management Bands replaced some 30 Principal Officer and Chief Officer related grades, so are rather more robust in handling changes in the job. The evaluation panel will have careful regard to the job description questionnaires completed in respect of the job previously and currently. If would aid the panel in ensuring that they recognise the nature of any fundamental increases in responsibility necessary to justify a higher evaluation, if you would say what aspects of the new job you see as more demanding/responsible than previously and why. This information should be given at 9 in the questionnaire and/or on a separate sheet of paper. It the latter please have it countersigned by your Chief Officer together with the questionnaire itself.
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JOB DESCRIPTION QUESTIONNAIRE
JOB TITLE: REPORTS TO: JOB HOLDERS NAME:
1.
PURPOSE OF YOUR JOB Give in one or two sentences the basic reason why your job exists. E.g. To supervise and control highway maintenance in the north of the county.
2.
DIMENSIONS Quote figures which give a picture of your job as follows: a. Annual budgetary amounts with which your job is either directly or indirectly concerned. b. Number and grading of subordinate staff. c. Any other statistics relating to your work.
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3.
PRINCIPAL ACCOUNTABILITIES List your principal accountabilities after reading the notes attached to this questionnaire, and indicate the importance percentages.
4.
HARDEST PART OF YOUR FOB Describe what is the most difficult, complex or challenging part of your job and explain why.
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5.
SCOPE FOR IMPACT Describe the impact of your work by giving two or three examples of past actions or future intentions which will amplify the understanding of your accountabilities.
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6.
ORGANISATION
A.
Draw an organisation chart that shows clearly your job, your immediate supervisor, his/her supervisor, colleagues who also report to your supervisor, and your subordinates, giving full titles.
B.
Briefly describe the major responsibilities of your immediate subordinates and explain how you supervise them, e.g. day to day contact, weekly meetings, control procedures.
C.
Briefly describe the nature of the reporting relationship which exists between yourself and the Committee/Chief Executive/Chief Officer to whom you are accountable.
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7.
JOB CONTEXT The purpose of this section is to aid understanding of your job by setting it in its proper context. Describe: A. key features of the Council’s policy/local environment which affect the services for which you are responsible. (Usually the answer to this question will be the same for Chief Officers and their Deputies). B. how your job relates to the work of other officers, groups, committees, general public etc., both within and outside the Council. In particular you should identify the nature and extent of contact you must maintain with elected members outside formal Committee meetings.
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8.
KNOWLEDGE AND EXPERIENCE What education, qualifications, training and experience are necessary to enable you to perform your job fully and effectively. Note that this information should relate to the qualifications etc. required for the job and may not be the same as your own qualifications, etc.
9.
ADDITIONAL INFORMATION Briefly explain any aspects of your job which you think have not been adequately covered in previous sections and which you feel are important in understanding your various duties. Include also any temporary features.
APPROVAL We confirm that this questionnaire conveys a full and accurate description of the job as at (date) ...................................................... Signed
..................................................... Post Holder
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.................................................. Chief Officer (or nominee)
NOTES FOR GUIDANCE IN COMPLETING JOB DESCRIPTION QUESTIONNAIRE Principal Accountabilities - See question 3 The object of statements under this heading is to identify clearly the major parts of the work for which you are accountable to your Authority. This involves identifying the most significant responsibilities of the job which have a clear end result or output for the achievement of which you will be held accountable. Note in particular:A.
Accountability statements are different to a list of tasks, actions and duties, because a whole series of these can contribute to one end result.
B.
Accountability statements are timeless i.e. they do not change unless the job changes significantly.
C.
In well structured jobs there are between FOUR and EIGHT principal accountabilities, which may cover such areas as planning, organising, directing, innovating, budgeting, staffing as well as meeting specific objectives within the scope of the job purpose.
D.
Each statement should consist of one sentence in this form:
ACTION VERBS
OBJECT OF ACTION
END RESULT
Control ....
Cash Flow ....
To optimise financial return and to meet expenditure commitments
As a quite, four more examples of accountability statements are listed below: *
Formulate and gain acceptance for annual budgets to secure the resources necessary to achieve agreed work programmes.
*
Recruit within establishment, motivate, train and develop manual staff to maintain an effective workforce capable of meeting its objectives.
*
Keep under review and recommend organisational changes to optimise working practices and staff career development.
*
Provide detailed designs and drawings which meet the specification of the project brief. Below is a list of ACTION VERBS which you may find useful:
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Policy Jobs Approve Authorise Define Determine Develop Direct Establish Plan Prepare
Management Achieve Assess Ensure Identify Implement Improve Maintain Monitor Review
Specialist Analyse Appraise Enable Forecast Interpret Justify Propose Recommend Support
Specific Check Collate Distribute Issue Obtain Operate Provide Submit Supply
General* Administer Assist Control Liase Manage Supervise
* These general verbs are considered imprecise and you are advised to use more precise action verbs in order to help the evaluators fully understand your job. When the accountabilities are complete, estimate the relative importance of each one at the current time, using a percentage. The sum of the percentage should equal 100%.
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