Evaluation of new/vacant positions

Evaluation of New/Vacant Positions
Definitions and Abbreviations
Responsibilities
Assistance Available
Indicative Timelines
Steps Involved in Evaluating New/Vacant Positions
Advertising a Position

Evaluation of New/Vacant Positions

New positions
All non-casual positions that are new to the area must be evaluated. If the position (or a similar position) exists within the University, a consistent approach is required. The position description (PD) is reviewed to ensure the responsibilities are the same.
Vacant positions
Where the position has not been formally evaluated in the previous five years or where there are changes to the requirements of the position, the position must be evaluated.

It is the responsibility of the supervisor/manager to review the role and PD for consistency and provide the HRU with an updated PD for evaluation prior to advertising.

Definitions and Abbreviations

HRU – Human Resources Unit

Remuneration Consultants – Remuneration Consultants are trained in Job Evaluation.

Local Human Resources (HR) staff member - the person at the local area with responsibility for human resources

Position Description (PD) – provides details about a position within the University environment

Job Evaluation - Job evaluation is the process used to measure the relative job worth of positions within an organisation at a point in time.

Org Structure – Organisational Structure Chart

Applicable industrial instrument – Refers to the applicable Collective/Enterprise Agreement, Award, Australian Workplace Agreement, contract of employment or legislation

Responsibilities

It is important that participants in the job evaluation process have a clear understanding of the steps involved, the indicative timeframes and the responsibilities of each party:

Local HR staff member

It is the responsibility of the Local HR staff member to:

review the role of a position when it becomes vacant
discuss the requirements of the position with the supervisor/manager
prepare the PD and ensure it adequately represents the needs of the area
forward the PD, org structure and similar positions to HRU for review and evaluation
provide further information on the position to HRU if required
provide feedback to the supervisor/manager on the evaluation outcome
maintain PDs and org structures of the local area
forward final PD to HRU for advertising

HRU

It is the responsibility of the HRU to:

provide assistance in the preparation of the PD and organisational structure if required
recommend any changes to the PD to ensure that the selection criteria adequately reflects the requirements of the position and that the language and format is consistent with University practices
request further information as required
consider potential flow-on effects and implications to other positions within the organisational unit and University
evaluate positions in accordance with the applicable industrial instrument
provide external remuneration benchmarking and advice as required
communicate the classification outcome to the local HR staff member

Cost Centre Manager

It is the responsibility of the Cost Centre Manager to:

decide on the number and nature of all positions in their area taking into account budget implications
participate in discussions about the position and organisational structure
ensure compliance with all aspects of the University’s legislative framework

Supervisor/Manager

It is the responsibility of the Supervisor/Manager to:

review the role of positions when they become vacant
make sure that the position has been designed to satisfy the organisational needs of the Division/Portfolio
discuss with the local HR staff member the requirements of the PD

Assistance Available

Assistance is available from the following sources:

HRU – Remuneration Team
Local HR staff member

Further information is available:

Job Analysis
Job analysis is the process of identifying the purpose of the position, the skills and knowledge required to undertake the role, understanding how the position contributes to the organisation and documenting the elements of the role.
Job Analysis information
Position Description
The outcome of the evaluation process relies heavily on the accuracy of the PD supplied to the HRU. It is essential that the PD is comprehensive, clear and consistent and adequately reflects the requirements of the area. A poorly written PD can cause a delay in the evaluation of the position.
Writing a Position Description (word 120kb)
Position Title
A Professional, Security, Grounds and Document Services staff position title is not tied to a classification level. It is not unusual for positions with the same title to have different classification levels. This is due to factors such as the responsibility, accountability, autonomy and knowledge and skills required of the role rather than the position title.
Position title guidelines (pdf 56kb)
Advertising a position

The HRU will evaluate positions on a weekly basis. Positions descriptions must be forwarded to the central mail box: hrpositiondescriptions@unisa.edu.au by cob Thursday for evaluation on Tuesday the following week.

Where a PD requires an urgent evaluation, please contact a Consultant in the Remuneration Team who will indicate when a classification outcome can be expected.

Steps Involved in Evaluating New/Vacant Positions –

printable version (word 36kb)

STEP 1

The local HR staff member and supervisor/manager and/or Cost Centre Manager develop a new position description (PD), and update the organisational structure chart.

Where a vacant position has not been formally evaluated in the previous five years or where there are changes to the requirements and/or responsibility of the position, the role must be reviewed and the PD updated.

The local HR staff member and central HR Consultants can provide advice about the area’s organisational structure and the design of positions. The outcome of the evaluation process relies heavily on the accuracy of the PD supplied to HRU.

STEP 2

The local HR staff member forwards the PD, organisational structure chart and any supporting documentation to the HRU for evaluation, such as copies of related and similar PDs across the University.

Comparison to similar positions in the University plays a significant role in ensuring equity in the classification outcome of the position. When comparing like positions, consideration will be given to the complexity and size of the work unit, the level of responsibility, autonomy and knowledge and skills required of the role.

The organisational structure chart is a necessary element in job evaluation as it shows the position in relation to other positions in the local area and University as well as the reporting structures.

STEP 3

Trained evaluators in the HRU will review the documentation and may request further clarification from the local HR staff manager, supervisor/manager and other relevant staff as required.

Delays in the evaluation process can occur due to poorly written PDs and a lack of information.

For this reason local HR staff member are encouraged to submit PDs for evaluation in advance of the proposed advertising date to avoid delays.

STEP 4

Positions and classifications that have potential to cause University wide implications will be distributed and discussed with other local HR staff.

Consistency across the University will be achieved where possible.

External remuneration benchmarking and advice will be provided by the HRU as required (e.g. HEO10 and above).

STEP 5

The HRU will advise the local HR staff member of the classification and may provide feedback on the PD.

STEP 6

If the local area disagrees with the classification determined by the HRU, the Director: HR (or nominee) will hold discussions with the relevant supervisor/manager to ensure there is consistency with the classification and the PD.

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Evaluation of new/vacant positions