RepsDirect No 218 - 28 October 2003

Head of Health, Gail Cartmail General Secretary, Roger Lyons

Please see attached 'Agenda for Change Amicus Guide to Matching' which has been updated and will replace the previous version, (RD187).

1 The Job Description, Matching Panels, Appeals & The Amicus Agenda for Change Reps

A Guide for Officers and Reps


Consultation on joint guidance referred to in the Job Evaluation Handbook ( is continuing and we will advise Early Implementation (EI) site representatives when it is agreed and available. Reports from EI sites confirm that work is underway to deliver the agreed joint training to inform matching panels. A further joint training package on the job evaluation analysis process is being finalised.

Within Early Implementation it is important to understand how we get from a job description to a profile and then to a pay band and where appeals fit in. So this Amicus guide is to assist our representatives.

It is very important to note that only agreed National Profiles can be matched locally.

1 Job Descriptions (JD).

1.1 This is the start of the process every employee should have a Job Description. We strongly recommend that JDs are accurate and up to date.

1.2 Other documents are also relevant e.g. personal specification. You have the right to see all documentation.

1.3 At this point members should obtain a copy of their JD and attempt to update the JD.

1.4 The appropriate A4C rep/reps should be on hand to advise the member on content, wording etc.

1.5 It is not the job of the rep to write the JD for the member!

1.6 Both the member and the Manager must agree all JDs before it can be submitted to the matching panel.

2 The Matching Panel First Stage

2.1 Each panel is made up of four people. Two from the trade union side and two from management.

2.2 Each post holder's JD is submitted to the panel.

2.3 The panel's function is to attempt to allocate each post holder an appropriate job profile.

2.4 The panel should call upon additional professional advice from the appropriate area. This would consist of two people one from the management side and one from the postholders, for Amicus this role, we hope, would be undertaken by the A4C rep. This is not automatic but if we have an appropriate rep within the group of post holders we should insist they fulfil this role.

2.5 The matching panel can have one of two outcomes: 1. To allocate a profile
2. Decide there is no appropriate match.

2.6 If no appropriate match is made the post is sent for full JE at local level.

3 Allocation of a Profile

3.1 The profile has to be agreed by all the matching panel members.

3.2 The profile and the JD are returned to the post holder.

3.3a If the post holder is satisfied with the profile then the corresponding pay band is allocated and that is the end of the procedure.

3.3b If the member believes that the profile does not reflect the post holders' contribution fully they can reject the profile and appeal.

3.4 At point 3.3b it is the A4C reps role to advise the member on the merits of such an appeal.

3.5 The A4C rep should advise the member on whether their case, if successful, would result in enough additional points to move the post holder into the next pay band. If that would be the case then the profile should be rejected and an appeal should be lodged.

4 Appeal

4.1 Is made to a matching panel that did not allocate the disputed profile.

4.2 The member and the appropriate Amicus rep- the appropriate rep could be either A4C, senior lay or R.O.- draft supporting evidence for the appeal.

4.3 This is submitted to the panel

4.4 The matching panel can have one of two outcomes- 1. To reallocate the original profile
2. Decide there is no appropriate match

4.5 If the panel agree the original profile was an inappropriate match the post is sent for full JE and profiling.

4.6 If the profile is reallocated this is final and binding, there is no further right of appeal


1. The panel's decisions are reached in partnership, all four, panel members must agree before a profile is allocated.

2. The panel must agree, there is no failure to agree option.

3. A further appeal may be possible if it can be demonstrated that the DOH matching panel procedures have been breached.

4. This is a guide and not a prescriptive instruction to management so you can expect some slight deviations

5. However if management differ significantly from this guide bring this to the attention of the appropriate Rep.(e.g. A4C, Senior/Lead rep or FTO)

6. This guide is an outline of the process in England only as the process in the other parts of the U.K. (Northern Ireland, Wales and Scotland) may differ please check for this with your regional officer

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