RepsDirect No 267 - 19 May 2004

Shadow Executive Advice on Agenda for Change - Job Descriptions

The text below sets out the advice from the Shadow Executive, which is also highlighted in the AfC training handbook as the process to follow in matching. This elaborates the wording of the Job Evaluation Handbook, which refers to 'existing job descriptions'. The Shadow Executive expect this guidance to be followed and job descriptions used in matching to be agreed between the postholder and manager.

JOB DESCRIPTIONS AND AGENDA FOR CHANGE.

Frequently asked questions at AfC meetings and training sessions concern job descriptions - whether they should be updated; whether they should follow the JE national profile or KSF format; whether there is a recommended format. Documents have circulated recently, which give misleading and unhelpful information, so it may be helpful to re-state the position.

The advice is, and always has been that:

• Having up-to-date, agreed job descriptions is good HR practice, their main purpose being to ensure that employees and their line managers have a common understanding of what is required of the jobholder; the required information is generally set out in the form of a list of job duties;
• Similarly, having person specifications available for all posts is good HR practice, as it facilitates the recruitment process;
• Up-to-date, agreed job descriptions and person specifications will facilitate matching and make it more accurate and efficient (EI experience confirms this);
• Job descriptions should not follow the national JE profile format, as profiles are not job descriptions and do not fulfil the main purpose of having job descriptions;
• Information required for matching, which is not usually included in job descriptions or person specifications (for example, in relation to the effort and environment factors) can be collected by other means, for instance, by short questionnaire (examples from EI sites can be found on the Modernisation Agency website) or through oral evidence.
• While it may suit the needs of the organisation to include in the job description information on competencies required for the job it should be noted that job descriptions, which are exclusively competence-based, are not helpful for matching purposes.
• There is no recommended format: the format and content of job descriptions are matters for individual organisations to agree in partnership and should be appropriate to the needs of the organisation.
• A KSF outline is for KSF use and not for job matching purposes.

back to top