During the National Pay Framework exercise in 2006 all jobs underwent full HAY evaluation by a panel of HR, management and trade union representatives, in order to transfer staff onto a single pay spine and develop a grading structure.
Following this extensive process it was agreed that future jobs would be matched to a set of grade profiles by HR. The matching process uses relativity and context to make grading decisions and is underpinned by the principles of HAY.
The current grading process is as follows:
Employee Relations Managers (formerly titled HR Partners) are the prime contact for line managers regarding job grading and re-grading. For senior roles please also refer to the relevant PS/Faculty Strategic HR Business Partner. The Reward and Benefits team is responsible for overseeing the process and ensuring the quality and integrity of job grading. Any issues or concerns regarding Job Grading may be referred to the relevant Employee Relations Manager, Strategic HR Business Partner or the Reward and Benefits team.
A QMUL job profile comprises a job description, which provides an accurate representation of the role, and a person specification, which details the qualifications, knowledge, skills and experience that are required in order for the jobholder to perform the role effectively.
A job profile is used for a number of different purposes:
• To enable HR to correctly evaluate the grade of a post, ensuring employees are rewarded fairly and consistently for the work they are asked to undertake.
• To target and attract appropriate candidates to apply for a vacancy.
• To help recruiters identify the most suitable candidates during the shortlisting and selection processes.
• To facilitate the communication of expectations about performance to candidates at the recruitment stage, and subsequently during employment.
There is a standard job profile format and accompanying this are the QMUL Job Profile Guidance Notes [DOC 177KB] which provide guidance and advice on how to write a job profile.
New roles or changes to roles as a result of a restructure
If you have any new roles or roles emerging from a restructure, please contact your Employee Relations Manager or Strategic HR Partner.
Existing roles that have become vacant but have had no changes made to the job profile do not need to be sent through the Grading process. The Employee Relations Manager will need to review any significant amendments made to an existing job profile to identify if this should be taken forward through the Grading process.
In preparation for the grading process, the job profiles are reviewed to ensure they are in line with the Queen Mary Brand and Job Profile Guidelines.
Once the job profile has been reviewed and finalised, the Employee Relations team will arrange for the job to be graded (either by the Job Matching process or by a full Hay Job Evaluation.
The evaluated grade for the job will then be confirmed back within a 2-week period from the date that the job profile has been reviewed and finalised.
Regrades
If you have a role to be regraded, please contact your Employee Relations Manager or Strategic HR Business Partner.
A review of the job grade is triggered by changes in the overall scope of the job and an increase in job responsibilities which are permanent, substantial and material due to one of the following:
The review/re-grading process considers the job requirements and not the personal characteristics of the jobholder. If the jobholder is performing at a higher level than the role requirements, it would be more appropriate to consider applying for a one-off bonus or an additional pay increment via the annual Staff Bonus Scheme.
For a regrade to be considered, managers must complete this form. New Regrading Form Nov 2023 [DOC 24KB] and ensure that they send in a copy of the old job profile along with the new job profile (in the current format) with tracked changes made to the job description and person specification. This is so that the job evaluation process can identify the changes that have been made in the role and consider whether a regrade is justified. If it is not clear what changes have been made, the role will not be evaluated and you may be asked to re-submit the job profile for it to be looked at again through the appropriate job grading process. Please also send an organisation chart so that the impact on the wider team can be taken into account.
A job re-grade would apply to all the job-holders doing the current job. If the new job requirements set out in the updated job profile only apply to one of the posts, then all current jobholders must be given a fair opportunity to apply, and be considered, for that new post. Please contact your Employee Relations Manager regarding this.
The grading process for re-grading is as follows:
If you have any questions, please contact your Employee Relations Manager or Strategic HR Partner in the first instance.