Reference Job Descriptions & Job Slotting Rationales
January 2011
Table of Contents
Introduction to this library 4
Relativities table showing all jobs within this library by grade &
job family 5
Estates & Ancillary roles 6
Clerical roles 33
Technical roles 57
Managerial & Administrative roles 75
Specialist roles 118
List of reference jobs at each level
Showing page number for each job description & job slotting rationale
Job Description / Job Slotting RationaleReference Rationales – Summary 5
Estates & Ancillary roles 7
EA1a / General Assistant / 07 / 11
EA1b / Horticultural Apprentice / 12 / 15
EA2 / Housekeeper / 16 / 20
EA4 / Assistant Functions & Events Manager / 21 / 25
EA5 / Stores Manager / 26 / 31
Clerical roles 37
CS1 / Clerical Assistant / 34 / 37
CS2 / Clerical Officer / 38 / 42
CS3 / Secretary / 43 / 45
CS4 / Administration Assistant / 46 / 49
CS5 / Undergraduate Administrator / 50 / 56
Technical roles 63
T2 / Support Staff Band 200 / 58 / 61
T3 / Research Services Technician / 62 / 66
T4 / Helpdesk Analyst / 67 / 70
T5 / Research Technician / 71 / 74
Managerial & Administrative roles 78
MA6a / TAMU Officer / 76 / 82
MA6b / Administration Manager / 83 / 89
MA7 / Programmes Manager / 90 / 95
MA8a / Academic Quality Manager / 96
MA8b / Operations Manager / 102
MA9a / General Manager Support Services / 110
Specialist roles 132
S6a / Programmer/Data Analyst (Neuro-imaging) / 119 / 122
S6b / Senior Research Technician / 123 / 128
S7 / Senior Horizon Analyst / 129 / 135
S8 / Employment Lawyer / 136
Academic roles – core roles – key reference for all grading
6 / Research Associate / A generic job description for each of these roles can be accessed by clicking here
7 / Research Fellow I
8 / Research Fellow II
8 / Lecturer
9 / Senior Research Fellow
9 / Senior Lecturer/Reader
Introduction to this library
Background
The University of Birmingham use the Hay Group Job Evaluation method to underpin its grading and banding of roles. This is either by applying the full method or by slotting against job family frameworks, , which are also underpinned by the Hay Group method of Job Evaluation.
For consistency of grading across the University,all grading is carried out by Human Resources job slotting against the job family frameworks.
The reference jobs in this library are available as an indicator of what grade might be appropriate for a particular role, subject to grading by Human Resources
These reference job descriptions and grading rationales have been validated by Hay Group as being at the specified band/grade. Human Resources may from time to time add reference job descriptions and grading rationales to this manual.
Objective
These reference job descriptions have been collected together:
· for managers and staff to refer to alongside the job family frameworks to indicate what grade might be appropriate for a particular role subject to grading by Human Resources;
· to support consistent job evaluation application across the University, with the job family framework used as the primary guide for grading a role..
Contents explained
§ Relativities Table
The table at the front of this manual on page 9 shows all the reference jobs by band/grade, and by job type (job family). This table shows the relativities of the roles across the University.
§ Job Descriptions
These are University of Birmingham job descriptions, and they are a sample of jobs covering Colleges and corporate functions. A copy of each is included in the manual.
§ Job Slotting Rationale
For each job up to and including grade 7, a rationale has also been included for slotting against the job family frameworks.
These show how slotting judgments should be recorded, when evaluators are using the job family frameworks.
§ Job Family Frameworks
The job family frameworks for all the job types, except academic roles are available at: https://intranet.birmingham.ac.uk/hr/benefits/progression/grading/frameworks.aspx
§ Grading and banding guidance
Information and guidance is available at: https://intranet.birmingham.ac.uk/hr/benefits/progression/grading/index.aspx
Relativities Table showing all jobs within this library by grade & job family
Job FamilyGrade / College vs. Corporate / Estates & Ancillary role / Clerical & Secretarial role / Technical role / Managerial & Administrative role / Specialist role / Academic: Research focused / Academic: Research and/or teaching focused
Band 100 / Corporate services / General Asst (EA1a)
College / Horticultural Apprentice (EA1b) / Clerical Assistant (CS1)
Band 200 / Corporate services / Clerical Officer (CS2)
College / Housekeeper (EA2) / Support Staff Band 200 (T2)
Band 300 / Corporate services / Secretary (CS3)
College / Research Services Technician (T3)
Band 400 / Corporate services / Asst Functions & Events Mgr (EA4) / Administration Assistant (CS4) / Helpdesk Analyst) (T4)
College
Band 500 / Corporate services
College / Stores Manager (EA5) / Undergraduate Administrator (CS5) / Research Technician (T5)
Grade 6 / Corporate Services / TAMU Officer (MA6a)
College / Administration Manager (MA6b) / Programmer (S6a) / Research Associate
Snr Research Technician (S6b)
Grade 7 / Corporate Services
College / Programmes Manager (MA7) / Snr Horizon Analyst (S7) / Research Fellow I
Grade 8 / Corporate Services / Academic Quality Mgr (MA8a) / Employment Lawyer (S8)
College / Operations Mgr (MA8b) / Research Fellow II / Lecturer
Grade 9 / Corporate Services / General Manager (MA9)
College / Senior Research Fellow / Senior Lecturer/Reader
Estates & Ancillary roles
EA1a – General Assistant
JOB DESCRIPTION FORM- SUPPORT STAFF
If you require more space in any section, please attach a further sheet.
Job Title / General Assistant (Catering)Post holder
Department/School budget centre / HAS – Catering Operations, University Catering
Responsible for which other posts / None
responsible to / Manager
Organisation Chart
Job Summary
The post holder will be required to work in an orderly and efficient manner to the standards set by legislation / HAS and University policies and guidelines. Specifically, duties will involve the delivery of service to customers and associated tasks as required.
EA1a – General Assistant
JOB DESCRIPTION FORM- SUPPORT STAFF
Main Duties
Item / Duties / %To ensure that a high standard of personal appearance and standard of hygiene is consistently maintained at all times. This includes wearing the correct protective clothing as set down by health and safety and also outlined in the University and local codes of practice
To ensure all equipment failure ad hazards are reported to the Chef/Senior Supervisor or Supervisor, or any Senior member of staff.
To ensure a correct standard of stock rotation is followed, making sure food products are used prior to the best before date
To ensure all portion controls are adhered to as directed by the Chef/Senior Supervisor, and standard performance manual
To ensure that all basic food preparation such as breakfast items and fried goods, including the presentation of these items conform to the code of practice.
Maintaining strict control of all food wastage and reporting any in the correct manner and completing any documentation as appropriate
To ensure that all HAMSTER hygiene recording system and food receipt procedures are carried out, and correctly recorded in accordance with the Chef/Senior Supervisor’s instructions, and taking on this role without instruction in his/her absence
To ensure food retention samples are taken and recorded, along with the correct storage as laid down in the codes of practice and as directed by the Chef/Senior Supervisor
To conform to all health & safety/codes of practice and COSHH regulations, ensuring that they are adhered to at all times
The transportation of commodities and equipment fro one location to another, abiding by the strict hygiene regulations
To ensure the thorough cleaning of equipment, utensils, crockery, glassware, other table accompaniments, tables, walls, floors, all work areas and surfaces including refrigeration are cleaned and sanitised at the end of each shift.
In areas where appropriate, or as directed by the Chef/Senior Supervisor to:
· Clear and lay tables
· Replenish cleaning materials
· To operate EPOS terminals including the safe custody of money and its return to the appropriate person
· The service of alcoholic and non-alcoholic beverages
· To secure areas if and when required
The regular removal of rubbish as necessary from the workplace
To ensure a close working relationship with all members of staff, in particular the Chef/Senior Supervisor, and University Catering Management
Attend all team briefs/training, and departmental meetings as required
To actively bee involved in an annual personal development review with your manager, and be expected to undertake any training and development identified to enable you to carry out your work, contributing to Hospitality and Accommodation Services business objectives
In the absence of the Chef/Senior Supervisor, you will be expected to undertake the following duties:
· Supervision of the kitchen porters, ensuring they carry out their duties in accordance with thee cleaning schedule
· To ensure that the kitchen is secure, clean and safe before going off shift
· To place orders for food stuffs and commodities from the Central Kitchen, Stores Office, Purchasing Office, all in conjunction with the appropriate Catering Manager
To undertake any other reasonable duties/requests (other than those stated in the job description) as requested from a Senior Member of Staff.
Decision Making/Problem Solving
(Please give examples of the sorts of decisions expected to be taken; and/or the sorts of problems the post holder needs to solve ;)
i) without reference to others
· Dealing with daily issues / customer comments
· Cash queries
· Communication with colleagues about menu items
(ii) after consulting others
· Equipment failures
iii) or that would be referred to someone else.
· Problems with work colleagues
Knowledge, Skills, Qualifications & Experience Required
(Please give details of the knowledge, skills, qualifications, and experience for the job that are required in order to carry out the post effectively.)
Experience of working within a food preparation environment is desirable
It is essential that you possess a current Food Safety first Level (Basic Food Hygiene Certificate) and that you are a literate person. This can be evidenced by achieving Mathematics and English at GCSE at Grade C or above (or equivalent) or be able to demonstrate relevant experience such that the tasks detailed in the job description can be carried out effectively. It is essential that you have good communication and interpersonal skills, and have the ability to work on an individual basis within a team environment. Uniforms will be provided, but it is essential due to Health and Safety that you are presentable whilst at work.
It is desirable that you are aware of or have attended the following training courses. They are: Health and Safety at Work Act, COSHH, and a relevant Manual Handling course, some familiarity with Fire Procedures, Local Rules and Regulations to HAS and CK, University Rules and Guidelines is essential.
The ability to communicate verbally and in writing with colleagues, supervisors, managers and customers in a courteous manner is essential, as is the ability to understand and describe products and services to others
Communication skills
(Please detail the people the post holder deals with regularly – what is the nature of the communication? What skills are needed in order to deal successfully with the contacts?
Contact Purpose/skills required
Supervisor Accept verbal and written communication on tasks to be completed in a courteous manner
Customers Able to understand and describe products and services
Colleagues Accept verbal communications and suggestions from fellow colleagues in a positive and courteous manner. Assist with training new staff
Senior Supervisor Job chat, PDR, RMS
Line Manager Team briefs
Comments
a) Any additional comments the Head of School/Budget Centres may wish to add. Please include a reference to the nature of the supervision given to the post holder.
b) Any additional comments by the post holder, including, if the post holder is unable to agree the contents of the job description, the reasons why.
The undersigned accept the validity of the above job description. (If the post holder does not agree the job description he/she should not sign below.)
Signature……………………………………………. Dated……………………..
(Post holder)
Signature…………………………………………… Dated…………………….
(for Budget Centre)
EA1a – General Assistant
JOB SLOTTING RATIONALE
Post number
Job/role Title / General Assistant, CateringBudget Centre / HAS – Catering Operations, University Catering
Existing Grade
(where existing role)
Framework Used / Estates and Ancillary
Job summary (including purpose) / This role carries out basic routines in stock rotation, food preparation and presentation in an orderly and efficient manner as directed by the Chef/ Team leader to the standards set by Health and Safety legislation and the University’s code of practice, policies and guidelines.
Evaluation Rationale / Proposed level/grade / Reasons
Knowledge / 1 / Knowledge of basic routines in stock rotation, food presentation and relevant food safety and hygiene standards.
Skills and experience / 1 / Food safety first level (Basic Food Hygiene Certificate)
Familiar with relevant standards and regulations in: Manual Handling, COSHH, Food hygiene and awareness of relevant Health and safety codes of practice and regulations.
Experience of basic food preparation and presentation activities.
Communications / 1 / Understands and passes on menu options to colleagues and customers as required.
Follows verbal or written requests from colleagues to carry out basic tasks including preparation of breakfast items and fried goods and maintenance of hygiene recording and food receipt procedures.
Dealing with problems / 1 / Responds to daily customer or colleague questions regarding menu options and cash queries following set instructions or procedures.
Day to day issues in food preparation are resolved by following detailed instructions provided by the codes of practice, performance manuals and hygiene regulations. Any non-standard issues such as equipment failures and hazards are reported to a senior member of staff.
Organisational skills / 1 / Carries out tasks as directed by the Chef and Team Leader following clear instructions and relevant code of practice.
Prepares food following set routines and procedures and ensures presentation conforms to the code of practice.
Cleans equipment and food preparation areas in line with the health and safety and COSHH codes of practice.
Responsibilities / 1 / Responsible for following set routines and procedures in carrying out daily tasks in relation to food preparation, presentation and cleaning of work areas as directed by the Chef and Team Leader.
Overall proposed band or grade / Band 1
Prepared by (signature and name in block capitals): Hay Group