GUIDANCE NOTES - JOB LEVEL REVIEW APPLICATIONS

The documents listed below (A, B, C, D, E) should be submitted in hard copy and in electronic Microsoft Word format to

A. Job Description and Person Specification Format – Please use the separate Job Description and Person Specification Template

The Review Panel evaluates jobs on the basis of the Job Description, Person Specification, Section Organisation Chart and Supporting Case only. Therefore, please do not state the name of the post holder.

The Job Description must follow that in the new template format, covering:

  • Job Title
  • Job Family and Proposed Level
  • Responsible to – Job Title
  • Responsible for – Job Title(s); number
  • Key Working Relationships (internal to dept/div)
  • Key Working Relationships (external to dept/div)
  • Key Working Relationships (external to College)
  • The Purpose of the Post
  • A short paragraph to sum up the main purpose of the post – why does it exist?

Key Responsibilities

Include a list of the main responsibilities that must be undertaken to ensure that the purpose of the post is met. Sub headings for some responsibilities may be useful e.g. Management, Finance, IT, Research Management, Service Provision etc.

The list of responsibilities should be in order of importance. They should describe what the post holder does i.e. WHAT ACTION IS TAKEN and why i.e. TO ACHIEVE WHAT. The typical percentage of working time spent on each responsibility should be included. See the examples below of key responsibilities for threedifferent roles:

Responsibility / Action / To Achieve / % Time Spent
Role 1
Finance / To prepare monthly reports on income and expenditure / in order to ensure effective cost and budgetary control. / 60%
Role 2
Service Provision / To allocate and coordinate the work of four assistants / to ensure preparation and clearance meets time and quality standards. / 35%
Role 3
Research Management / To contribute to the writing of funding applications / in order to pursue and extend current research into waste management. / 5%
Imperial College is committed to equality of opportunity, equal treatment, and to eliminating discrimination. All employees are expected to adhere to the principles set out in the Equal Opportunities in Employment Policy, Promoting Race Equality Policy and Disability Policy and all other relevant guidance/practice frameworks.

B. Provide the answers the following questions(on a separate sheet of paper):

  1. What are the minimum competencies,skills and abilities required?*
  1. If applicable, what educational, vocational or professional qualifications are required as a minimum*?
  1. Does the job require planning and organisational skills? Describe what is involved.
  1. What communication and interpersonal skills are required and with whom?
  1. What is the level of supervision/direction that is received and what is the extent of personal authority/discretion?
  1. What sort of decisions are taken without reference to a more senior colleague?
  1. What are the most difficult or complex aspects of the job?
  1. Are there any facts or figures that are important? For example: what is the limit of financial authorisation; how many major contracts are dealt with at the same time; how many staff are managed directly/indirectly; how many customers use the service; how much income is generated; or any other relevant facts and figures information?
  1. What are the consequences of failure to carry out the duties of the job effectively?

* N.B. Please state the minimum required for the post, not the experience and qualifications that are held by the current postholder

C. Job Level Review – Supply a CV (Research Posts only)
D. Job Level Review – Section Organisation Chart (in black and white)

The organisation chart for the section must:

  • show the jobs above and below the job under review.
  • show reporting lines and grades/levels of all posts.
  • The job under review should be highlighted.
  • Use job titles only; do not provide individuals’ names.
E. Supporting Case (on a separate sheet)

The Line manager, or applicant if the submission is a personal one, writes a statement explaining why the post has been put forward for re-grading, adding any additional information not provided in the job description or person specification. Do not mention the name of the post holder.