Job descriptions

This guidance should be read in conjunction with the Recruitment and Selection Policy – see section on ‘Pre-recruitment’.

This guidance covers the following:
Things to consider before you start......
Job title......
Overall purpose of the role......
Main duties and responsibilities......
Health and safety......
Equality and diversity......
Data quality......
APPENDIX 1 - Sample job descriptions......
1 /

Things to consider before you start

1.1 / Recruiting managers should consider the information gathered as part of the job design stage and ensure they have a thorough understanding of the purpose of the role.
1.2 / If a job description for the role already existsthis must be reviewed to check it is up to date and continues to meet the needs of the university.
1.3 / Bear in mind the job description is multi-purpose. It should clearly describe the main duties and responsibilities of the role which may be used for any or all of the following:
  • Preparing the person specification and advert
  • Induction/probation
  • PDRs/ADRs
  • Job grading
  • Training needs analysis
  • Re-structuring.

1.4 / Once the job description has been written, the job can be graded (for further information refer to the job grading process). Recruiting managers should not focus on the current or desired grade of the job whilst writing the job description, as this is likely to detract from the essential job duties.
1.5 / The standard job description templateshould be used.Sample job descriptions are also available to view in appendix1.
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Job title

2.1 / Job titles should:
  • Accurately reflect the overall purpose of the job
  • Be clear, concise and not overly complicated
  • Be consistent with other faculties/directorates.

2.2 / The job title should not normally contain the department or individual team name, as this is outlined in the job description itself. For instance an administrator working in the undergraduate office does not need to be called ‘Undergraduate Administrator’:‘Administrator’ is more suitable as it reflects the role and is likely to attract more applicants.
3 /

Overall purpose of the role

3.1 / The purpose statement should accurately and concisely summarise the overall purpose of the job in no more than a couple of short paragraphs.
3.2 / The kind of questions that should be addressed in the process of writing this section include:
  • What ultimately is the job intended to achieve?
  • What is the job’s unique contribution to the department/university?
  • Where does it fit into the department/university as a whole?
  • Does the job require the job holder to plan for themselves and others?

3.3 / This section should not include a detailed list of how the job is done, nor list the tasks and activities.
4 /

Main duties and responsibilities

4.1 / In describing the main duties and responsibilities the recruiting manager should ensure that the job description is an accurate reflection of the job and the level the job holder will be expected to operate at.
4.2 / Job descriptions should not be too detailed or prescriptive. The job description is not intended to provide an exhaustive list of all the duties the job holder might reasonably undertake; it is important to retain sufficient flexibility within the document so it does not quickly become out of date.
4.3 / A job description should aim to contain a minimum of six points and a maximum of 15. Where possible these should be listed in order of importance to the overall purpose of the job.
4.4 / Be clear in specifying the nature and level of responsibility of the job holder. For example, ‘leading’ ‘managing’, ‘co-ordinating’ or ‘assisting with’ will denote what is expected.
4.5 / Alternative useful descriptive words could be ‘organising’, ‘preparing’, ‘operating’, ‘taking responsibility for’, ‘advising’, ‘researching’, and ‘developing’.
4.6 / A useful technique is to describe each of the duties in two parts.
i) Describe what is to be done including an active verb (such as co-ordinate, report, assist, design, develop, monitor) and clearly reflecting the level of responsibility.
For example: “Review and update staff/student records …”
ii) Describe why the duty is done, or what the end result will be.
For example: “...to ensure there is an accurate and up to date record that complies with data protection requirements.”
4.7 / Avoid using jargon or abbreviations as it could limit the job’s attraction to potential applicants.
4.8 / Ensure the job description reflects the needs of a diverse staff and student population.
4.9 / Communicate expectations about performance to help employees and managers ensure effective performance in the job.
4.10 / All job descriptions should contain a statement explaining that the job holder may be required to perform any other duties commensurate with the job grade as reasonably required from time to time. This statement is included in the job description template.
5 /

Health and safety

Where health and safety responsibilities are part of the role, these responsibilities should be stated on the job description. For example:
  • ‘Undertake the roles of Safety Co-ordinator, Building Evacuation Controller, and Safety Manager, and act in line with the faculty statement of safety organisation’.

6 /

Equality and diversity

6.1 / All job descriptions must contain a duty regarding equality and diversity appropriate to the nature, purpose and level of the job. Example statements are provided below.
Level of responsibility / Statement
Management / Take responsibility for ensuring that the university’s strategic equality plans are in place and provide regular reports on progress.
Other / Treat all DMU staff, students, contractors and visitors with dignity and respect. Provide a service that complies with the Equality Act 2010, eliminating unlawful discrimination, advancing equality of opportunity and fostering good relations with particular attention to the protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief (or none), sex and sexual orientation.
6.2 / Care should be taken not to include language that is discriminatory against the protected characteristics of age, disability, gender re-assignment, marriage and civil partnership, pregnancy and maternity, race, religion/belief (or none), sex and sexual orientation.
7 /

Data quality

If a role includes elements of data entry/management there should be a specific duty in the job description about inputting and/or managing data according to the highest standards of data quality. For further guidance see roles with responsibility for data quality.

APPENDIX 1 - Sample job descriptions

Job Description

Administrative Assistant

CORPORATE AFFAIRS

Duties of the role
Overall purpose of the role / The Administrative Assistant will work alongside the senior executive’s personal assistant to provide administrative support to the senior executive team and cover front office reception.
Main duties and responsibilities / Provide administrative support to the senior executive team, the senior executive’s personal assistant and executive assistant:
  1. Open mail (both paper based and electronic), prioritising and distributing it accordingly.
  2. Prepare and compose general routine correspondence, publications, presentations, reports and forms.
  3. Assist the personal assistant in preparing papers for committees/meetings and maintaining an accurate appointment diary.
  4. Deal with telephone enquiries and cover front office reception on a rotational basis.
  5. Assist with the organisation of events such as guest lectures, conferences, staff development activities, course accreditations and interviews.
  6. Organise/provide hospitality for visitors as required.
  7. Book venues, arrange meetings and make travel arrangements.
  8. Arrange cover for urgent work in the absence of any personal assistant.
  9. Treat all DMU staff, students, contractors and visitors with dignity and respect regardless of their: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief (or none), sex and sexual orientation.
  10. Perform any other duties commensurate with the job grade as reasonably required from time to time.

Job Description

Technical Services Manager

FACULTY OF HEALTH & LIFE SCIENCES

Duties of the role
Overall purpose of the role / Proactively lead, support and facilitate the day-to-day provision of a comprehensive and efficient technical support service for students and staff across the faculty.
Main duties and responsibilities /
  • Lead three teams of technical staff, each led by a team leader, and create an inclusive, communicative and performance focussed management culture.
  • Manage all facilities supervised by technical staff including laboratories, clinical skills and practice areas, ensuring equipment and materials are secure and maintained.
  • Take responsibility for consumables and equipment budgets efficiently to ensure compliance with financial procedures.
  • Work closely with academic staff to understand and meet the needs of each facility.
  • Co-ordinate major/minor works and capital projects working closely with the faculty manager, and develop annual work plans.
  • Organise laboratories in liaison with marketing for open days and events.
  • Work closely with other faculty team managers, shaping policy and implementing faculty objectives.
  • Establishand ensure faculty processes and monitoring systems are effective in successfully managing occupational health and safety and ensure legislative compliance.
  • Undertake the roles of Safety Co-ordinator, Building Evacuation Controller, and Safety Manager, and act in line with the faculty statement of safety organisation (SOSO).
  • Oversee the programme of health and safety induction training for postgraduate students, ensuring all students and staff are provided with necessary safety equipment appropriate to the work undertaken in each area.
  • Take responsibility for ensuring that the university’s strategic equality plans are in place and provide regular reports on progress.
  • Perform any other duties commensurate with the job grade as reasonably required from time to time.

Job Description

Lecturer/Senior Lecturer in Mental Health

FACULTY OF HEALTH & LIFE SCIENCES
School of Nursing and Midwifery
Duties of the role
Overall purpose of the role / Lead and provide academic expertise on mental health to student nurses, post registration students and experienced practitioners, supportingthem in clinical settings.
Main duties and responsibilities /
  • Provide modular leadership on specialist modules relating to mental health and others as related to expertise.
  • Plan, deliver and evaluate classroom and clinical teaching sessions required for the training and education of students on mental health modules and programmes as well as a variety of other pre and post registration courses.
  • Support students in their learning activities both in the academic setting and clinical setting within practice.
  • Develop and implement suitable assessment strategies for both theory and practice components.
  • Act as a resource for clinical staff in an identified clinical area by providing them with information on curricular changes and support and assist them in implementing those changes.
  • Actively contribute to research, external income generation, and international activities and developments within the division and school.
  • Maintain and develop skills and competencies required to maintain registration on part one of the Nursing and Midwifery Council register
  • Assess own requirements for clinical updating and negotiate time to develop and maintain skills within a clinical setting.
  • Work as a member of a multi-professional team academic and clinical to develop inter-professional and cross faculty working.
  • Work as a member of the division, contributing fully to the development of education provision and health and social care initiatives within the school and the university.
  • Work as a team member within the practice areas, attend such meetings as is required to contribute to the development of practice.
  • Communicate and work across the different subject areas and wide ranging groups, contributing in a positive and facilitative manner to the development of education and training.
  • Perform any other duties commensurate with the job grade as reasonably required from time to time.
  • Treat all DMU staff, students, contractors and visitors with dignity and respect. Provide a service that complies with the Equality Act 2010, eliminating unlawful discrimination, advancing equality of opportunity and fostering good relations with particular attention to the protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief (or none), sex and sexual orientation.

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NOVEMBER 2013