Establishments and organisational changes policy
Establishments and organisational changes policy
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Becta | Establishments and organisational changes policy
Contents
Introduction .............................................................................................................. 3
Scope ........................................................................................................................ 3
Duties and responsibilities...................................................................................... 3
Principles .................................................................................................................. 4
Policy statement ....................................................................................................... 4
Procedures ............................................................................................................... 4
All changes .............................................................................................................. 4
For changes to establishments (and grades where applicable) .............................. 4
For changes to structures........................................................................................ 5
Expiry ........................................................................................................................ 5
Appendix A: Proposed changes to establishment or structures ......................... 6
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Becta | Establishments and organisational changes policy
Introduction
Becta is now operating in an ever more rapidly changing environment with the
inevitable consequence that it must become a flexible and adaptable organisation in
order to meet the attendant demands that such an environment creates.
Becta must therefore consider a range of alternatives to the more traditional, rigid
organisational structures of the past. However, it must implement such alternatives
in such a way that control and governance can be maintained; information on roles
and responsibilities can be accurately conveyed to stakeholders, partners and users
of Becta’s services; and best practice adhered to in terms of avoidance of
discrimination and the provision of equality of opportunity and fairness
Scope
This policy applies to all directorates
Duties and responsibilities
The Executive Director, Business Delivery and Organisational Development, will be
accountable for overseeing, and approving as appropriate, changes to
establishments and organisational structures.
Executive Directors and/or Directors will be accountable for proposing and endorsing
changes to establishments, and for securing clearances from Finance and HR prior
to submission to the Executive Director, Business Delivery and Organisational
Development. They will also be responsible for amending and updating job
descriptions as necessary.
The HR Department will be accountable for:
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ensuring Job Evaluations are undertaken where necessary
maintaining the official record of Becta’s approved establishment
organisation charts for each directorate for use inter alia in recruitment
the production of management information relating to staff deployment
and vacancies both in terms of core and other employees/workers
updating other systems e.g. electronic annual leave booking system, PDR
system, etc, consequent upon such changes
updating personal files.
The Head of HR, Learning and Development will be accountable for ensuring the
policy is applied fairly and consistently and in line with the spirit of the law and the
principles of natural justice.
The Head of HR, Learning and Development will also be accountable for the
maintenance, regular review and updating of this policy.
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Becta | Establishments and organisational changes policy
Principles
The principles underlying this policy are that:
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robust governance must be exercised over changes and developments in
the organisations staffing structures and arrangements, in order to comply
with DCSF approvals and best practice
changes are managed fairly and consistently and in the full knowledge of
the Executive Committee, and the Finance and HR departments
Policy statement
It is Becta policy that:
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proposed changes to establishments and grades must be approved by the
Executive Director of Business Delivery and Organisational Development
(BDOD) and endorsed by the Executive Committee (EC)
the Executive Director (BDOD) will provide the EC with his/her rationale for
recommending approval or rejection of any proposed changes
EC endorsement of proposed establishment and/or grade changes must
be obtained prior to any changes being implemented by the HR
Department and/or the directorate
changes to organisation structures which do not involve changes to
establishments or grades (e.g. changes to reporting relationships, team
compositions, job titles etc) must be agreed with the HR Department by
the relevant Director, prior to any change(s) being implemented. Where
such changes are agreed, the relevant Director will be accountable for
updating the relevant job description(s).
Procedures
Proposed changes to an establishment or grade and/or a directorate structure must
initially be endorsed by a Director or an Executive Director.
The approval procedures will then be as follows:
All changes
Irrespective of whether a proposed change involves changes to the establishment,
grade and/or structure, the form at Appendix A must be completed by a manager or
director and signed by a Director/Executive Director and forwarded to the HR
Department
For changes to establishments (and grades where applicable)
a)
Where the change(s) proposed involves the re-grading of a post(s), HR
will conduct a job analysis with the manager/director and then job
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Becta | Establishments and organisational changes policy
b)
c)
d)
evaluate the new job description(s). The results of the job evaluation
will be confirmed to and discussed with the manager/director, and be
incorporated into the HR Department’s report to the Executive Director
of (BDOD) (see c below)
The HR Department will then send a copy of the form to the Director of
Finance, together with any Job Evaluation information, for his/her
comment to the Executive Director of (BDOD)
The HR Department and the Director of Finance will then submit their
comments and recommendations to the Executive Director of (BDOD)
for his/her consideration. S/he will submit his/her recommendations to
the Executive Committee for approval.
the Executive Director of (BDOD) will advise the HR Department of the
EC decision by return of the form duly completed and the HR
Department will either:
i. if approved, update all records and systems and
organisation charts, and notify both the Directorate and the
Finance Department of the approved changes accordingly
ii. if not approved, notify the Director concerned of the decision
and the reasoning
For changes to structures
Where a change does not affect the establishment, then HR will agree changes with
the relevant director and:
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update organisation charts
update other records as appropriate e.g. personal records
inform Facilities, Finance and IT IS Departments as necessary and
appropriate
Expiry
.This policy will expire on 31 March 2011. This policy rescinds and supersedes all
previous policies relating to Establishment and Organisational Structures
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Becta | Establishments and organisational changes policy
Appendix A: Proposed changes to establishment or structures
Proposed change
Directorate: ……………………………….
Please indicate below, if proposed change(s) involve (delete as appropriate)
Establishment change(s)
New post(s)
Post(s) no longer required
Structural change(s)
Change of team name/job title(s)
Post(s) moved within managerial structures within directorate
N.B. In all instances a revised organisation chart must be attached to
this form
Please state how many posts the change affects
Please state rationale for the change/business case:
Please confirm that funding for these posts has been identified/agreed
Please state source of funding:
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Implications should the changes not be approved
Signed ………………………………………………… Date ………………
Executive Director/Director
HR Department Comments
Executive Director/Executive Committee Decision (where referred)
Date if submitted to Executive Director meeting:
Approved /Not Approved (please delete appropriately)
If not approved, the reason was
Signature …………………………………………………………………………….
Executive Director of Business Delivery and Organisational
Development
Date: ………………………………………
HR Department – action
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Becta | Establishments and organisational changes policy
Organisation charts updated/amended …………………… Date:
Initials:
Correspondence sent to those affected …………………… Date:
Initials:
Personnel files updated inc KCS …………………………… Date:
Initials
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