Document name:
Job Banding Protocol – Guidance for
Managers
Document type:
Guidance for Managers
Staff group to whom it
applies:
All staff within the Trust except
medical staff
Distribution:
The whole of the Trust
How to access:
Intranet and internet / ward folder
Issue date:
January 2014
Next review:
January 2017
Approved by:
Executive Management Team
Developed by:
Marilyn Gill, HR Business Manager
and the Employment Policy Group
which includes Managers, Staff Side
representatives and HR
Director leads:
Director of HR and Workforce
Development
Contact for advice:
Marilyn Gill, HR Business Partner
CONTENTS
PAGE
1. Introduction
1
2. Scope
2
3. New Jobs
2
4. Reviewed / Redesigned Job Descriptions
3
ANNEX
Flowchart – New Job / Redesigned Job (Initiated by Manager)
1
Job Banding Request Form (Initiated by Manager)
2
Flowchart – Redesigned Job (Initiated by Job Holder)
3
Job Banding Request Form (Initiated by Job Holder)
4
JOB BANDING PROTOCOL - GUIDANCE FOR MANAGERS
1
INTRODUCTION
1.1
This protocol outlines the procedure for ensuring organisational consistency in
terms of job evaluation (job banding), job descriptions and recruitment. It follows the
principles outlined in the Agenda for Change (AfC) National Agreement and NHS
Job evaluation handbook
http://www.nhsemployers.org/payandcontracts/agendaforchange/pages/AfChomepage.aspx It ensures that the development of a new, or redesign of an
existing job fits within the annual planning process and resource allocation of the
Trust.
1.2
Following implementation of the new AfC Terms and Conditions in 2004, including
the initial job evaluation and assimilation process, there is an on-going requirement,
which is enshrined in employment legislation, for all new/redesigned jobs to be
evaluated consistently and in line with all current jobs and pay bands within the
Trust.
1.3
The Trust is now in the process of developing Generic Job Descriptions and
standardising job titles. The aim is to have a menu of Generic Job Descriptions for
managers to select from when developing new or redesigning current jobs.
1.4
Every vacancy/transformation of service presents a manager with an opportunity to
consider if a job is still required and whether:



a job should not be filled or redesigned to meet changing needs e.g. improved
productivity or efficiency savings
the job adds value
development of a new role will enhance service delivery for service users and
staff
The Trust is tasked with making significant resource efficiencies and managers
should give serious consideration to how they can contribute to this. Managers may
wish to seek advice from an HR Representative.
1.5
When the decision to recruit has been made, managers must use a job description/
person specification that has been banded through the AfC process. However, if the
current duties of the job have changed significantly and documents do not meet
current requirements, then this should be discussed with an HR Representative.
The AfC Coordinator can provide suitable comparator job descriptions that have
been banded. A comparable job description at a lower band may equally meet the
service need.
1.6
The establishment of a new job, or significant redesign of an existing job, must be
supported by a service review (see flow chart at Annex 1). The Manager, HR
Business Partner and Finance Manager will be responsible for ensuring completion
of the Job Banding Request Form (see Annex 2). This should indicate, how the
service need will be improved, efficiency savings made and provision of permanent
funding available on a recurrent basis. In the case of a redesigned job, managers
1
need to indicate the benefits derived if the job was banded at a higher band as a
result of the redesign.
1.7
The Job Banding Request Form must be authorised by the BDU District Service
Director if the job is within a Business Unit, or the relevant Director for jobs outside
the Business Units. This is to ensure it fits with the service’s annual/workforce plans
and cost improvement initiatives.
1.8
The manager will then be responsible for submitting the Job Banding Request Form
to the Agenda for Change Administrator.
2
SCOPE
2.1
The protocol will act as a recruitment and organisational guidance/reference for all
managers to ensure consistency throughout the Trust.
2.2
The protocol will apply to all posts relevant to Agenda for Change Terms and
Conditions i.e. not including Chief Executive, Directors, Doctors and Dentists.
2.3
The protocol will be incorporated into the recruitment process.
3
NEW JOBS
3.1
A new job is one that has not previously existed in the Trust. This is different from a
redesigned/reviewed job which is an existing job that may have to be amended in
terms of responsibility, duties, title etc, as a result of service transformation.
3.2
Proposed service changes which include the creation of a new job (or the
redesign/review of a current job) must be approved by the appropriate Director to
ensure fit with annual/workforce plans and cost efficiencies. Line Managers, in
conjunction with their HR Business Partner and Finance Manager, will be
responsible for completion of the Job Banding Request Form (Annex 2).
3.3
A new job may be externally funded but it still needs to have a job description and
person specification in the recognised format of this Trust and be banded and
deemed consistent with other jobs in the Trust.
3.4
For most new jobs (and probably redesigned/reviewed jobs or, where introducing an
existing Trust job into a new service area) the AfC Coordinator should already have
a job description/person specification from a comparable job that has been through
the job banding process. These will usually be fit for purpose and should be used,
so as not to increase the large number of job descriptions/person specifications and
job titles already in existence. Where a new or redesigned job can be demonstrated
to be broadly comparable to an existing job, then the same banding and
documentation will apply (although the job purpose and job advert will need to be
service specific) and the job will not require to go through the AfC banding process.
Managers should consult the HR Representative for advice.
3.5
However, the Trust’s Job Evaluation Group (JEG) will need to be made aware of
significant changes made to the comparable job documentation as these may affect
the job evaluation factor scoring and banding. All changes must be highlighted on
2
the comparable documentation and sent to the AfC Coordinator. These changes will
then be ‘job matched’, and if thought to be significant, the job will need to go to a job
banding panel with supporting evidence, supplementary information and reporting
structure, as if a new job. Managers will need to submit the Job Banding Request
Form (Annex 1) prior to Job Banding and advertising.
3.6
Where no comparable job exists then a job description /person specification, should
be developed using the current Trust format (see the Trust’s Recruitment and
Selection Code of Practice). The documents must be written based on a competent
replacement and not necessarily to match the skills/qualifications of the current
jobholder. Reference should be made to the AFC Job Evaluation Handbook,
national job profiles and factor level definitions to ensure all relevant factors are
covered in the job description (the language of the national profile/Job evaluation
should not be quoted within documentation). This will assist in ensuring
documentation fits with the service needs, annual plans and cost efficiencies.
Managers should seek advice from an HR Representative regarding the
development of new documentation and need to submit the Job Banding Request
Form (Annex 1) prior to advertising. The Job Banding Request Form should provide
a rationale for the development of the documentation, use of a particular national
profile, other profiles considered etc, as this will subsequently be verified by the
Trust’s Job Evaluation Group.
3.7
A job-banding reference number is attached to all jobs that have been through the
AfC job banding process. This number (available from the AfC Coordinator) must be
recorded on the Vacancy Recruitment Form (VRF) so the job can be linked back to
the evaluation/banding process and verified by the recruitment department. A
reference number including the letter ‘C’, in brackets at the end of the code,
indicates a job where a comparable job has been used, in this circumstance advice
should be sought from a HR Representative.
Managers should be mindful that the above process can take several weeks so
should plan this into the recruitment process.
Please note, the JEG consists of staff side and managers who act as a quality
check, ensuring there is consistency in job evaluation outcomes throughout the
trust.
4
REVIEWED/REDESIGNED JOB DESCRIPTIONS
4.1
Managers should be aware that the tasks & responsibilities of any job
descriptions/person specification that has been through the Trust’s AfC job banding
process, should not be changed, devolved or deviated from.
4.2
Managers should not request significant additional duties to be undertaken/added
or removed from a Job description without prior discussion with an HR
Representative. Significant changes in job content may result in
increased/decreased job complexity and responsibilities which may affect the pay
band. Only when significant changes are likely to affect the banding of a job should
a banding request be initiated (see Annex 1), e.g. if a job is given/has removed the
responsibility of managing a budget, supervising or managing staff. In the event that
a Manager needs to change the Person Specification, then this may also have an
effect on the banding of the job, particularly where the change is substantial e.g. a
3
higher level of qualification is required or the qualification has changed. Managers
should consider this as a significant change in service delivery requiring Director
sign off. In this circumstance advice should be sought from an HR Representative.
(see also paragraphs 3.4 to 3.5 above).
(Please note, that an increase in volume of work does not justify a re-banding and
will not affect the job evaluation score)
4.3
Managers should discuss the job holder’s job description at the annual appraisal
and any issues regarding significant changes in duties which may affect the job
holder’s job and possible banding, or impact on a group of staff, should be
discussed with a HR Representative. A job banding review may be requested by
the manager or job holder.
(Please note, that a job banding review may result in the band being reviewed as
higher or lower to the original banding)
4.4
If a job banding review is requested by the job holder (see flow chart at Annex 3)
they should discuss this with their manager and if appropriate complete a Job
Banding Request Form (Annex 4). (Staff should be advised to seek advice from
their staff side organisation as appropriate.) This should include the original job
description, along with a short résumé of the additional responsibilities/tasks
indicating the specific changes from the original job description. The date the review
was requested must be recorded on the Form as this will be the effective date from
which any subsequent band changes will apply. No further changes should be
made to the review documentation once it has been signed off by the job holder and
their manager.
4.5
Where the need for a job banding review arises, as part of an organisational change
exercise, it is important to consult with staff about the content of proposed new job
descriptions. Please refer to the Trust’s Organisational Change Policy for detail and
seek advice from an HR Practitioner as necessary.
4.6
The Job Banding Request Form (Annex 4) once authorised by the Director, should
then be forwarded to the AfC Coordinator for review of the post.
4.7
In circumstances where the Director cannot support a job banding review where the
outcome may result in a higher banding of the job, then the job holder will
subsequently be asked to stop doing the additional duties identified by the job
evaluation process as attributing to the higher banding. Only in cases where the
manager originally requested the additional duties to be undertaken should a
payment be made at the higher banding. This will be from the date the job banding
review was requested, in writing, to the date the duties cease to be undertaken.
4
ANNEX 1
NEW JOB/REDESIGNED JOB – JOB BANDING REQUEST INITIATED BY THE
MANAGER
Manager/HR/Finance, complete the Job Banding Request Form – considers:
 If there is a need for the job, service need, productivity improvement, if
recurring funding, if fits with annual plans, efficiency savings.
 If appropriate Job Comparator (details held in the AfC office) or Generic
JD/PS available.
 Appropriate National profile.
 Organisational change implications verified e.g. staff at risk, ring fencing,
Trust-wide impact.
 Effect on other jobs, feedback from any other staff affected by proposal
changes.


For new jobs include the new JD/PS, supplementary questionnaire,
department structure/relationship with other jobs in the service.
For redesigned jobs, or if introducing an existing Trust job into a new service
area, then provide a copy of the Comparator JD/PS ensuring ALL
amendments are highlighted.


Case for/against new or redesigned job put to Director
Job Banding Request Form signed off by Director.



Manager sends documents to AfC Coordinator for review in the case of a new
job and for job comparison checking for a redesigned job
Job matching panel meets – manager to be available for questions for new
job. Manager and job holder for redesigned job banding requests
Manager and job holder to be available for questions for redesigned job.
JEG meets to ratify result from Matching Panel


Outcome reported to Manager, HR, Finance, Director.
Manager discusses banding outcome with job holder – if a redesigned job




Proceed with recruitment process - if a new job
AfC reference number must be included on the VRF Form
Post appointment - New job holders can request a review of the AfC outcome
after a 6 - 12 months period – must include revised supplementary
questionnaire and any agreed additional evidence with review request.
ANNEX 2
SOUTH WEST YORKSHIRE PARTNERSHIP NHS FOUNDATION TRUST
JOB BANDING REQUEST FORM A (1/2)
For manager’s use, when requesting a review of a new or redesigned job.
Managers details:
Name:
Job:
Email:
Telephone number:
Job details:
Job title:
Location:
Service:
Is this a new job: Yes / No
BDU/Directorate:
Is it a change to an existing job: Yes / No
What is the band, if an existing job:
What band is envisaged:
Is the job currently occupied: Yes / No
Is the job whole time: Yes / No
If part time please state hours:
Is any job holder ‘at risk’ due to this change:
Yes / No
For a New Job
If using a Job Comparator
Job Description/Person Specification with
amendments highlighted, attached:
Yes / No
Job Description. Person Specification
Supplementary Questionnaire
Department structure/relationship with other
jobs in the service.
National Profile Yes / No
Has the proposed new job been discussed
Is the job: substantive / temporary / bank /
with existing job holders: Yes / No
fixed term / secondment - duration?
Please provide a rationale for how this job supports service needs annual/workforce
planning.
-----------------------------------------------------------------------------------------------------------------------a) Manager
Name: …………………………..............Signature: …………………… ……….Date: ……….
(please print)
The manager to ensure all sections below are completed
b) Finance
 I can confirm that the budgetary implications of the new/redesigned job have been
considered.
 There is/is not recurring funding to support a banding outcome which results in a higher
banded job (in the case of a redesigned job).
Comments:
Name: …………………………………….Signature:………………………… Date: ………..
(please print)
c) HR Business Partner
 I can confirm that the relevant HR impact/processes have been considered:
Comments:
Name: ……………………………………..Signature: …………………………...Date:………..
(please print)
d) Director
 I approve the submission of this job for job evaluation.
 I can/cannot support an outcome which results in higher banded job (in the case of a
redesigned job)
Comments:
Name:………………………………………Signature:……………………………Date:………..
(please print)
Once the Form is completed, forward to: AfC Coordinator, Agenda for Change
Office, Ward 2, Castleford, Normanton and District Hospital, Lumley Street,
Castleford, WF10 5LT
ANNEX 3
REDESIGNED JOB – JOB BANDING REQUEST INITIATED BY THE JOBHOLDER




Job holder puts Job banding request in writing to their manager.
Manager meets informally with job holder, within 3 weeks of receiving request, to
determine how to proceed.
Manager determines if they agree with job holder’s request or not.
Advice should be sought from an HR Representative and Staff side may become
involved at this stage.
The Manager informs job holder of their decision – that they:
 support the banding request. Then the revised JD/PS and supplementary questionnaire
should be agreed with the Job holder. No further changes can be made once documents
have been signed off, other than further clarification.
 support the banding request but not a possible higher banding outcome.
 do not support the review or change of duties described by the job holder. In which case
a meeting should be arranged with the Manager, Job holder, HR Representative and
staff representative to seek an agreement on the way forward.

If the Job holder still wishes to pursue a review of their banding, they should complete
the Job Banding Request Form B and forward it to their manager.
The manager should complete Form B, providing a résumé of the above including,
 if they requested the postholder to undertake any additional duties to those contained in
the original Job description.
 if they agree or not with the changes described by the job holder.
 any service implications or effect on other jobs/colleagues etc, which may
result from the duties described by the job holder being withdrawn etc.

Manager ensures completion of Job Banding Request Form B agreed/signed off by the
HR business Partner, Finance Manager and Director.


Managers sends Form B and documents to AfC Coordinator
Job review panel/ CCG meets – manager/job holder to be available for questioning.

Outcome reported to Manager, HR, Finance, and Director.
Manager discusses banding outcome with job holder.

If a higher banding outcome is not supported, the Job holder will be asked to stop
providing duties falling within the higher banding. They will be paid at the higher banding
until a revised Job description is provided.

An appeal of the banding outcome can be made via the AfC Coordinator within 21 days
of receipt of the outcome of the review.

ANNEX 4
SOUTH WEST YORKSHIRE PARTNERSHIP NHS FOUNDATION TRUST
JOB BANDING REQUEST FORM B (1/2)
For Jobholder’s use, when requesting a review of their job banding.
Managers details
Name/
Service/
Title:
Location/BDU:
Email:
Telephone number:
Job holder details
Name:
Location:
Job title:
Is this a group post: Yes / No
What is the band of the existing post:
Staff representative:
Is the post substantive / temporary / FT / PT:
Original job description/person specification
highlighting specific changes/amendments
attached
Yes / No
Case for rebanding, evidence of
knowledge, skills, experience, additional
duties/task and reasons why you are
requesting a review of your job attached.
Yes / No
Department structure / supplementary
information, attached
Yes / No
Name:…………………………….Signature:.……………… Date review requested:…………
(please print)
The manager to ensure all sections below are completed





a) Manager
I can/cannot confirm the service need for the post.
I can/cannot support a review outcome which results in a higher banding.
I do/do not agree with the changes/amendments described by the job holder.
I did/did not request the postholder to undertake additional duties to those contained in
the original Job description.
I have considered the service implications or effect on other jobs/colleagues etc, which
may result should the duties described by the job holder being withdrawn.

Comments:
Name:…………………………………………Signature:……................................Date:............
(please print)
b) Finance
 I can confirm that the budgetary implications of the job have been considered.
 The budget can/cannot support a review outcome which results in a higher banding of
this job.
Comments:
Name:………………………………. ……Signature:…………………………….Date:………
(please print)
c) HR Business Partner
 I can confirm that the relevant HR processes have been considered.
 I can/cannot support a review outcome which results in a higher banding.
Comments:
Name: ……………………………………….Signature:……………………………Date:………
(please print)
d) Director
 I approve the submission of this job for review and can/cannot support a review
outcome that results in a higher banding.
Comments:
Name: ………………………………………Signature:……………………………Date:………
(please print)
Once the form is complete please forward to AfC Coordinator, Agenda for Change
Office, Ward 2, Castleford, Normanton and District Hospital, Lumley Street,
Castleford, WF10 5LT