Archived decisions

Hampshire Fire and Rescue Authority

Error! Bookmark not defined.Human Resources Committee Item 7

15/03/200520 April 2005

Error! Bookmark not defined.Job Evaluation of Grey Book Posts - A Regional Approach

Report of the Chief Officer

Contact: Jennifer McNeill, Head of Human Resources (Tel: 023 8064 4000) (Email:  [email protected])

1

Summary

Job evaluation (JE) as part of the National Agreement was expected to take place in 2004/05, but the delay in receiving national guidance on the process to be followed has meant that this has not yet taken place. The process of JE is again reflected as one of the timelines for the HR function for 2005/06. It has been agreed that this will be progressed as a regional project to enable us to take a unified and consistent approach, drawing on the combined expertise and experiences of our human resources professionals to manage this on behalf of our respective Fire and Rescue Services (FRSs). This joint approach to JE will enhance the robustness of the process and provide further quality assurance measures.

2

RecommendationError! Bookmark not defined.

That the HR Committee notes the content of this report and endorses the proposals for a regional approach to job evaluation for Grey Book posts.

3

Background

3.1

The National Joint Council (NJC) Circular NJC/13/03 dated 2 December 2003 formally agreed the joint Position Statement, dated 20 October 2003. This included an agreement to adopt a role based structure incorporating seven roles linked to the Integrated Personal Development System (IPDS), from Firefighter to Brigade Manager, to replace the rank structure. Each new role links to one of the IPDS role maps. The rank structure was assimilated for pay purposes with effect from 7 November 2003; however, a process of job evaluation (JE) must now take place to assimilate each of the current rank-based posts to a `role map' in accordance with job size.

3.2

A national joint working party involving a number of Fire Authorities was set up to draft guidance in relation to the substantive allocation of rank-based posts to roles. This was accepted by the Employers side in January 2005, but agreement was not reached with the Fire Brigades Union (FBU). The Employers Circular EMP/8/05, dated 18 February 2005, circulated the Employers' Guidance on the rank to role process, but confirmed that this was not jointly agreed. Further discussions are due to take place to try to reach agreement on the issuing of joint guidance. The particular difference appears to lie with the issue of protection where, as a result of job evaluation, a post may be `down graded'.

4

Job Evaluation

4.1

The allocation of a post to a specific role will be carried out by comparing the existing job functions of a post against:

· The most likely role map (eg. An existing leading firefighter against Crew Manager)

· The function descriptions attached to that role

· The units, elements and knowledge required for the national occupational standards.

4.2

The process, as outlined in the National Guidance (not yet agreed), will:

· Compare the job functions with the most likely role map (this may come from the job description or an analysis of the duties)

· Identify units and elements of the role map not matched to the job description

· Identify functions of the job description that do not fit the likely role map and identify where these are found in other role maps

· Where a function cannot be clearly demonstrated to fit a role map element, a closer analysis of the function will be carried out.

· Determine the most appropriate role map. This may differ to the one originally assumed most likely, and allocate that post to that role

· Consider any other action required eg. the awarding of an additional responsibility allowance, reallocation of duties, or cessation of activities.

· Inform the employee of the outcome and advise of the right of appeal.

4.3

The process of JE will size posts from Crew Manager to Area Manager and allocate them to the relevant role map accordingly.

4.4

The National Occupational Standards are generic and there are no specialist role maps available. The evaluation of specialist posts will require consideration of relevant personal qualities and attributes (PQAs), rolemap functions, and the relevant key skills to indicate the most appropriate alignment to a rolemap.

4.5

From Watch Manager to Area Manager, there are `A' and `B' determinations to differentiate between job size within the same role. This is reflected in the pay differentials for `A' and `B' on the existing spinal column points (SCPs).

4.6

Differentials between jobs in the same role (A and B) may include:

· Planning processes

· Complexity of tasks undertaken

· Repetition of tasks

· Level of decision-making

· Numbers and value of resources managed

4.7

Regional Approach to Progressing JE

As each FRS in the SE Region will be undertaking a similar exercise locally, it makes business sense for us to work collaboratively in progressing this. Benefits of joint working include:

· One project managed across the region

· Unified policies, procedures, practices and guidelines

· Working to a regional timetable

· Consistently applied regional or local conventions

· Consistent training, guidance and support for those involved in this process

· Equality impact assessment carried out across the regional project

· Shared benefits and costs of expert advice where appropriate

· External validation of the regional process

4.8

Preparations have already commenced within each FRS in the South East region based on the national guidance received so far and drawing on progress already made in FRSs outside our region. The benefits to each of us in sharing this workload and our expertise is that we will apply consistent interpretation of national guidance, our process will be robust and transparent and should withstand scrutiny. The joint approach will provide an objective and independent process for job evaluation, moderation of posts and appeals. Our considered view is that this approach makes the most cost-effective use of our human resources professionals, will ensure consistent standards are applied across the region which will benefit us now and in the future, and provides for a managed communications strategy to all employees affected.

4.9

The objectives of this joint project are to:

· Establish processes that will provide a fair and transparent evaluation of Grey Book posts

· Ensure processes are applied to posts fairly and consistently throughout the region

· Align posts to the appropriate roles in accordance with the IPDS role maps

· Achieve a robust pay structure that reflects the IPDS role maps

· Establish a robust appeals process

· Establish a mechanism for carrying out grading reviews in the future

· Create a framework against which non-Grey Book posts can be compared as part of our Equal Pay Review

· Provide a communications strategy throughout the process

4.10

Once the regional process of job evaluation is complete, each FRS will be provided with the final details as regards the current size and salary level of their respective Grey Book posts. It is the responsibility of each FRS to review their own structure in accordance with their Integrated Risk Management Plan (IRMP) and make informed decisions about the shape and size of that structure, validated by the outcome of JE.

4.11

Within HFRS, the need to review our structure has already been identified. The JE project is therefore linked to further projects currently taking place within HFRS - the Senior Manager Review (SMR), Middle Manager Review (MMR), Working Patterns and Duty Systems Review and the Review of the Flexible Duty System (FDS).

5

Contribution to Corporate Aims and Objectives

The final stage of assimilation from rank to role through the process of job evaluation of Grey Book posts is a requirement of the National Agreement, 2003, and embeds the Service structure into the roles identified in the IPDS. The conclusion of this process will contribute to the achievement of the Resourcing objectives of the Service.

6

Risk Analysis

A number of potential risks have been identified in progressing from rank to role at this stage. Resistance from the FBU as regards their position on pay protection has already been identified and this is to be addressed at a national level. The national guidance is likely to be amended through further discussion with the FBU, but any changes to the process are unlikely to be significant. There are no role maps for specialist posts and these will need to be determined locally, based on the information already provided. There is a risk of upward pay drift and impact on budget, however, the controls for this are provided for as part of structure reviews already in place. Equal pay implications across Green Book posts will form part of our considerations during this process, as part of our overall Equal Pay Review.

7

Resource/Financial Implications

7.1

Human Resources

The extent of the workload to undertake this project, primarily from HR professionals, should not be under-estimated. This project will require significant input at the beginning to agree protocols and validate the processes. This initial investment in time and resources should put us in good stead to provide a system that is transparent, robust, and will stand up to scrutiny. Lessons learned from previous experiences of Green Book JE have made us mindful of the importance of investing time and resources, at the beginning and during the project, to establish a robust and fair process that minimises the grounds for successful appeals once the results are published.

7.2

Physical Resources

No additional physical resources have been identified.

7.3

Financial Resources

Budget provision has already been made to employ the services of an external consultant to validate the process and it is envisaged that part of this cost and the benefits of this will be shared across the region. The final outcome of JE can not be envisaged at this stage as regards implications for salary figures or future budget implications. However, there are control mechanisms in place through the various structure reviews currently underway concerning financial implications, and this process of JE will assist in the validation of those reviews.

8

Equality Impact Assessment

8.1

An Equality Impact Assessment of the regional process to be carried out will be undertaken once the process has been determined.

8.2

The proposals within this report are considered compatible with the provisions of the European Convention on Human Rights, the Human Rights Act 1998, and the Race Relations (Amendment) Act 2000.

9

Consultation

9.1

The process of JE is currently part of consultation processes at a national level and the final outcome is yet to be determined and communicated. Local consultation as regards our regional approach will take place once the final process has been determined.

9.2

Representatives from the relevant trade unions have already been nominated by their unions to take part in training as part of the team of job evaluators, moderators and appeal panel members.

Background Information (Section 100D of Local Government Act 1972)

The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report:

None

Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information defined in the Act.