Job Evaluation/Job Description

Policy

Category: Human Resources
Subject: Job Evaluation/Job Description
Division: Administrative Services
Policy Number: CA.52.01.108
Effective Date: January 30, 2017

POLICY STATEMENT

Wellington-Dufferin-Guelph Public Health (WDGPH) is committed to ensuring that all jobs are assessed and evaluated in a consistent and equitable manner. A Job Evaluation Committee will review and evaluate all new positions as well as existing positions which have changed and may need to be re-evaluated. The Job Evaluation Committee will review the positions as required for job banding purposes. The Agency does not evaluate all casual (as needed) positions due to their casual (as needed) work schedules.  

A Job Analysis Questionnaire (CA.30.01.129) has been accepted as an effective tool in the job evaluation process. CA.30.01.125 Job Evaluation/Job Description Process Map contains a flow chart that demonstrates the process for evaluating positions.  

The job evaluation process involves all levels of management and is designed to fairly assess positions and determine the appropriate rate of pay for each position evaluated. Information from the evaluation process will form the basis of a job description that adequately reflects the roles and responsibilities of the position and provide the required information for posting new and existing positions.

Job descriptions should be reviewed by the manager on an annual basis during the performance review to ensure they accurately represent current job responsibilities, skill and the working conditions required.

SCOPE

This policy covers all full-time and part-time permanent, casual (as needed) registered practical nurses (RPN) and temporary employee positions. This policy does not apply to ONA nurses who are not banded within the Agency.   

DEFINITIONS

New Position – a position which has not existed previously in WDGPH.

Existing Position – a position which currently exists in WDGPH; this position may or may not be active in the organization, however, a job description and a job analysis questionnaire exists for this position.

Job Evaluation Committee – the committee responsible for assessing new and existing jobs through the job evaluation process.

Job Analysis Questionnaire form – a tool used to assess new and existing positions through the job evaluation process.

Job Evaluation Process – evaluation tool used to determine the level of education, experience, judgment, financial and human resources’ responsibilities, skills and working conditions required to complete assigned work for a specific position.

Job Banding – the process to determine the correct salary level for the position based on such areas as education, experience, judgment, financial and human resources’ responsibilities, skills and working conditions.

Job Description – a detailed account of the responsibilities and qualifications that an employee must possess for the position. Job descriptions should be reviewed on an annual basis at the annual performance review to ensure they accurately represent the job responsibilities, skills and conditions of the position.

Job Posting – a notice of job vacancy that reflects job competencies and responsibilities as outlined in the job description.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure: CA.52.02.108 Job Evaluation/Job Descriptions
CA.52.01.109  Recruitment and Selection
CA.30.01.125  Job Evaluation/Job Description Flowchart
CA.30.01.126  Job Request Form
CA.30.01.129  Job Analysis Questionnaire Form

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Director, Administrative Services 


Procedure

Category: Human Resources
Subject: Job Evaluation/Job Description
Division: Administrative Services
Procedure Number: CA.52.02.108
Effective Date: January 30, 2017

PROCEDURE

  1. For existing positions, the manager completes the Job Analysis Questionnaire (JAQ) in collaboration with the employee and sends to the division director for review and approval. For new positions, typically the manager completes the JAQ and sends it to the division director for review and approval. Managers may wish to discuss new positions with Human Resources (HR) for assistance prior to completing the JAQ.  
  2. The director will review the CA.30.01.129 Job Analysis Questionnaire form, make any changes required, sign and forward to HR. The questionnaire will be used for the job grading process by the Job Evaluation Committee.  
  3. Depending on the changes to the JAQ (if any), the director and/or manager may choose to meet and discuss changes with the employee if the JAQ is being completed for an existing position.    
  4. HR will review the Job Analysis Questionnaire, clarify, finalize and arrange for banding process.
  5. HR/Job Evaluation Committee members will evaluate the position and recommend a salary band for directors to consider. 
  6. Once the job banding has been approved by directors, directors will notify HR that either the banding has been approved or that the banding needs to be reviewed by the Job Evaluation Committee and/or the manager who completed the JAQ
  7. When the job banding has been approved, HR will notify the manager of the salary band and complete a job description which will be signed by the manager/director.
  8. Where appropriate, HR will issue a letter to the employee identifying the change in band (if appropriate), provide a copy of the job description and forward the information to the employee with a copy to the manager/director.
  9. HR will arrange for the job description to be posted on the WDGPH intranet. The job description will be used to help create a job posting when the recruitment process is initiated.

JOB RE-EVALUATION/RE-BANDING

A position in the Agency may change over time due to changes in required qualifications, duties and/or responsibilities. 

When a job re-evaluation takes place one of three outcomes may occur:

  • The salary band will remain the same (no change);
  • The salary band will increase (i.e. S.B. 3 -> S.B. 4); or
  • The Salary band will decrease (i.e. S.B. 7 -> S.B. 6).
When the Salary Band Increases:
  • The effective date of the pay rate increase will occur after director approval on the next pay period.
When the Salary Band Decreases (also known as “Red Circling”)
  • The employee’s salary rate of pay will be “frozen” at their original salary-banded rate.
  • The employee will not be eligible to receive any Agency increases (if applicable) until the rate of pay of their previous salary band is equal to, or greater than, the new salary band rate of pay for that position. 
  • Where the employee receives a “step” increase, the employee will receive the higher of either their frozen salary band rate or their revised salary band rate (whichever is higher).

Example:

  • John Doe is an x-ray administrator that is originally a Salary Band 4 – step #3 earning $29.69/hour.
  • John’s job duties and responsibilities change and his job is re-evaluated at a Salary Band 3. 
  • At a salary band 3 step #3 the rate of pay is $26.97/hour. 
  • At a salary band 4 step #3 the rate of pay is $29.69/hour.  
Table 1
Timeline

Original Rate 
(SB 4 Step #3) $29.69
FROZEN

Re-banded Rate- Salary Band 3

What is employee paid?

Start

$29.69

$26.97 (SB 3 Step #3)

Paid at SB 4 rate - $29.69

January 1 year 1
1% Increase

$29.69

$27.24 (SB 3 Step #3)

Paid at SB 4 rate - $29.69

January 1 year 2
1 % Increase

$29.69

$27.51 (SB 3 Step #3)

Paid at SB 4 rate - $29.69

January 1 year 3
0% Increase

$29.69

$28.57 (SB 3 Step #4)

(Step band increase from #3 to #4)

Paid at SB 4 rate - $29.69

January 1, year 4
2 % increase

$29.69

$29.14 (SB 3 Step #4)

Paid at SB 4 rate - $29.69

January 1 year 5
1% Increase

$29.69

$29.44 (SB 3 Step #4)

Paid at SB 4 rate - $29.69

January 1 year 6
1.5% Increase

$29.69

$31.06 (SB 3 Step #5)
(Step increase from #4 to #5)

Paid at SB 3 step #5 - $31.06

The above is provided for illustration and discussion purposes only.  

RESPONSIBILITIES

Managers will:
  • Understand and support the job evaluation process;
  • Identify new and changes to existing positions that merit job evaluation;
  • Complete the Job Analysis Questionnaire in collaboration with the employee, if appropriate;
  • Work with HR and employees through the job evaluation process;
  • Ensure accurate and complete information is provided for the job analysis process; and
  • Complete required forms at completion of the evaluation process.
Employees will:
  • Understand and participate in the job evaluation process as required;
  • Provide accurate information regarding changes to existing duties and responsibilities of the position;
  • Participate as a member of the job evaluation committee if requested; and
  • Seek additional information about the job evaluation process for greater clarity.
Human Resources will:
  • Oversee the job evaluation process and Job Evaluation Committee;
  • Support both managers and employees throughout the job evaluation process;
  • Provide information/feedback regarding the entire job evaluation process when required;
  • Conduct job evaluations using various external resources to maintain up-to-date evaluation process, salary bands and job descriptions;
  • Work with compensation consultants to conduct compensation reviews; and
  • Promote and support compensation reviews for WDGPH as needed.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy CA.52.01.108 Job Evaluation/Job Description
CA.52.01.109  Recruitment and Selection
CA.30.01.125  Job Request Process Flowchart
CA.30.01.129  Job Analysis Questionnaire Form

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Director, Administrative Services