Job description and grading

1. Grading

All new posts and existing posts which have substantially revised job descriptions must be graded using the HERA job evaluation scheme before they can be advertised, to ensure consistency across the University.

  • existing posts: review the current job description and person specification. If there are no significant changes, the grade of the post will remain the same. If changes are required, submit a revised job description to your HR Business Partner who will advise if a HERA form is required to grade the post
  • new posts: prepare a detailed job description and submit this to your HR Business Partner who will advise if a HERA form is required to grade the post

Please visit our Support staff grading site for more details about HERA and grading of posts.

2. Job description

A job description describes the key features of the job and helps potential candidates and managers to understand the key responsibilities. Visit the Template Library to help draft an effective job description. 

3. Person specification

Person specifications describe the candidate requirements including:

  • Skills and knowledge
  • Experience
  • Qualifications, education and training
  • Behavioural characteristics

The person specification is vital because the panel will use these criteria to shortlist candidates and finally appoint, therefore Colleges/Services should be clear about the criteria for selection before commencing the recruitment exercise.

Note: any critera asking for a minimum or maximum number of years' experience will be indirectly discriminatory on the grounds of age against younger or old candidates respectively. Focus should instead be on type and breadth of experience required.

  • Essential criteria are ones which without this skill/knowledge the candidate would be unable to fulfil the role, and as a result, applicants not demonstrating these will not be shortlisted to attend interview 
  • Desirable criteria are ones which are important but not essential and will help to differentiate between higher level applicants

Advice on job design, person specification and grading matters can be obtained from your HR Business Partner

We have created template job descriptions and person specifications for some posts.  Please visit the Template library to download a template

4. Equality and diversity guidelines

The University’s equal opportunities policy requires that appointments be made on merit. Under anti-discrimination legislation, the University may be challenged to justify that selection decisions were made on objective criteria. Consequently, there should be clear selection criteria - a 'person specification' for each appointment.