Guidelines for Classification Committees on Evaluating Position Descriptions

There are four sets of Guidelines:

Guidelines for Classification of Professional Staff
Guidelines for Reclassification of Professional Staff
Guidelines for Developing Position Descriptions
Guidelines for Classification Committees on Evaluating Position Descriptions

These Guidelines supplement the Recruitment, Selection and Appointment Procedure – Reclassification for Professional Staff and follow the steps set out in that procedure.

Descriptor Areas	Guidelines
General Classification Principles	Using the Classification Tool, refer to each of the Professional Staff Position Classification Descriptors to determine the relevant HEW. The Descriptors contain 5 dimensions which directly impact on the classification level. It is the Committee’s responsibility to assess which descriptors most accurately reflects the work required to be performed.
Training Level or Qualifications	The Training Level/Qualifications dimension must align to the HEW level sought for any position. Key questions to consider: Training/Qualifications - is any formal training required for the position? Experience – what type of previous work experience is necessary to perform the role? Communication Skills - what level of communication skills are required, i.e. verbal, written? Organisational Skills –what level of planning and organising abilities are required?
Organisational Knowledge	Positions operate within an Organisational Context and sometimes this context is defined by policies, rules etc leaving little room to exercise discretionary power. Senior roles need to possess broader and more in-depth knowledge of the organisation’s structures. Key questions to consider: What type of knowledge is required in order to perform this role competently? Knowledge of policies, procedures, rules, guidelines required? Systems? Legislation and regulations? How is the knowledge applied to the responsibilities of the role? Is the incumbent required to have input into policy development?
Judgement, Independence and Problem Solving	Judgment, Independence and Problem Solving are complementary and are critical in determining the level of operation of the role. Key factors/questions to consider: Judgement is concerned with the degree of decision-making and initiative. Does the incumbent provide advice and/or need to interpret policies? How much independence is exercised in making judgments and problem solving? What is the nature and complexity of the problems solved? Is there discretion to be innovative and take responsibility of the outcomes?
Task level	The Task Level descriptor looks at type, complexity and responsibility of the tasks typically performed by staff. Key questions to consider: What is the nature of the tasks to be performed and how complex are they? What would be the impact if the role was not performed competently? What degree of creativity, expert knowledge or specialisation and experience is required to complete tasks? Is the role accountable for developing, reviewing or providing input to the development of policies and/or procedures?
Level of Supervision	There are two aspects to Level of Supervision: the degree to which the incumbent is supervised by their direct manager, and the extent to which the incumbent is responsible for supervising or managing others. Key factors/questions to consider: Who is the incumbent reporting to and what is the supervisor’s role? What is the level of input/direction provided by the supervisor? What is the size, scope and complexity of the work unit? The number and grade levels of the staff reporting directly to the role and the complexity of the activities they undertake.
Occupational Equivalent and Typical Activities	The Occupational Equivalent and Typical Activities dimensions provide some helpful information but are not critical to the classification decision-making process. Occupational equivalence can be a useful comparison whilst the typical activities descriptor provides examples of tasks commonly undertaken by staff at each HEW level and within a variety of different occupations.

Contacts

Should you wish to seek assistance, the following are useful contacts:

For advice on the classification procedures: contact the Workforce Policy & Performance team in Workplace Relations, Monash HR.
For advice on how to classify positions (including on translating academic research support staff to professional staff positions) and updating the classification database: contact Marg Hamilton, Senior HR Specialist, Projects, Business Partnering, Monash HR.
For support and assistance, use your contacts to seek advice from other HR Business Partners.