All staff should have a job description that accurately describes their work. When the work performed by an incumbent changes significantly, the job description must be re-written to fully and accurately describe the work so that a comprehensive evaluation of the position can be conducted.
A job audit is appropriate if:
- The job description is no longer accurate because a position has changed substantially and
- The incumbent has been successfully performing the new duties which initiated the request for an audit for a period of at least three months.
It is possible that some jobs may grow in scope and responsibility, but not sufficiently enough to award the necessary additional points to elevate the job into another grade.
A job audit is not appropriate:
- As a way of recognizing superior performance; or
- When an increase in the work volume occurs, not requiring additional new skills or responsibilities to perform the tasks.
Determine if a Promotion May be Appropriate for One of Your Staff Members
The following steps should be used to determine if a promotion maybe the course of action for one of your employees:
- Speak with your supervisor about the position and the availability of resources to support an increase.
- If agreement is reached that a promotion should be investigated, partner with your employee to rewrite the job description so the process is a collaborative one. Please refer to the Job Description information page.
- When discussing the prospect of a promotion with the employee, be careful not to build unrealistic expectations, be honest about the process and keep them informed on progress.
- Compare the old and new major responsibilities and qualifications to determine the scope of the changes (e.g., reconcile and monitor accounts vs. developing projections and budget, entering information into spreadsheets vs. creating spreadsheets and reports; collecting information vs. analyzing and summarizing).
- The next step is to consult with your HR Business Partner or Compensation Services.
If a job audit is warranted, the next steps are:
- Prepare a Job Audit Request Form, documenting the justification and the proposed changes.
- Discuss the job audit with the appropriate senior staff member or divisional representative prior to submitting the audit request and obtain approval for the funding source.
- Email the completed job audit form, along with the new job description, to your HR Business Partner or Compensation Services.