Skip to main content

Human Resources

Grading and Job Evaluation


During the National Pay Framework exercise in 2006 all jobs underwent full HAY evaluation by a panel of HR, management and trade union representatives, in order to transfer staff onto a single pay spine and develop a grading structure.

Following this extensive process it was agreed that future jobs would be matched to a set of grade profiles by HR. The matching process uses relativity and context to make grading decisions and  is underpinned by the principles of HAY.

A review of our job matching process has been undertaken and a revised job profile template, guidance and process for job matching is outlined below.

An overview of the job matching process can be found in this flowchart [PDF 241KB]

Job Profiles

A QMUL job profile comprises a job description, which provides an accurate representation of the role, and a person specification, which details the qualifications, knowledge, skills and experience that are required in order for the jobholder to perform the role effectively.

A job profile is used for a number of different purposes:

• To enable HR to correctly evaluate the grade of a post, ensuring employees are rewarded fairly and consistently for the work they are asked to undertake.

• To target and attract appropriate candidates to apply for a vacancy.

• To help recruiters identify the most suitable candidates during the shortlisting and selection processes.

• To facilitate the communication of expectations about performance to candidates at the recruitment stage, and subsequently during employment.


A new streamlined Job Pack Template (standard) [DOC 2,098KB] has been created and accompanying this are the QMUL Job Profile Guidance Notes [DOC 177KB] which provide guidance and advice on how to write a job profile. 



New roles or changes to roles as a result of a restructure

To be processed by HR who meet as a Panel every two weeks to consider these roles. If you have any new roles or roles emerging from a restructure, please contact your HR Partner.

Existing roles that have become vacant but have had no changes made to the job profile do not need to be sent to the Grading Panel. The HR Partner will need to review any significant amendments made to an existing job profile to identify if this should be taken to the Grading Panel


Job Grading Panel Dates

Panels are scheduled to take place on the following dates:

Job Matching Panel Date Submission to be with HR by
Tuesday 8 February 2022  Tuesday 1 February 2022
Tuesday 22 February 2022  Tuesday 15 February 2022
Tuesday 8 March 2022   Tuesday 1 March 2022
Tuesday 22 March 2022  Tuesday 15 March 2022
Tuesday 5 April 2022 Tuesday 29 March 2022
Tuesday 19 April 2022 Tuesday 12 April 2022
Tuesday 3 May 2022 Tuesday 26 April 2022
Tuesday 17 May 2022 Tuesday 10 May 2022
Tuesday 31 May 2022 Tuesday 24 May 2022
Tuesday 14 June 2022  Tuesday 7 June 2022
Tuesday 28 June 2022 Tuesday 21 June 2022

During the grading process, profiles are proof-read and formatted to ensure they are in line with the Queen Mary Brand Guidelines. The Grading Team can get very busy and the above dates have been scheduled carefully to ensure there is enough time to process the profiles properly.

Failure to meet the deadline stated above may mean that the profile could be added to the agenda of the following Panel instead.



To be processed on a quarterly basis at a Regrade Panel (the dates of which can be found below). If you have a role to be regraded, please contact your HR Partner.

For a regrade to be considered, managers must complete a Request for Job Re-grading [DOC 24KB] and ensure that they send in a copy of the old job profile along with the new job profile (in the current format) with tracked changes made to the job description and person specification. This is so that the Panel can identify the changes that have been made in the role and consider whether a regrade is justified. If it is not clear what changes have been made, the role will not be considered and you will have to wait until the next quarterly Regrade Panel for it to be looked at again. Please also send an organisation chart so that the impact on the wider team can be took into account.

Regrading of roles cannot be looked at outside of these Panel dates unless they have emerged as part of a team restructure, in which case it may be appropriate to ask the HR Partner to arrange an additional Grading Panel meeting specifically for that restructure.


Regrade Panel Dates 

Regrade Panel Date Submission to be with HR by
Monday 17 January 2022 Tuesday 11 January 2022
Tuesday 19 April 2022 Tuesday 12 April 2022
Monday 18 July 2022 Monday 11 July 2022
Monday 17 October 2022   Monday 10 October 2022 


 If you have any questions, please contact your HR Partner in the first instance.

Return to top