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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 Grading Panel will need to look at any significant amendments made to an existing job profile to ensure these changes are in line with the grade of the post.


Job Grading Panel Dates

Panels are scheduled to take place for the remainder of 2021 on the following dates:

Job Matching Panel Date Submission to be with HR by
 Tuesday 22 June 2021 Thursday 17 June 2021
Tuesday 6 July 2021 Thursday 1 July 2021
 Tuesday 20 July 2021 Thursday 15 July 2021
Tuesday 3 August 2021 Thursday 29 July 2021 
Tuesday 24 August 2021 Thursday 19 August 2021
Tuesday 7 September  Thursday 2 September 
Tuesday 21 September Thursday 16 September
Tuesday 5 October Thursday 30 September
Tuesday 19 October Thursday 14 October
Tuesday 2 November Thursday 28 October
Tuesday 16 November Thursday 11 November
Tuesday 30 November Thursday 25 November
Tuesday 14 December Thursday 9 December

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 Grading 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 ensure that they send in a copy of the old job description along with the new job description with tracked changes. This is so it is easy for the Panel to identify the changes in the role and 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 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.


Regrade Panel Dates 

Regrade Panel Date Submission to be with HR by
Monday 19 April 2021 Tuesday 13 April 2021
Monday 19 July 2021 Tuesday 13 July 2021
Monday 18 October 2021 Tuesday 12 October 2021
Monday 17 January 2022 Tuesday 11 January 2022


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

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