Human Resources

VPS Job Classification

Overview

When determining the classification level of a new position that is to be created, or considering the potential reclassification of an existing position, the following should be considered:

  • Job complexity and levels of accountability are the main areas for considering the appropriate classification level of a position.
  • Classifying a position is to involve a comparison of all levels that encompass the range of work.
  • Positions at all classification levels can be expected to undertake duties applicable to that of a lower classification.
  • The volume of work does not determine the classification level of a position.
  • The work value/requirements of a position must have changed demonstrably to justify the reclassification of a position.
  • Classification decisions are based on the work requirements of a position, not the qualities of current occupants or potential applicants.
  • A position must not be classified at a higher level because the current occupant has the skills and ability to work at a higher level.

In determining the appropriate classification for a VPS (including Allied Health and Legal or School Nurse or Maternal and Child Health Nurse) position, it is expected that each higher classification level builds on the definition of the classifications preceding it, therefore it is assumed that the lower level classifications are implicit in the higher levels.

Job Design

Job design is the process of developing specific job roles in the context of the workplace structure, unit priorities and the way in which work tasks are organised.

All employees are to have a current position description which specifies the key job requirements, complexities, challenges and individual qualitative requirements which reflect the appropriate classification for a position at a particular level. The classification level of a position is determined by work value (i.e. job complexity, knowledge and skills required and level of responsibility).

In this regard, the Grade Descriptors for VPS, Allied Health, Legal and Nurses provide a broad description of each Grade in the Classification structure, together with a framework for establishing minimum job criteria at each level.

Grade Descriptors

The Descriptors have been developed to describe, in broad terms, the 6 VPS Grades, the Senior Technical Specialist grade, Allied Health and Legal Grades and their Value Ranges. There are also descriptors to describe the work of School Nurses and Maternal and Child Health Nurses.  The Descriptors provide a base from which jobs can be classified to underpin VPS classifications, recruitment and performance management systems and processes.

The Grade Descriptors provide an indicative summary of the range of typical work descriptors, features, skills and attributes and typical duties for each classification, to enable positions to be classified at a particular level within the VPS, Allied Health, Legal and Nurses structures. Jobs are classified on a 'whole of job' basis or 'on balance'. No single element determines either the Grade or the Value Range within a Grade.

Value Ranges

In terms of work value, a Value Range within a grade delineates between the entry level of the grade at Value Range 1 and the increased complexity of the position at Value Range 2. Value Ranges have been established to more appropriately recognise the differing levels of complexity within grades.

Descriptors provide narrative work value standards for a range of elements and the grouping of generic functions in the following categories:

  • Decision making - the rules and guidelines, framework and accountability for and impact of decisions.
  • Communication - oral and written communication requirements and the context of communication.
  • Knowledge and Proficiency - application of knowledge and level of proficiency.
  • The Role - descriptions of work and activities, organised in broad streams or categories of jobs:
    • Policy and Projects
    • Administrative and Corporate Support
    • Operational Service Delivery
    • Technical/Specialist.

It should be noted that the groupings of functions for Allied Health, Legal and Nurses Grades have been customised to more appropriately describe the work of these categories. 

The Descriptors are not intended to describe individual jobs in detail, they do not address performance standards or specific learning and development needs, nor do they incorporate agency specific values or behaviours. They do not replace job descriptions. It is not expected that a position meets every characteristic of the respective Grade descriptors. Rather, it is expected that a position will contain one or more characteristic depending on its specific focus.

Position Descriptions

A position description is a written statement that describes the main objectives of a job, its essential functions, job qualifications, and other related information. A well-prepared position description appropriately describes duties, skills, responsibilities of the job, environmental and working conditions specific to the job, as well as any qualifications and experience required to perform the job.

Accurate job descriptions are developed through a job design process with the objective of establishing individual yet integrated jobs within the workplace. It is ultimately about structuring jobs, which facilitate the effective and efficient performance of duties and tasks by individuals to achieve the organisation's goals and objectives.

Reclassification

Reclassification of a position can only occur where there has been a demonstrable change in the work value of the job. Corporate HR Services can provide advice where a manager is considering reclassifying a position.

Once the reclassification of the position has been approved, appropriate staffing action needs to be taken to fill the position. This would normally involve advertisement of the position and a merit based selection process unless the approval of the Secretary is gained for 'exemption for advertisement' (See Advertisement of Vacancies - Public Service topic) in accordance with the current policy.

Job Resizing

Sometimes job evolution or organisation priorities may lead to the requirement for a job to be performed at the higher Value Range.

Movement between Value Ranges can occur following a job resizing review. The review process includes an assessment of the work the manager requires to be undertaken and the performance of that work by the employee.

Job resizing is the redesign of a job to meet the descriptor standards of the higher Value Range. Job resizing can occur at any time. It may be reasonable that consideration of job resizing be given when the employee reaches, or is approaching, the top of the lower Value Range.

An employee may advance to the next Value Range via job resizing or job evolution where:

  • there is an operational need; and
  • the employee is willing and able to undertake a larger role.

Movement between Value Ranges does not require advertisement of the position. 

Consideration of Requests

An application by an employee for a job resize/reclassification should be given every consideration by managers. A manager should commence consideration of an employee’s request for a job resize/reclassification within 15 working days of receiving the request and every effort should be made to finalise the outcome of any such request within 30 working days of receiving the request. There may be circumstances (such as leave absences or temporary staffing arrangements) that prevent finalisation within the recommended period, however administrative delays per se would not be regarded as a strong basis for justifying a more lengthy review period. The grade and value range assessment tool can be used by managers to both aid the assessment process in a formal way and as part of formal feedback provided to applicants for job resizing or reclassification. It is particularly important to provide an unsuccessful applicant with reasons as to why/how the decision not to grant the request has been reached. Unsuccessful applicants have the right to seek an initial review of action.

Other Resources

Procedures and Forms

Descriptors

Position Reclassification

Value Range Change / Job Resizing

 Related topics

Contact Information

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