Step 2 – Aligning Job Descriptions

Now that you have collected the job descriptions you have on file, you will be able to determine your starting point for aligning the job descriptions to the career framework. In particular, you will identify which job descriptions:

  • Are up to date and accurate
  • Are missing
  • Do not accurately reflect the individual’s current duties

Aligning to the career framework allows you the opportunity to bring all the job descriptions up to date, in a standardized format, with standardized titles and reflective of the actual work performed by individuals within your organization. To prepare for this exercise, you may review and/or deliver the presentation, “Aligning to Job Description Presentation”.  This will prepare all Managers who will be writing the new job descriptions.  The steps the Manager will follow are:

  1. Go the the Career Framework website and look at the career framework diagram, career ladder descriptions and the job description templates to find the job description that most accurately fits an individual’s position. You should choose the job description whereby 50% or more of the core duties apply to the individual.
  2. Once you have found the job description template that most fits and at the current classification level, you are now ready to customize the job description template to the individual’s actual job. We have provided several documents that will help you in developing the job description. These are:
    • Writing a Job Description for IT at UBC (DOCX, 27KB) – this document provides you with pointers in writing job descriptions as well as the instructions on how to align the job description template to an individual.
    • Work Performed Hints Terms (DOC, 38KB) – this will help ensure you are using the correct terms when writing job descriptions.  Specifically, ensuring you include the individual’s role in the task (managing, leading, participating); the task description, scope of the task and how the task is performed.  These terms are critical to both ensuring the staff member is clear on the job; as well as ensuring compensation has an accurate picture of the work performed
    • MP IS&T Guidelines – Overview (DOC, 32KB) – the M&P IS&T occupational guidelines can be found on the UBC HR website and this document helps to provide some additional information on how these guidelines are used in evaluating job descriptions for classification purposes.
  3. You may want to validate the tasks in the job description with the employee to ensure you have accurately and completely captured the work being performed.  Once you have completed the job description, provide to your HR representative.  They will read through the job description and confer with you if you they have any suggestions or questions on the content.
  4. Your HR representative should contact a Compensation Representative to let them know you will be sending in a number of position updates as a result of aligning to the IT Career Framework.  This will help them to prepare for the additional workload, and to provide you with instructions on how to enter them into the position management system.
  5. Compensation may have some questions or request additional information if there are any concerns.  Once the position has been successfully classified and updated, you can then meet with the employee to review the newly aligned job description and competency expectations.

Aligning Job Descriptions Presentation (PPT, 1.9MB)

Example Completed Job Description (PDF, 523KB)