Career Grades Scheme process - Process

1. When a vacancy is difficult to fill and / or suitable for an existing Apprentice, DMT / Corporate Directors, with the support of Business Partners, People Management should review the Service structure and consider the relevant circumstances to determine if a Career Grade would best meet resourcing needs.
2. In a school setting the Headteacher will review the school staffing structure with the support and advice from the schools HR provider.   
3. The relevant AD should prepare a report and provide the supporting evidence for the need for a career grade, with support from the relevant Business Partner, People Management, for approval by DMT, (including relevant budget holders / Finance Manager). The Approval Form Appendix 1 is available to use.
4. People Management must also be informed of final decisions. (see Appendix 1).
5. The cost of all training or development will be paid out of the Service / Directorate budget.
6. If the levels of the career grade(s) do not already exist within the Job Family framework the AD should establish the Job Family level / grade following the usual allocation or grading processes including corporate consistency checks and obtain approval before proceeding.
7. The AD and nominated Manager will develop detailed objective competency / qualification criteria for progression and the measures of assessment to be used.
8. Normal employment checks will be required.

Hard to fill roles only

9. The career grade job should be advertised through the Service Centre recruitment procedures.

10. Adverts will specify that the vacancy is a career grade, the essential qualifications, skills and competencies required, the circumstances for progression and the anticipated timescales involved.

11. Adverts may be restricted to internal candidates where:

• the Service is being reshaped or the council is reducing employee numbers;
• there are employees/apprentices on the Alternative Employment Register and/or it is considered there is likely to be a sufficient pool of potential applicants
• there may be Apprentices who are suitable to be considered for employment at the end of their Apprenticeship

Apprentices roles only

12. Adverts may not be necessary but an interview process should be followed for apprentices who may be suitable for a specific job within the particular service area where they are currently engaged.

13. The pre-determined competencies should be discussed at interview and the successful candidate or apprentice must commit to undertake the training and development and achieve the qualifications/competencies.

14. The successful candidate or apprentice must also agree to repay any relevant training and development expenses if they leave within three years of the final grade and will be asked to sign a Training Agreement as part of their contractual terms. Repayment is required even if the employee moves to another local authority or partner organisation. The Training or Learning Agreement is attached for use as Appendix 2.

15. The nominated Manager will provide appropriate support to the employee and should produce and maintain a Development Plan which details the support available. Suggestions for the Development Plan are shown in Appendix 3.

16. The nominated Manager will assess progress against the pre-determined criteria and provided the competency requirements have been met arrange for progression to the next level. Appendix 4 provides an outline/ sample form for this purpose.

17. Managers will take relevant and timely corrective action, using the Capability Procedure, if the required competency levels are not met and /or where employees have not reached the required standard. (If the issues relate to conduct, lack of motivation / ambition not to achieve and perform the relevant level duties, then the Disciplinary Procedure should be used).

18. Managers need to inform the Service Centre via the Service Centre Portal when the employee should receive an increment or progress to the next grade and attach a copy of the completed Assessment form.