Questions on Rank to Role No. 1

There seems to be much misinformation circulating in the Southern Region brigades on what is covered by Rank to Role and indeed what the nationally agreed and binding decisions are.

It is apparent that some brigades reacted far too soon and tried to second guess what the final outcomes of negotiations would be. Instead they established their own procedures and are now trying to force them to fit the national agreements and processes rather than take the agreed processes and work within them.

The following question and answers may give some clarification to officials and members.

Q In a meeting this week a manager showed me the Rank to Role Guidance issued by the Employers. The covering letter set out the Employers position and was dated 16th February 2005. What is wrong with my manager using this guidance?

A That guidance, which some have been using, sets out a position in February 2005 and the Guidance then. The letter mentioned was in fact an employers circular (EMP/7/05) not an agreed position.

This letter was almost immediately withdrawn by the employers who in a letter to CFO’s and Fire Authorities dated the 18th February (emp/8/05) stated that the first circular had not been agreed and should not have been issued. Furthermore the letter also stated that the Rank to Role guidance issued should have been headed EMPLOYERS guidance NOT NJC Guidance.

The letter ends by stating at the final point (4) Discussions will continue at national level to try to reach agreement on the issuing of joint NJC guidance.

Q So what happened after the events and circulars in February

A On 24th August 2005 a joint circular was issued. This NJC circular (NJC/09/05 and titled Substantive move from rank to role) sets out the AGREED guidance in respect of assessment of competence for pay and also the assessment for job sizing.

Q So what does the guidance of 24 August mean?

A The AGREED joint circular is quite clear on its guidance. At point 6 it states: Authorities are NOW able to proceed with the substantive move from rank to role. This means that as of the 24th August 2005 brigades could proceed with the move. They clearly could not before this date.

Q And what does the outline process say?

A Your Brigade has to undertake three elements before anyone can be placed in a role having moved from a rank. These three elements, all of which must be completed in full are:

i Internal Verification

ii External Verification

iii Quality Assurance Verification by an external body

Q What is the process for allocating a role?

A The process, as agreed, MUST be:

1. Compare the job functions with the most likely role map

2. Identify units and elements of the role map not matched to the job description

3. Identify functions of the job description that do not fit the likely role map. Identify whether these functions are within other role maps.

4. Where a function cannot clearly be demonstrated to fit a role map element a closer analysis of the function must be carried out.

5. Determine the most appropriate role map, which may be different than that originally assumed most likely, and allocate the employee to that role.

6. Consider any other action required e.g. the awarding of an additional responsibility allowance, reallocation of duties, or cessation of activities.

7. Inform the employee of the outcome and advise of right of appeal.

8. The procedure for appeal is outlined in the Job to Role Appeal process

Q So This process will give me my role once completed?

A Not necessarily. You may require an ‘A’ or ‘B’ allocation depending on the new role.

Q What does that mean?

A The new ‘A’ and ‘B’ designation do not mean a difference of role but gives recognition of a difference in Job Size. For example someone who is in change of a community fire station with one pump and 14 personnel would have a given role. Someone in charge of a three pump station with community education department attached would have the same role but a designation of ‘B’ rather than the first person who would probably be ‘A’.

This is to give recognition to the increased job size whilst still recognising that the role (in charge of a fire station) is the same.

Q So if my brigade has assessed me as watch manager A I will be moved onto it on the day they say I have been assessed to that role.

A No. You will only be able to move once all three elements have been completed including the quality assurance.

Q I see. And what if I have been assessed and disagree with the allocation of an ‘A’ designation when I believe it should be an ‘B’ allocation?

A The process is exactly the same as the process for appealing against the allocation for a job role itself. The agreed process which must be followed is:

1. Employees have the right of appeal against the decision to allocate their jobs to specific roles. No action will be taken pending the outcome of this appeal process.

2. Grounds for appeal will normally be one or more of the following criteria:-

a. The agreed process has not been followed

b. The allocation does not fit the functions performed

c. There has been a change in the functions performed since the allocation process was carried out

d. There is an equivalent job in the same Fire and Rescue Service allocated to a higher role

3. If there is more than one appeal relating to the same job to role allocation then this will be heard as one appeal

4. The appeal, which shall be lodged in writing within 21 days of the decision, goes to the manager identified as responsible for the review of the role allocation process and who has the authority to change the decision. (It is anticipated that the manager will be at a higher level). This will require the Fire and Rescue Service to identify a person who has responsibility for the role allocation and who may review the decision. Unless the decision is changed within 7 days, the employee, a member of their representative trade union or fellow employee will be given the opportunity to present any evidence which supports the appeal. Any necessary appeal hearing will be held within 21 days of the appeal being lodged.

5. A decision should be given as soon as possible but within 7 days of the hearing.

6. There is no further right of appeal.

7. If at any point the appeal is upheld, any increase in pay should be backdated to 7th November 2003 or the date substantial changes were made to the employee’s role if subsequent to 7th November 2003.

8. Any of the above timescales may be varied by mutual agreement.

Q Is it possible to be on a lower rate of pay on a move to role from rank

A This should not happen. There is in place a system of pay protection for employees. On the issue of pay protection further advice is available from your brigade officials and you may also wish to read NJC circular (NJC/12/05) which sets out the ACAS arbitration on pay protection. If you wish you can read the full pay protection agreement and the ACAS award on the regional web site www.fbusouthern.com

Q And is there any guidance on job descriptions for Brigades?

A A Brigade cannot use sweeping statements or generalised catch all phrases as they have done in the past. For example brigades have previously set out a description for job and then included wording such as “…and any other duties the Service believes is required”. This can no longer be done.

A job description must now include:

1. The job title

2. The NJC Role placement of the job

3. The purpose of the job

4. Where the job fits within the Organisation

5. Who the employee is responsible to, and for

6. Key responsibilities

7. Key tasks or functions

Q I read the firefighter rolemap and I noticed it refers at point FF9 to moving appliances. Do I need to have a LGV licence?

A No. The reference is to vehicles used by the fire service. There is no requirement to drive appliances. This guidance is for other vehicles such as cars used to travel for stand by duties at another station.

Q I’ve been in this job for 14 years. Why do I need to go onto development pay?

A Rank to Role has been agreed in its present form. We used to have the situation where people were promoted before they were trained. It wasn’t unusual to have firefighters sent to Morton in Marsh for example many months or years after they were promoted. Hopefully a development period will help members develop into a role rather than be expected to know it all from day 1. The pay reflects the fact that members will be developed into the role and fully supported by brigades.

There are two ways to look at the development rate. Failing to get the full rate of pay straight away or looking at it as getting increased pay while still training for a role.

Q OK I’m getting to understand a bit more now. I do the internal process and pass and its agreed by some external verification process. Then I go onto Development pay once the external process is done.

A No. Remember the requirement for the quality assurance.

Q Right. Who does that then? The same Brigade or organisation as the external verification?

A No. A brigade cannot simply tout for business around neighbouring brigades to act as external verifiers and for quality assurance. The agreement we reached nationally is quite clear on this point.

“There are organisations nationally recognised who comply with DfES specifications who would offer this Quality Assurance through verification, three of which are Edexcel, the Scottish Qualifications Authority (SQA) and the Improvement and Development Agency (IDeA) these are not exclusive and a Fire and Rescue Authority, individually or collectively, may identify and engage other relevantly qualified bodies to provide this service.”

This part of the agreement is referred to in a footnote (page 2 footnote 7) which gives an explanation of the ‘other relevantly qualified bodies’ These are defined as: Bodies constituted under DfES meeting the criteria to validate National Occupational Standards (or equivalent in the devolved administrations.)

Q Where can I find more information on the internal and external verification steps?

A Rank to Role section on www.fbusouthern.com

Further guidance will be issued to all members as required.

Dean Mills
EC Member Southern Region