Stepping StonesStepping Stones Programme Stepping Stones Stepping Stones Programme Next Step The Requirements Sylvia Tevlin Human Resources Manager

Stepping Stones Objectives By the end of the session you will be able to: – Define the responsibility of the role in relation to the attributes of the individual. – Gain an understanding of the Competency framework used by most HEI – Define the skills demands and responsibility requirements of Generic Grade 4 role – Explore learning and development needs to support your career progression i.e. through PDR, Secondment, job shadowing etc.

Stepping Stones Agenda Introductions Role Requirements / Individual’s capability Overview of the HERA Competency Framework Key Competency levels for Generic Grade 4 roles Your competency level? In relation to your recent and past experience Key learning points Completing your Learning Journal

Stepping Stones Introductions

Stepping Stones Role Requirements V Person carrying out the role The Job Specification is based on School / Department needs Individuals performance Individuals Competency level – May be higher than role the requirements Individuals interest in progressing

Stepping Stones Higher Education Role Analysis – competency framework 14 Competency Elements: Communication Teamwork & Motivation Liaison & Networking Service Delivery Decision Making Processes Planning & Organising Resources Initiative & Problem Solving Analysis & Research Sensory & Physical Demands Working Environment Pastoral Care & Welfare Team Development Teaching & Learning Support Knowledge

Stepping StonesStepping Stones Programme Stepping Stones Key Competencies for a Generic Grade 4 Post In relation to the HERA Elements

Stepping Stones Key Competencies – Oral Communication Conveying information which needs careful explanation or interpretation to help others understand, taking into account what to communicate and how best to convey the information to others on a regular basis. Example: Being required to interpret and explaining complex procedures to students or staff. Being required to explain a report on cost or operational implications of a decision. Being required to use tact and diplomacy to resolve conflicting situations.

Stepping Stones Key Competencies – Oral Communication Conveying information which needs careful explanation or interpretation to help others understand, taking into account what to communicate and how best to convey the information to others on a regular basis. Example: Drafting a report or writing minutes for complex meetings Writing brochures or advertising material writing the pertinent sections of student handbooks

Stepping Stones Key Competencies – Teamwork and Motivation Be a team member and is required to be supportive and encouraging of others in a team and help to build co-operation by setting an example and showing a flexible approach to delivering team results and contributing to building team morale as an active participant in the team. Typically, the role holders would be required to oversee and allocate to members of the team. Example Being required to delegate tasks to other team members / overseeing the work of others to ensure standards are met.

Stepping Stones Key Competencies – Liaison and Networking Liaise with people outside of the wider work team and participate in networks within the institution or externally in order to pass on and receive relevant information to interpret/disseminate to colleagues to ensure co-ordination of activity. Example: Being the main point of contact for making arrangements with other organisations or departments. Being a member of a formal group outside the immediate work area to ensure co-ordination of activity e.g. IT user group.

Stepping Stones Key Competencies-Service Deliver Being required to deal with contacts/clients who require information/service and creating a positive image of the institution by providing prompt and professional response to requests and referring the user to the right person if necessary. Contact is usually initiated by the customer and typically involve tasks with a framework of standards or procedures. Examples Responding to requests for information, explaining procedures, answering queries or carrying out standard training. Occasionally being required to be proactive in understanding and exploring customers’ needs and making improvements to the service accordingly to ensure usefulness /appropriateness and quality of service. Example Developing new processes or procedures Developing a new report to use as a management tool

Stepping Stones Key Competencies – Planning and Organising The main focus of the role is to Complete tasks to a given plan, with allocated resources. It is also an important requirement to plan, prioritise and organise your work and resources over a longer period of time in order to achieve agreed objectives. Example: Being responsible for organising a conference (many aspects involved) Working on projects and being required to plan ahead reschedule workloads.

Stepping Stones Key Competencies – Initiative and Problem Solving The main focus of the role is being required to solve standard problems as they arise, choosing between a number of options which have clear consequences, by following guidelines or referring to what has been done before and recognising when a problem should be referred to others. Example: Ordering alternative stock if none is available, liaising with finance when dealing with student finance queries and communicate this back to the student, dealing with diary clashes. It is also important to use initiative and creativity to resolve problems where the optimum solution may not be immediately apparent, but has to be assessed by a process of reasoning, weighing up the pros and cons of different approaches and identifying and assessing practical options, breaking the problem down into component parts. Example: Dealing with complex project, systems or procedural problems where the solution requires a great deal of consideration

Stepping Stones Key Competencies – Analysis and Research The main focus of the role is being required to establish the facts in situations which require further investigation and inform others if necessary. Example: Checking to ensure a student’s details are correct on the student information system or compiling/collating information on a spreadsheet. It is also important to analyse data or information using predetermined procedures and gather the information from a number of sources, working accurately to complete the task precisely as specified. Example: providing statistics using standard techniques, carrying out literature or database searches, monitoring resource usage against a budget or looking on several different databases to compare and contrast service providers and analysing the differences.

Stepping Stones Key Competencies – Team Development Being formally required to advise or guide colleagues working in the same team or unit on information or procedures. Example: Being a point of contact for team colleagues with queries regarding your area of work. As and when needed being required train colleagues within the team or unit on specific tasks, issues or activities, giving feedback on the basis of their own knowledge or experience. Example: Being required to train staff on specific software/procedures in your area of work.

Stepping Stones Key Competencies - Teaching and Learning Support Required to provide advice and guidance on standard information or procedures to people outside your team or unit. Examples: Explaining the use of library, computing or laboratory facilities to students, staff or visitors or outlining the procedure for enrolling on a course or module. Also required to train students or others (outside your team or unit) on specific tasks, issues or activities, assessing performance and providing feedback during the event. Examples: Training people how to conduct literature and database searches or train how to use particular equipment or software.

Stepping Stones Your Competency Level? Take a few minutes to think about examples of your personal competency levels in relation to the HERA Elements. Think about your current and past roles, any external activity you get involved in or any voluntary work you may have done. Take a few minutes to think about what development activity you could get involved in, in order to gain more experience in areas where you feel you are not able to provide examples of the level of competency.

Stepping Stones Session Review What are your key learning points Add to your Learning Journal

Stepping Stones Questions Thank you