Job Sizing

Page updated 21 August 2023

Job Sizing is the process by which the grade for a particular role is established.  It is an assessment of a role not a person.

This page provides the detail for how to size roles that are vacant or soon to be vacant.  You should revert to information on the Job Sizing Framework if the role you are considering has a current incumbent. 

Job Sizing Policy

The Job Sizing Policy contains detailed information on the principles of job sizing, the roles and responsibilities of the key stakeholders involved in the process and how records are stored.  The Job Sizing Policy also contains a detailed breakdown of the job sizing factors and the scoring methodology used by the Job Sizing Committee.

This page contains a summary of a UCD Policy but, in all cases, the Policy itself remains the definitive source of information. Read the Job Sizing Policy now.

The Job Sizing Process

Step 1: Read the Job Sizing Policy and supporting documentation.

Step 2: The Vice–President/College Principal/ Head of School/Unit submits the following documentation to UCD HR, Promotions and Grading at JobSizing@ucd.ie, ensuring that all details are correct and forms are signed in the appropriate place by the required signatories as specified on the form (a digital signature will suffice):

• A Job Description
• Job Sizing Application Form
• An Organisational Chart

Step 3: Promotions & Grading forward this documentation is forwarded to the Job Sizing Committee (JSC).

Step 4: The JSC assesses all the applications against the following factors: Work Complexity; Decision Making; Relationships; Capability; Impact and Supervision.

Step 5: Following the JSC meeting, Promotions and Grading will notify the relevant Vice–President/College Principal/Head of School/Unit of the outcome of their Job Sizing application. 

Step 6: New or vacant re-graded posts will be forwarded to UCD HR, Resourcing for advertising.

Why is Job Sizing used?

Job Sizing is used to ensure consistency in the application of job grades to administrative roles across the University, giving due consideration to the roles, responsibilities and requirements of particular roles and the organisational context of the work area.

Are all jobs assessed?

Job Sizing arises in several different ways:

• When a new role is being created (temporary or permanent) with a duration of more than one year
• When a vacancy arises in a role that has never been graded/sized
• Where any changes are being made to an existing role that has become vacant (updating/refreshing/future proofing)
• Where a temporary role of less than one year, that has never been graded/sized, is extended
• Where a role that has not been graded in at least 4 years is considered by the manager to have materially changed in a way that could affect the grade, and there is an incumbent who has 4+ years service in the role who will be able to benefit from promotion without competition if the role is deemed to be at a higher grade. If you have a role that falls into this category an application can be submitted through the Job Sizing Framework.  

Current Membership of the Job Sizing Committee

• Head of School (Chair) or other nominee of the President (Professor Peter Duffy)
• Union Representative (Ms Helen Kenny)
• Senior member of staff of UCD HR (Ms Elaine Hassett)

Relevant Documents 

• Job Sizing Application Form
• How to write a good job description
• Sample Organisation Chart

Dates of Job Sizing Meetings 

Frequently Asked Questions