This guide will show you how to view and create a Job.

Contents

• Introduction
• To view a Job
• To create a Job
• View menu

Introduction

• A profile of the posts that exist within your organisation can be set up in the Jobs table
• The profile enables you to set up the defaults for the post and means that there is less data entry and opportunity for error or omission when you put an employee into a Job through their Job and Pay record

• By default Jobs sit under the People Admin menu as they are generally maintained by the HR team, but employees and managers can be given access to view their own/subordinates’ (if relevant) Job Details via a View Job page link button from the Job and Pay page
• This button can be controlled by the Job Details page access for each User Role. For more information on this area please refer to the linked guide on User Role Management.

A person is linked to their Job by using the magnifying glass on the Job and Pay record.

To view a Job

• Go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay > Configuration > Jobs
  • Pre-2025 (top) menu: People Admin > Jobs
• The screen displays the list of jobs that have already been created. By default the list will display Current Jobs but this can be changed to view All, Current Jobs or Closed Jobs as required

• Find the job that you want to view using the filtering, sorting or grouping functions and then click on the job title. This will open up the job displaying three tabs of information; Details, Notes and Hierarchy

To create a Job

• Go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay > Configuration > Jobs
  • Pre-2025 (top) menu: People Admin > Jobs
• Click Insert New Record

• Job Number: This is a compulsory, free-text, alphanumerical field, limited to 50 characters. Each entry must be unique so cannot be used more than once
• Job Title: Compulsory field limited to 50 characters which cannot accept special characters (such as &). Depending on your security access, you may see icon buttons next to this field. Hovering over them will show some help text:

• This button is a shortcut to view the current Job Occupants
   

• This button relates to Succession Planning for the Job which is part of the optional full Talent Management module
   
• Short Job Title: This field (also limited to 50 characters and cannot accept special characters such as &) will auto-populate based on the Job Title and can be abbreviated as required
• Normal Hours: This is the ‘normal’ weekly hours that a full-time job occupant will work. Even if the role is part-time you can record the full-time hours here, particularly if you are using Job as your method of FTE calculation, and/or you may have multiple occupants in the Job with varying contracted hours. For more information on FTE Calculation Methods please refer to the System Settings guide
• Number of Posts: This is how many employees can occupy that job post in line with your organisational hierarchy and budget. The number can be exceeded but will show a warning when assigning a person to the role if it is over-occupied
• Total Hours: This is calculated automatically based on the Normal Hours entered, multiplied by the Number of Posts and can be useful for budgeting purposes. Eg 5 x Project Managers with Normal Hours of 40 = 200 Total Hours

Note: If the role will be assigned to Terms and Conditions (T&C’s), the Normal Hours from the T&C’s will overwrite the Job Normal Hours.

• Occupancy Type presents the options of Unique, Shared, Multiple:
  • Unique – there is one post and one occupant
  • Shared – there is one post but it could be occupied by more than one person
    on a shared basis
  • Multiple – there are multiple posts for this role eg Sales Manager may be the
    job title and there may be 10 of them
• You can attach a Job Description to the job using the Select File… button and accessing a saved document
   

• Much of the information that is required in the middle section of the page when creating a Job is selected from dropdown lists eg Location. The list contents are populated in the corresponding Code Table which, dependent upon your security, can be accessed from either:
  • Latest (left-hand) menu: Data Management > Code Tables
  • Pre-2025 (top) menu: System > System Administration > Code Tables

Tip: Use the fields in this section as the default ‘normal’ settings, particularly if you have multiple occupancy in a Job, as the fields can be varied on an employee by employee basis in their Job and Pay record, (such as a part-time worker with different Hours and Working Pattern to the norm) and this will streamline the number of Jobs you need to create resulting in reduced ongoing maintenance

• Terms and Conditions (T&C’s) can (optionally) link a number of Code Tables together which can apply to fields within Personal Details and Absence, as well as Job and Pay on a person’s record when they are assigned to a Job
• Associated Contract, Job Classification, Work Pattern and Normal Hours fields will pre-populate/be overwritten in the Job Details when the T&C’s are selected (if they were linked to the T&C Code), and will then be added to a person’s Job and Pay record when linked to a Job. Individual fields can be amended but when changing an associated Code Table dropdown field, a warning will pop-up to advise it doesn’t match the selected T&C’s

Note: It is generally advised when setting up Terms and Conditions that the information in Job and Pay is kept to a minimum to reduce these warnings.

• Please see the related help guides on each Code Table for further information
• Although you are creating the default information for the Job this can be varied on an employee by employee basis in their Job and Pay record
• When Inserting a New Job, a Job Reports To field will be visible with magnifying glass on the right to select the role that the newly created role will report to (their manager’s Job). Once the Job is complete and Update is pressed to save it, a new Hierarchy Tab will appear to view, Change Manager or Remove Manager

Note: Record Group and Job Entity (if optional Multi Entity module configured) are listed in the Job Information section of the Job Details page and can be used with the Candidate Importer, if importing data from your recruitment system (optional functionality) which will have been discussed during implementation consultancy if this applies to your system setup. Populating the field(s) will not update the respective field(s) on an employee’s record (Record Group – Personal Details, Entity – Job and Pay). Job Entity can also be used to filter in the Select Job windows when assigning a Job in Job and Pay or changing a Manager). See Change Manager section for more details.

 

• Temporary Post? Select this if the job will is not a permanent post in the organisational hierarchy. The following four fields are useful for auditing purposes:
  • Date Created: The date that the Job was created
  • Reason Created: The reason that the Job was created
  • Date Ceased: Add an effective date here to record when a Job became inactive
  • Reason Ceased: The reason why the Job was removed from the organisational hierarchy

Note: Jobs can only be deleted where they haven’t been ‘used’ and have no associated history.

• Hide on Org Charts?: If enabled will hide the Job from the Org Chart (useful for test/temporary roles)
• Additionally there is a Notes tab with large free text box (virtually unlimited characters) for any further information you may wish to store.

• Once complete click Update

 

• Once the Job is saved, a third tab will then become available labelled Hierarchy
• Clicking on this tab will display the post that has just been created

• Click on Change Manager in order to select/amend the manager to which this role will report

Note: If you have been editing information on the Job Details tab, ensure you click Update to save your progress before editing the Manager details on the Hierarchy Tab.

• A list of roles will be presented with filtering, sorting and grouping functionality to assist in the location of the role

Note: If you have the optional Multi Entity configuration, when selecting a Job for the role to report into, there are additional Multi Entity filters and the right hand column shows the Job Entity (where populated). If choosing to filter on a Specific Entity, a dropdown will appear to select the Entity. Your filter choice will be remembered for next time you search for a Job (although with Specific Entity you will need to select the Entity from the dropdown each time) and can be amended as necessary.

• Having located the reporting manager role, click on it to select and you will then be asked to confirm the change of manager. Ensure you have the correct manager role selected and click Yes
• The manager selection will then be confirmed
• The manager can be removed or changed using the Remove Manager or Change Manager buttons
• If the post creation is complete then click Summary to return to the listing of Jobs
   

View menu

• On the Jobs summary page, a view menu allows you to visit different areas linked to the job

• Click on the View dropdown list which is alongside the role and select Job Allowances. The screen will display any allowances that are associated with that job role

Note: Please see the related guide for more information on the creation of Allowances Codes.

 

• These are linked to the optional Safeguarding module
• Click on the View dropdown list which is alongside the role and select Job Safeguarding Categories
• This will open the Job Safeguarding Categories for that role