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Job rotation scheme - General staff

Introduction

Job rotation brings benefits to the university and to staff members, encouraging the broadening of the skills and experience of staff, avoiding the potential of their being locked into positions. Benefits from job rotation include acquisition and enhancement of skills, knowledge and expertise, personal and professional development and enhanced prospects for advancement.

Job rotation also improves organisational flexibility, interrelationships between administrative areas, career planning and progression opportunities. Through multi-skilling it can assist to ensure continuity of output by making provision for absent staff.

The Monash Job Rotation Scheme for General staff aims to provide staff with developmental opportunities, consistent with the staff level and performance management goals of the MUEA(A&Gs) 2000.

Eligibility

General staff on an appointment of more than one year are eligible for consideration for the Job Rotation Scheme for General staff. It is anticipated that opportunities for job rotation will be kept within manageable limits each year. Participation will be by agreement between staff and heads of administrative units, with approval of the dean or equivalent Divisional Director (Human Resources Division). The operational requirements of the unit, as well as development of the individual concerned, will be taken into account.

Co-ordination of job rotation scheme

The job rotation scheme will be coordinated and administered by Human Resources Division.

Availability of positions

Positions will become available through position vacancies (new or following resignation), secondment, limited term project work or through staff members taking extended leave, for example leave without pay, maternity leave and long service leave. Job rotation may also be arranged through exchanges mutually agreed to by staff members and the relevant heads of administrative units, in consultation with Human Resources Division. Heads of administrative units will advise Human Resources Division of positions available for job rotation.

Expressions of interest

Staff members interested in participating in the Job Rotation Scheme should discuss the matter with their head of administrative unit and then contact the Staff Development Unit to clarify career related issues. The head of administrative unit should then advise the Manager, Workforce and Management of staff available for job rotation. Interested staff will be considered for job rotation vacancies which arise. It is possible that rotation between such interested staff may also be effected.

A head of administrative unit may initiate discussion of possible job rotation with a staff member where job rotation is likely to be of benefit to the individual and the administrative unit, or in the context of performance enhancement and the development of personal career plans.

Selection

In consultation with heads of administrative units the Human Resources Division will organise selection of staff members for job rotation positions. Job rotation positions may be filled directly from staff who have previously expressed interest in the scheme. Alternatively, applications for job rotation positions may be called for through Monash Memo. Job rotation appointments require the agreement of the staff members concerned and their heads of administrative units.

Where applications are called for through Monash Memo, a selection committee of at least three members, with representation of both sexes will examine each application, bearing in mind that the primary purpose of job rotation is staff development. Issues which are to be considered when filling a job rotation position will include whether the position offers the likelihood of significant skill development for the staff member, the contribution the staff member can make in the job rotation position and the benefits to the administrative unit to which the staff member will return when the rotation ends.

Applications for job rotation positions notified through Monash Memo are to be forwarded to Human Resources Division through the relevant head of administrative unit who will comment on the application in relation to replacement arrangements and expected benefits for the staff member and administrative unit. Each placement will require agreement to a personal learning and performance plan for each staff member, and preparation of an evaluation report by all parties within 2 weeks of the rotation concluding.

Duration

Placements may vary in length. A twelve-month placement would provide experience in a full cycle of operations in an administrative area, whilst in some cases a six-month placement or less may be adequate. A placement would not normally exceed twelve months in any one position. There is however no limit on the number of positions to which a staff member may be rotated, and a position may be filled by consecutive job rotations.

Transfer

Staff members will ordinarily return to their original positions after a job rotation placement of one year or less. Staff may however agree to be transferred to other positions within the University of a similar level and standing, and in so doing relinquish their original substantive positions. In such circumstances, a staff member's employment status shall remain unchanged.

If special circumstances prevail, staff members may not necessarily return to their original positions after a job rotation placement. Staff may be transferred to other positions within the University of a similar level and standing.

Job classification

Staff participating in the job rotation scheme will normally be placed at or above the same level as their substantive position. Where classifications differ staff members will not be financially disadvantaged. A higher duties allowance may be payable depending on the work being performed.

Costs

Salary and on-costs of a staff member on rotation are the responsibility of the `host' administrative unit.

Leave

Staff participating in the job rotation scheme will not normally be permitted to take annual leave in excess of four weeks during a twelve month rotation period, or pro-rata of that for periods of less than twelve months. Annual leave accrued during a job rotation placement is to be taken within the period of the placement.

Evaluation

At the conclusion of a job rotation placement a report will be made to Human Resources Division by the staff member and the supervisors in the originating and `host' administrative units.

Implementation of the job rotation scheme is to be monitored by the Divisional Director (Human Resources Division).