HR191 / JOB DESCRIPTION /

NOTES

·  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm

·  This form serves as a template for the writing of job descriptions.

·  A copy of this form is kept by the line manager and the job holder.

POSITION DETAILS

Position title / Assistant Legacy Officer
Job title (HR Practitioner to provide) / New Contract
Job grade (if known) / 9
Academic faculty / PASS department / DAD
Academic department / PASS unit / Legacy
Division / section
Date of compilation / 4 March 2014

ORGANOGRAM

(Adjust as necessary. Include line manager, line manager’s manager, all subordinates and colleagues. Include job grades)

PURPOSE

The main purpose of this position is to raise general awareness about leaving bequests to UCT, to encourage alumni and friends to remember UCT in their wills and to convince motivate them to remain connected to UCT by becoming members of the UCT Legacy Society.

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JOB CONTENT

Key performance areas (4 – 6)
(What) / % of time spent / Activities / Objectives / Tasks
(How) / Results / Outcomes
(Why) / Competencies needed
1 / Legacy Society events and meeting coordination / 45% / Set up LS events and schedule prospect meetings with current LS members, new prospects and law firms and trusts / Increase numbers of LS members / Excellent planning, organization, inter personal and social skills
2 / Assist with identification of Legacy prospects / 30% / Use the alumni database and other relevant tools to identify LS prospects / Steady increase in the number of people joining the UCT Legacy Society by informing us about their intention to leave a bequest / Excellent computer skills
3
4 / Update LS records / 10% / Reviewing the current database of both Legacy Members and prospects and ensuring their contact details are up to date / Steady improvement in accuracy and completeness of up-to-date database entries / Excellent computer skills
5 / Assist with development of LS communication and promotional material / 15% / Assist with compilation of content for Legacy communications / Promotional material, newsletter and other relevant documents / Excellent writing and communication skills.
6

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MINIMUM REQUIREMENTS

Minimum qualifications / A three year tertiary qualification plus at least two years’ experience working a fundraising environment
Minimum experience
(type and years)

AGREED BY

PRINT NAME / SIGNATURE / CONTACT NO. / DATE
Job Holder
Line Manager
HOD

COMPLETING A JOB DESCRIPTION

HR191

When do I complete this form?

This form is completed when:

·  a job is new, before recruitment

·  substantive functions are added or removed from a job

·  the job-holder is new

This form informs many other human resources and people management processes.

This form is a living document and must be reviewed and updated regularly.

Your HR Practitioner is available to assist you in the design and description of the job.

How do I complete this form?

·  The job description should indicate the requirements of the job in relation to the organisation, not the person. Describe the job, not the job-holder.

·  The job description should describe the job, not the performance required.

·  The job description denotes a clear description of the job that is observable.

·  Describe the job as is, not as imagined or as it could or should be done.

·  Assume proper and competent performance of the job-holder.

·  Examine typical incidents that occur in the job. Disregard any unlikely events or once-off incidents

·  Complete all fields as follows:

Position title / The label or name of this position. Consideration is given to other titles in the department and to standard UCT position naming conventions. The latter are obtainable from your HR Practitioner.
Job title
(HR Practitioner to provide) / The SAP job title of this post. Obtainable from your HR Practitioner.
Job grade (if known) / The current job grade of this position, if it exists.
Academic faculty / PASS department / Academic faculty / PASS department of the position.
Academic department / PASS unit / Academic department / PASS unit of the position.
Division / section / Division / section of the position.
Date of compilation / The date on which the job description was compiled, updated or reviewed.
Organogram / Shows the departmental structure and reporting lines of the position. Also shows the grades of these positions. Include line manager, line manager’s manager, all subordinates and colleagues.
Purpose / Describes the main purpose of the position. No more than one or two sentences, a summary of the position which will clearly distinguish it from other positions, establish the role of the job holder and the contribution he/she should make towards achieving the objectives of the University and his/her own function. It begins with the words: "The purpose of the position is ..."
Key performance areas / What is done, the most visible actions. Key areas of responsibility. Should not be less than four or more than six. List these in order of importance. They must support the organisation’s goals, and be within the job-holder’s influence.
% of time spent / Percentage of time spent on each key performance area.
Activities / Objectives / Tasks / How the key performance area is done. The methods, decision processes, judgments, techniques, tools used.
Results / Outcomes / Why the task is done. The purpose of the task. Keep as simple and brief as possible. Begin each sentence with an action verb. Use the action verb in the present tense.
·  Avoid descriptive adverbs and adjectives (e.g. ‘Quickly types basic documents’, ‘Efficiently processes difficult queries’)
·  Avoid pronouns.
·  Avoid jargon.
·  Avoid abbreviations and ‘tired words’ (e.g. ‘mgs’, ‘docs’, or ‘Manages’, ‘Contributes to’, ‘Assists with’).
·  Avoid names.
For each key performance area identify the main outcomes / end results that will be achieved by the job-holder under each heading. There should be several. Outcomes should be specific to the position and the position must be accountable for them.
Competencies / The absolute minimum qualifications and experience required to fully perform the job (not desirable levels).
Minimum requirements / Competencies essential to do the job (not desirable ones).
Agreed by / The job-holder, line manager and HOD agree to the contents of the job description.

Where do I send this form?

Once completed and signed, a copy should be kept by both the line manager and the job-holder (where there is one).

A copy of this form is sent together with the relevant documentation to the relevant persons, in the following processes (amongst others):

·  Recruitment

·  Job evaluation

·  Performance management exceeds awards

What other forms do I need to complete?

None.

What other documentation must be attached?

Attach any other documentation which assists in describing the job.

Where can I get further assistance?

You can contact your HR Practitioner for more assistance. Further information can also be found in the PASS Personal Performance System documentation available at http://hr.uct.ac.za/performance/management/pass/pps/ .

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