Mobility Policy
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Part B |
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B - 39.8 Mobility Policy
- Facilitate internal and external mobility opportunities for staff;
- Enhance career development opportunities for staff;
- Create a more mobile and flexible workforce to enable the best use of skills and resources;
- Enhance the university’s prospects of retaining high quality staff.
- Are committed to their own career development;
- Are able to assume new or different responsibilities;
- Wish to take the initiative to show that they are ready to learn new skills.
- Build skills needed to improve career advancement prospects;
- Enhance existing skills and to learn new skills;
- Find a better career match;
- Gain greater job satisfaction;
- Generate new enthusiasm & learning;
- Add new challenges to their job;
- Try out new skills for career development;
- Develop both professionally and personally;
- Gain a greater understanding of the University Community;
- Bring back new perspectives on returning to their position;
- Provide an opportunity for someone to explore another area without making a permanent change.
- Develop a skilled adaptable and flexible workforce;
- Enhance recruitment and retention as a result of offering career development opportunities;
- Improve employment flexibility;
- Retain a talented internal pool of staff for future job openings;
- Improve communication and relationships between work areas as a result of staff movements;
- Reduce turnover of staff leading to lower costs;
- Gain a staff member who already has good working knowledge of the University.
- Short term vacancies in the university due to staff being on leave (for example Leave Without Pay, Long Service Leave, Parental Leave);
- Periods before a vacant position is filled substantively;
- Where appropriate, two or more members of staff may swap jobs for a defined period;
- New projects to which staff may be temporarily allocated.
- Identify suitable vacancies as they arise and advise on appropriate placements of staff on the Programme;
- Hold a register of Programme participants;
- Work with releasing and receiving managers to ensure a smooth transition into the new role and back to the substantive position at the end of the placement;
- Assist releasing managers with replacement arrangements by referring other mobility participants if available;
- Increase awareness of job opportunities within the University;
- Be available to staff and managers should any issues arise during the placement.
- Identifying the benefits of the move for themselves and the University;
- Actively managing their career development;
- Identifying how the placement relates to their career direction;
- Increasing their skills and experience;
- Striving to provide a high level of performance.
- Encourage and support staff in their career development aspirations where possible;
- Be prepared to negotiate suitable release times of their staff;
- Make appropriate arrangements for backfilling positions;
- Negotiate with receiving managers regarding provision of funds for leave taken during or after placements;
- Communicate expectations about the placement with their staff member and the receiving manager.
- Allow adequate time for recruiting through the Mobility Programme;
- Arrange to interview applicant(s) for the Mobility placement;
- Negotiate release times with the releasing area;
- Arrange induction and set performance expectations for the placement;
- Provide honest and clear feedback and assessment during and after the placement period;
- Ensure that they acknowledge and recognise good performance;
- Negotiate with releasing managers regarding provision of funds for leave taken during or after the placement period.
- Their desire to participate in the Programme;
- Their availability for release;
- What they hope to gain by participating in the Programme;
- What the benefits are for the individual, their section and the University.
PolicyThe University of Western Australia is committed to providing career development opportunities for staff through the Mobility Programme. A coordinated approach to mobility has the dual benefit of enabling staff to develop their skills and abilities and assisting managers to fill short term vacancies with experienced University staff. Providing career development opportunities supports the University’s goal of attracting, developing and retaining high quality staff. This policy will apply in conjunction with the University’s Human Resource policies.
OverviewWhat is the Mobility Programme?The Mobility Programme provides an opportunity for staff to register their interest in taking up a fixed term transfer to another work area for a period of normally between 3 and 12 months to broaden their skills and experience. Objectives of the ProgrammeThe objectives of the Programme are to: Who does the Programme apply to?The Mobility Programme is for full and part time general staff of all levels who: Applicants for mobility would normally have completed twelve months in their current position. Fixed Term Contract staff are eligible to apply for the Programme, although the mobility placement would not normally extend beyond the term of their current contract. A change in employment conditions may not occur as a result of a mobility placement. Fixed Term or temporary staff may not obtain permanency without undergoing a competitive selection process. If a staff member is undergoing a formal process for unsatisfactory performance or subject to disciplinary proceedings, they will not be eligible to apply for the Mobility Programme until the issue has been resolved. What are the benefits of the Programme?There are a number of benefits for staff and for managers. Benefits for the Individual may include the opportunity to: Benefits for managers and the University may include the opportunity to: Identifying positions suitable for fixed term placementsThe HR Mobility Officer will identify suitable vacancies that arise, these may include: Managers may contact the HR Mobility Officers if they have a fixed term vacancy to fill to see if there is a suitable person available on the mobility register. Staff exchanges and placements with other organisations can also be arranged by the HR Mobility Officer. External placements will be in accordance with the Staff Exchanges and Placements with Other Organisations policy.
ResponsibilitiesHR Mobility OfficerThe role of the HR Mobility Officer is to: StaffStaff are responsible for: ManagersThe role of the Releasing Manager is to: The role of the Receiving Manager is to:
The Mobility ProgrammeHow to apply for the Mobility ProgrammeStaff who are eligible may apply for the Mobility Programme by submitting an application form which is endorsed by their manager. They will need to discuss with their manager: Nominations may occur as part of the Professional Development Review Process and also may occur at other times during the year. There should be a joint discussion and agreement with a clear idea of the type of role the staff member is interested in moving to and what skills and experience they hope to gain. The next stage is to complete an Application for Mobility Programme form. The form will be available on the Employee Self Service (ESS) or alternatively on the Human Resources website. The application will need to be submitted via ESS with a current resume; or a completed application form along with a current resume via email to the HR Mobility Officer at hr_mobility@admin.uwa.edu.au While every effort will be made to find a suitable placement for all applicants, being registered on the Programme does not guarantee that a placement will be made. Staff will remain registered for one year or until a placement has been made (which ever is the lesser period). If a staff member has not been placed within a year, they should reconfirm support from their manager and inform the HR Mobility Officer of their continued interest in being registered for the Programme. ApprovalsStaff will require approval from their manager to participate in the Programme. If a manager does not support a mobility request, without good reason, the staff member may seek resolution from the next level of management. How selections are madeThe HR Mobility Officer will advise mobility participants when placement opportunities become available and refer suitable applicants for the placement opportunity. Referrals for placement opportunities will be made by matching a person’s skills and interests for development with positions that arise. The manager interviews all suitable applicants, conducts referee checks and makes a selection. It should be noted that the Mobility Programme does not replace the Recruitment and Selection process. It is generally intended to provide short term development opportunities for staff. Length of placementsThe length of a placement may vary between 3 and 12 months depending on the requirements of the position. Should the placement extend beyond 12 months it should meet the guidelines of fixed term appointments. Any extensions must be negotiated with all parties involved and approved by the releasing manager. Level of placementGenerally placements will be made at the staff members substantive level, however, this does not preclude placements at a higher level. Any placements made at the higher level will be paid in accordance with the policy for Higher Duties Allowance. If a higher level position becomes available as an ongoing opportunity, the position must be advertised in accordance with the University’s Recruitment and Selection policies. Where there is a distinct advantage from a developmental perspective, for an individual to take up a lower level position in another area, the releasing manager may agree to maintain the individual’s salary at their substantive level. Managers may consider this option where they can see a clear advantage for doing so. EntitlementsReceiving areas are generally expected to honour any commitments previously agreed and negotiated on behalf of the staff member. This includes booked leave, salary progression, flexible work arrangements or enrolments in training courses. All entitlements must be clearly outlined with the receiving area prior to commencing a placement, to ensure that they will fit with the operational requirements of that area. A checklist of items for discussion is included in the Managers Information Pack. Leave entitlementsPro rata Leave accrued during a placement will be paid for by the receiving area. Pro rata Leave accrued during a placement can be taken at an agreed time during or directly after the placement. If this is not convenient, then funds may be transferred to the releasing area on the staff member’s return to the substantive position to allow for this leave to be taken at a later date. Release TimesRelease times are negotiated between the releasing and receiving areas. A graduated release may be negotiated to allow for adequate handover for each position. Managers will need to be mindful when recruiting resources through the Mobility Programme to allow sufficient time for handover and to allow the releasing area to make appropriate back fill arrangements. InductionAn induction should take place at the commencement of the position. The purpose of this meeting is to discuss the position, performance expectations and to identify any training requirements. TrainingGenerally training will take place on the job. This would be supplemented by support and coaching from the supervisor and/or team members as appropriate. Where a need is identified to develop additional skills, a manager may nominate a staff member to attend a specific training course. End of the placementAt the end of the mobility placement the staff member returns to their substantive position. Managers and staff will be asked to complete a short questionnaire to see what has been gained from the placement and provide any suggestions to improve the Programme.
References
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