TECHNICAL GRADE 4 - Swansea University

TECHNICAL
GRADE 4
GUIDANCE
The following is a role profile created using the HERA job evaluation
scheme. There are 14 elements to the profile and each element contains a
‘requirement’. Some elements contain ‘possible a)’ and some will also
contain ‘possible b).
The ‘requirements’ are an integral part of the job and all role holders are
expected to meet the ‘requirements’. The ‘possible a) and ‘possible b)’ may
or may not be part of the job (see note below) – it was necessary to have
two possible categories to enable accurate job sizing and to allow for
inevitable differences between jobs, which whilst being important, are not
necessarily of sufficient significance to require an up-grading to a different
profile.
A written description is given for the level of ‘requirement’ of each
element. This is followed by a number of examples of both the
‘requirements’ and the ‘possibles’. It is not practicable to give an
exhaustive list of examples and these should be used to assist in
identifying and defining the level that is being referred to, eg, to assist in
defining what level of communication is included in ‘straightforward
communication’.
*NOTE: For Planning and Organising Resources ‘possible a)’ is an
alternative ‘requirement’ rather than and additional to the requirement.
ROLE DESCRIPTION:
This role will require all that is involved in Technical Grade 3, but will
build upon that role. The areas of growth will vary from job to job, but
jobs at this level are likely to demand more in the way of use of initiative
and ability to work with minimum supervision.
The role holder will be expected to prioritise their own work where the
priorities are not known (routine) and to make decisions of a
straightforward nature without reference to others. It is likely that the
role holder will be regarded as an experienced member of the team who
will encourage and to some extent assist/guide less experienced team
members
The role holder will be expected to fulfil all of the requirements achieving
a score of 208 and at sufficient of the ‘possibles’ to total a score of at least
6.

COMMUNICATIONS
Oral communication:
Covers communication in both informal and formal situations.
REQUIREMENT: Communicating straightforward information in a clear and
accurate manner will be an integral part of this role and will be required on a daily
basis.
EXAMPLES:
• Explaining the use of straightforward equipment.
• Providing straightforward information to colleagues or others – this may include
information which requires a precise and specialised knowledge relevant to the
area that the role holder is working in.
• Discussing work priorities with a supervisor/line manager.
• Dealing with telephone calls – taking messages.
• Giving/receiving straightforward instructions relating to work systems.
POSSIBLE A) There may also be an occasional (at least monthly, but not daily)
need to communicate information that needs careful explanation or interpretation to
help others understand, taking into account what to communicate and how best to
convey the information to others. Communication that:
(i.) requires considerable consideration as to the format and language used;
and/or;
(ii.) clarifies complicated issues;
and/or
(iii.) employs a range of language over and above that found in standard everyday
usage;
EXAMPLES:
• Explaining matters that are specialist and require the use of language over and
above that found in everyday usage.
• Making presentations involving explanations of specific topics to those who
do not have a high level of familiarity or knowledge of those topics.
• Ordering specialist equipment where there is a need to discuss technical
specifications with the customer and/or the provider.
• Explaining complicated/involved procedures.
• Persuading colleagues to adopt a viewpoint.
• Providing feedback or resolving conflicts where some tact and diplomacy are
required.
• Explaining a report on cost or operational implications of a decision.
• Conducting job (or similar) interviews.
REQUIREMENT ACC 12
POSSIBLE A) ABC +8

Written or electronic communication and visual media:
Covers communication in both informal and formal situations.
REQUIREMENT: The role holder will be expected to deal with the written word
as a constant part of their job. This may be in the form of e/mails, memos, reports,
instructions/manuals or other documents, but will be of a straightforward nature.
EXAMPLES:
• Use of e-mail to provide and receive straightforward information.
• Writing messages, eg telephone messages, for others.
• Following straightforward instructions from colleagues.
• Reading and understanding information/instructions relating to straightforward
equipment/machinery usage.
POSSIBLE A): There may also be an occasional (at least monthly, but not daily)
need to communicate information that needs careful explanation or interpretation to
help others understand, taking into account what to communicate and how best to
convey the information to others. Communication that:
(iv.) requires considerable consideration as to the format, tone and language used;
and/or;
(v.) clarifies complicated issues;
and/or
(vi.) employs a range of language over and above that found in standard everyday
usage;
EXAMPLES
• Providing written information relating to machinery/equipment that requires
the use of specific language over and above that found in everyday usage.
• Drafting short factual reports.
• Providing written instruction on how to use complicated
machinery/equipment that requires careful use of language to convey
technical matters to those who may have little understanding of such issues.
REQUIREMENT ACC 10
POSSIBLE A) ABC +7

PASTORAL CARE AND WELFARE
Covers the welfare and well being of students and staff within the institution, in both
informal and formal situations. This may include the need to be aware of the support
services available; giving supportive advice and guidance; and counselling others on
specific issues.
REQUIREMENT: It is expected that any member of staff of the university will show due
care to colleagues and students, but it is not part of this role to have any specific
responsibility for the pastoral care and welfare of others.
REQUIREMENT BCC 13

TEAM DEVELOPMENT
Covers the development of the skills and knowledge of others in the work team. This
may include the induction of new colleagues; coaching and appraising any individuals
who are supervised, mentored or managed by you; and giving guidance or advice to
one’s peers or supervision on specific aspects of work.
REQUIREMENT: Assistance in training and guiding new members of staff who join the work
team, is likely to be an occasional part of the job.
EXAMPLES
• Showing a new member of staff around the workplace
• Showing a new member of staff any system or procedure that is relevant to the particular
area of work.
POSSIBLE A):
The role holder will also (in addition to the above requirement) be required to either:
(a.) Assist in training and guiding new members of staff who join the work team on a frequent
(at least monthly) basis. (see above for examples).
OR
(b.) Be involved in support/guidance that will be on-going for at least a month.
EXAMPLES
• Teach someone how to use a specialist piece of software.
• Assist someone in learning an involved procedure or system.
REQUIREMENT BCC 14
POSSIBLE A) ACC +9

TEAMWORK AND MOTIVATION
Covers team work and team leadership when working in both internal and external
teams. This may include the need to contribute as an active member of the team;
motivating others in the team; and providing leaderships and direction for the team.
REQUIREMENT: The role holder will generally have easy access to a supervisor/line
manager who will manage and lead the team and involvement in the team will be to be an
active and willing participant, co-operating and working with colleagues.
EXAMPLES:
• Working with colleagues to complete a task.
• Working on a daily basis with colleagues to ensure that standard deadlines are met, eg,
that specialist equipment is set up ready for use by others for a specified day and time.
• Contributing to team discussions, perhaps at a team meeting.
• Assisting a colleague to complete a task to a particular deadline without instruction to do
so – this is in a situation where a colleague is clearly overloaded and struggling with a
particular situation or on a particularly busy day.
There will be some requirement to work in a self-directed manner and co-operate, support
and encourage colleagues without the need for instruction to do so. Have constant
involvement in team matters, giving guidance and support to less experienced members of
the team.
EXAMPLES:
Some element of identifying what is urgent and ensuring that it is dealt with as a priority, or
project management where it is necessary to identify the correct order of work and allocate
work to colleagues, who the role holder does not line manage.
REQUIREMENT ABDDD 9

SERVICE DELIVERY
REQUIREMENT: The role holder is likely to be responsible for providing a service,
where the standard and requirements of the service will be clearly established by others.
The role holder may be required to ascertain straightforward facts or information in order
to provide the required service.
• Responding to a request for information or assistance.
• Contributing to the role holder’s area/section/department providing an efficient and
effective service – this may involve ascertaining the requirements of an individual in
relation to a particular activity or task.
• Contributing to team meetings and discussions with ideas that will improve the
efficiency of the area or work or resolve particular problems that are arising.
EXAMPLES:
• Ascertaining what audio visual equipment is required by a user – establishing what
they want to do and advising as to the right equipment for the situation.
• Ascertaining what equipment needs to be set up ready for an experiment to be
conducted.
REQUIREMENT: ADD 20

PLANNING AND ORGANISING RESOURCES
Covers organising, prioritising and planning time and resources, be they human,
physical or financial. This may include planning and organising one’s own work;
planning work for others on day-to-day basis, planning individual tasks or projects;
carrying out operational planning; and planning for the coming years.
REQUIREMENT: In the main role holder will work to a given plan.
EXAMPLES:
• Organising a meeting – checking others’ availability and booking rooms/equipment.
• Ensuring that deadlines are met, eg, ensuring that equipment is set up in order for an
experiment to be conducted at a particular time.
*There will also be some need, although this will not be a predominant requirement, to deal
with tasks, which, whilst they may be standard and frequently occurring, are not routine. A
need to plan, prioritise and organise own work or resources to achieve agreed objectives.
This will include dealing with activities/enquiries/incidents, as and when they arise, without
constant reference to a line manager or supervisor.
EXAMPLES:
• Recognising work that is urgent and needs to be prioritised.
• Decide when and how to respond to requests for information or assistance
• Decide when to order replacement stock
• Ensuring that deadlines are met.
• Ensuring that data is input into a data system in a timely fashion.
• Ensuring that other systems and procedures are carried out, as and when required.
POSSIBLE A)
The role holder may be required to work at the standards indicated above (from the point of
the asterisk) on a daily basis and as a predominant part of the job.
REQUIREMENT ABDDD 9
POSSIBLE A) DADDD +11

INITIATIVE AND PROBLEM SOLVING
Covers identifying or developing options and selecting solutions to problems, which
occur in the role. This may include using initiative to select from available options;
resolving problems where an immediate solution may not be apparent; dealing with
complex problems; and anticipating problems which could have major repercussions.
REQUIREMENT: There will be a need to solve standard day-to-day problems. These
will be straightforward problems with limited options and/or frequently occurring
problems where the solution is known.
The role holder will be required to use initiative to resolve everyday situations where the
consequence of any action taken will be limited.
• Using initiative to make suggestions to others on how to deal with a situation which is
clearly causing a problem within a work area.
• Dealing with someone who is being a little difficult or making a complaint.
• Dealing with a piece of machinery that is not working. Ascertaining whether it is a
problem that can be easily solved or something that requires summoning assistance.
POSSIBLE A): There may, from time to time – perhaps when standing in for a colleague
- be some need, to resolve problems that are predictable but do not occur very frequently.
The range of choices is defined, for example, by a set of procedures or guidelines or by
training and application of knowledge.
EXAMPLES
• Ascertaining why an IT system has failed and establishing a remedy.
• Advising a line manager that colleagues are not happy with audio visual equipment
that the team is providing, because it is difficult to use and suggesting an
alternative.
• Advising a colleague (who has responsibility for the labs) that difficult situations
are arising in the lab because groups of students are arriving at the same time
wanting to use equipment that is in limited supply and suggesting that students
should be required to book equipment to avoid stress and disagreement.
REQUIREMENT ADDD 8
POSSIBLE A) ACDD +1

ANALYSIS AND RESEARCH
Covers investigating issues, analysing information and carrying out research. This
may include following standard procedures to gather and analyse data; identifying and
designing appropriate methods of research; collating and analysing a range of data
from different sources; and establishing new methods or models for research, setting
the context for research.
REQUIREMENT: The role holder will be expected to establish the basic facts in
situations, which require further investigation, and inform others if necessary.
EXAMPLES:
• Establish what audio visual equipment is required for a presentation.
• Establish what equipment is required for an experiment.
• Establish why a piece of equipment is not working – is it a problem that is easily
solved or will require an expert.
POSSIBLE A): There may be a need to gather data from a variety of sources. At
this grade this will be important, but not predominant.
• Keep particular data on a data/spreadsheet to provide others with information,
eg, monitoring resource usage. This will involve some understanding of the
data and how to manipulate it in order to provide certain specified information.
• Seek information out from a variety of sources as per the requests of others, eg,
conducting a web search for some specified information.
REQUIREMENT ADDDD 7
POSSIBLE A) ABDDD +2

WORK ENVIRONMENT
Covers the impact the working environment has on you and your ability to respond to
and control the environment safely. This may include such things as the temperature,
noise or fumes, the work position and working in an outdoor environment.
REQUIREMENT: The role holder will generally work in a stable environment, eg
an office.
POSSIBLE A) The role holder may have some (this will be important, but not
predominant) responsibility for managing the impact of the environment on the work
or safety of other people where normally the degree of risk or level of hazard is
obvious.
EXAMPLE:
o Setting up equipment for self or others to use, ensuring that this
complies with general health and safety standards.
o Working in a laboratory / workshop using potentially hazardous
equipment
REQUIREMENT: ACC 19
POSSIBLE A) ABC 4

LIAISON AND NETWORKING
Covers liaising with others both within and outside the institution and creating
networks of useful contacts. This may include passing on information promptly to
colleagues; ensuring mutual exchange of information; influencing developments
through one’s contacts; and building an external reputation.
REQUIREMENT: There is no requirement for the role holder to have contact with
people outside of their work team.
POSSIBLE A): It is highly likely that the role holder will liaise with persons outside of
their work team. This will be for the purpose of passing on information promptly to
ensure that work is done effectively.
EXAMPLES:
Contact with others (must be people from outside of the work team, for work related
reasons)– this could be any information, who it needs to be passed to and when will be
established by others or by routine/practice, eg, a member of staff in Personnel ringing a
member of staff in Finance, every Friday, to tell them how many leavers there are.
Networking is not an expected requirement at this grade
REQUIREMENT: EEEE 7
POSSIBLE A): DEEE +1
DEFINITIONS:
LIAISON – contact with persons outside of the role holder’s work team, with the aim
of imparting or receiving specific information.
NETWORKING – contact with persons outside of the role holder’s work team for
the purposes of share information/knowledge/best practice within a field/area of
work/specialism for the benefit of the job.

DECISION MAKING
Covers the impact of decisions within the institution and externally. This may include
decisions which impact on one’s own work or team; decisions which impact across
the institution; and decisions which could have significant impact on the longer term
within or outside the institution.
REQUIREMENT: The role holder will be involved in decision making of a
straightforward nature, that is, that which can easily be amended and have little
effect beyond the immediate area of work. At this grade such decisions will be made
independently and there will be an expectation that the role holder will assist less
experienced colleagues with decision making at this level.
EXAMPLES:
• Deciding when to hold a meeting.
• Spending petty cash, or buying low cost items within a local budget.
• Choosing stock from a preferred supplier’s list, perhaps to recommend to a
colleague.
• Deciding whether to deal with a complaint or refer it on to someone else.
• Deciding whether or not a specialist is required when a piece of machinery is
not working.
REQUIREMENT: DDE 17

TEACHING AND LEARNING SUPPORT
Covers the development of the skills and knowledge of students and others who are
not part of the work team. This may include providing instruction to students or
others when they are first using a particular service or working in a particular area;
carrying out standard training; and the assessment and teaching of students.
REQUIREMENT:
Teaching those outside of the work team is not part of this role
POSSIBLE A) It is possible that the role holder will occasionally be involved in
straightforward demonstrations or explanations given on a routine basis.
EXAMPLES:
• Explaining straightforward procedures such as how to use a piece of equipment.
• How to set up a straightforward experiment.
REQUIREMENT DDDD 10
POSSIBLE A) CDDD +2

SENSORY AND PHYSICAL DEMANDS
Covers the sensory and physical aspects of the role required to complete tasks. This
may include physical effort, co-ordination and dexterity; using aural evidence to
assess next actions; applying skilled techniques and co-ordinating sensory
information; and high levels of dexterity where precision or accuracy is essential.
REQUIREMENT: The use of a computer for more than 50% of work time or that
some use is made of a variety of software over and above e-mail, or that the role
holder will be a proficient typist who is expected to produce accurate and presentable
letters, documents and reports at a quick speed.
EXAMPLES:
• Learn to use a specialist tool or piece of equipment (eg, microscope, test rig
or printing) and use it effectively.
• Use audio-visual and other presentational equipment.
• Using a fairly complicated (something that requires considerable usage and
training to become a proficient user) piece of software that is specific to an
area of work.
REQUIREMENT: C 18

KNOWLEDGE AND EXPERIENCE
Covers the relevant knowledge needed to carry out the role, however, acquired,
whether this is technical, professional or specialist. This may include the need for
sufficient experience to carry out basic, day-to-day, responsibilities; the need for a
breadth or depth of experience to act as a point of reference for others; and the need to
act as a leading authority in one’s field or discipline.
REQUIREMENT: At this grade the role holder will be expected to have some
knowledge of professional or technical practice. S/he will be expected to undertake
practical or theoretical training leading to a certificate and to undergo periodic
refresher and up-dating training,
EXAMPLES:
• Know how to program a computer.
• Be able to interpret rules, procedures and regulations and provide advice to
others on how they should be applied.
• Basic management skills
REQUIREMENT D 35