Making a change to an existing position or post
To ask for changes to a post/position, for example to the hours or location, converting a fixed term post to permanent etc. you will first need approval to make the change. Current approval requirements are set out in the “What is the Vacancy Control process?” frequently asked questions in the Resourcing – Approvals section and you should seek approval using the Vacancy Control and Minor Variations request form.
If you are not sure whether the change to the position requires approval, ask your Resourcing Manager.
Once you have received the necessary approval (this is normally in a confirmation email from HR containing an approval reference) complete a position amendment form and email it to HR Services using the email address on the form. HR Services will make the change to the position on SAP and notify you when this has been done. If you need the details of a position changing before you advertise it, make this clear in the title when you email the form to them, to ensure it is prioritised. Note that you will usually need to have obtained approval to change a position before HR Services will make the change. Use the Vacancy Control and Minor Variations request form to seek approval, sending it to the inbox on the form.
Changing the details of a position is a 'minor variation'. Information on approval requirements is available in the “What is the Vacancy Control process?” frequently asked questions in the Resourcing – Approvals section. If you are not sure whether the change to the position requires approval, ask your Resourcing Manager. If you are changing the job title or grade of the position, you must have sought advice from your HR Business Partner first to ensure alignment to the council's pay structure and any wider implications have been taken into account, e.g. the impact on other employees or parts of the structure. For more advice on reviewing the grade, job title or responsibilities of an existing post, please talk to you HR Business Partner.
Finding a position number
You can find position numbers for all the posts within your hierarchy, including vacant posts, in a few clicks in Manager Self Service on Workplace.
In the green banner at the top click on 'BW reports', then look for 'Staff and positions combined' in the list of reports on the left-hand side and click on it. This will give you a list of all the posts and vacancies within your hierarchy, as well as current and previous occupants. Scroll to the right to see occupants. You don't need to add any dates or other information, but there is a mini guide on Our Derbyshire if you need more guidance.
How to see vacancies in my team
You can see all the posts within your hierarchy, including vacant posts, in a few clicks in Manager Self Service on Workplace.
In the green banner at the top click on 'BW reports', then look for 'Staff and positions combined' in the list of reports on the left-hand side and click on it. This will give you a list of all the posts and vacancies within your hierarchy, as well as current and previous occupants. Scroll to the right to see occupants. You don't need to add any dates or other information, but there is a mini guide on Our Derbyshire if you need more guidance.