Students Staff
University of Essex

July 20, 2016

Organisation Structure

Filed under: Developing Excellence,People Management — Tags: , , , , , — Seryan Mustafa @ 10:13 am

What is ‘organisation structure’?

The organisation structure is the backbone of our University. It gives details of the departments and jobs in which people work, and their relationship to each other.

A clearly mapped structure allows the University to highlight vacant positions and those to which we are recruiting; this helps us to understand how changing certain jobs can impact other people and their jobs. It also enables the University to estimate financial staffing costs both now and in the future.

A clear and well planned organisation structure helps us create a robust plan for a successful future.


People Supporting Strategy

People Supporting Strategy

Why do we need it?

In order to present an accurate picture of the University of Essex, the structure is recorded centrally on the core HR and Payroll system, iTrent.

If iTrent does not accurately reflect the University structure, some of the fundamental people processes, such as annual leave booking or sickness recording, will not work. This doesn’t just affect Finance or HR but could also affect you.

The information that we hold is used for a variety of different reasons. At an organisational level, it is used to give us valuable insight into our workforce, for example: how we have recruited people; diversity in the workplace; whether there are pay gaps between groups of staff. We use information to plan effectively, identifying where there are skills gaps or a need for succession planning.

Your information is safe, and is strictly protected through our data protection procedures.

For employees, we need to ensure that they are paid correctly, that their contact and emergency details are up-to-date and so on. Furthermore, when a new employee starts, we are able to clearly identify who is responsible for them and with whom they should be discussing concerns or taking direction. In the same way, those with responsibilities must know who reports to them.

An accurate organisation structure will enhance efficiency and ensure the security of our people processes. Allowing technology to take the strain out of time consuming, yet vital people-based processes, will give us more time to focus on the student experience.

What changes do HR need to know about?

There are key points during the employee life-cycle during which a structure change is evident:

  • Someone joining the University
  • Someone leaving the University
  • A restructure or change of hours

Other changes that may occur are:

  • Change of reporting manager
  • Change of job title
  • Salary changes (such as HERA)
  • Change of direct reports

In order to capture these key contractual changes, new forms have been introduced to ensure the structure is updated accordingly and in a timely manner. There is a new change form, leavers form, as well as updates to the appointment form. By utilising the different forms, we can ensure that all the necessary information is provided to maintain the structures within iTrent, and that the people processes remain effective and secure during a period of change.

How does this affect you?

The new change form and leavers form must be used to inform HR of changes to the structure, as well as changes to payments. You can read more about these forms in our Organisation Structure Guidance.

HR shall be proactively working with all departments to support the maintenance of the structure, including identifying vacant posts that no longer need to be on the organisational structure.

If you wish to discuss the use of the forms, or have any questions, please contact either your link HR Manager or email


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