ADMINISTRATIVE FUNCTION REVIEW (AFR)

QUESTIONS & ANSWERS

 

1.  What is the AFR?

The Administrative Function Review (AFR) is an initiative that is being undertaken to ensure classification consistency of the executive/administrative assistant jobs (CR03, CR04, AS01, AS02, AS03) across the Agency through the application of newly developed generic work descriptions. 

 

2.  What is the focus of the AFR?

The focus is to review jobs having general administrative functions that provide executive/administrative services (e.g. agenda management, human resources, budget management/tracking, travel arrangements, etc.) to a manager (regardless of level). 

 

3.  Why was the Review necessary?    

This Review is in response to an immediate need to ensure that all CBSA employees performing related functions are on the same footing and that their work is valued fairly.

 

4.  What if an employee provides administrative services directed toward a program?

Functions that provide administrative services directed toward a program are not within the present scope of the Review.

 

5.  What is a generic work description?

A generic work description is a work description that describes the work assigned to a number of similar or identical positions at the same occupational group and level.  A generic work description can describe similar or identical work across organizational boundaries.

 

6.  What are the benefits of generic work descriptions?

Grouping similar jobs into a streamlined generic work description allows the CBSA greater flexibility in staffing. It also provides employees with increased job mobility.  By reducing the number of jobs specific to regions, the new generic work descriptions (jobs) will create more consistency across the CBSA.

 

7.  Who wrote the new AFR generic work descriptions?

An external consultant was hired by National Organization & Classification Division and was responsible for reviewing the existing work descriptions for all the administrative type jobs in each region and to draft a generic work description for each group and level (CR03, CR04, AS01, AS02, AS03).   

 

8.  Who reviewed the new generic work descriptions for accuracy?

A working group was formed in each region that consisted of management and employee representation.  The AFR Team Lead in National Organization & Classification Division sent the draft generic work descriptions to each group for consultation and feedback.  All regional feedback was reviewed/considered by the AFR Team Lead and work descriptions adjusted accordingly.

 

9.  Who decided which jobs were to be included in this Review?

If the new generic work description accurately reflects the work currently being performed, then Management in each region made the decision to “map” it to the new generic job (i.e. the positions on the existing job will be moved to the new generic job.  The old job will then be deleted).

 

10.  What happens if a job doesn’t get “mapped” to the new generic job?

Work descriptions for jobs that will not be mapped to a new generic work description will remain as is.  It will then be Management’s responsibility in each region to review/update (when necessary) the work description for the existing regional job and forward it to National Organization & Classification Division to be classified through the normal evaluation process. 

 

11.  Is there a possibility that a job be reclassified with AFR?

The intent of the AFR is to maintain the current group, level and reporting structures of the jobs included in the review.  This initiative is a review and update of work descriptions and as such there will be no job reclassifications.

 

12. When will the AFR be implemented?

If all goes according to plan, the generic jobs will be in place by the end of February 2009.  

 

13. When will employees receive their new work description?

Employees will be receiving their new work description from their manager once the new generic jobs are in place and positions have been moved to the new generic job.

 

14. Do I need to sign my new work description?  Why?

Employees are being asked to sign their new work description as a means of acknowledging receipt of the document.  The signed copy of the work description will then be retained on file.  An employee’s signature on the work description does not in any way signify an employee’s approval of the content of the work description.

 

15. What if an employee doesn’t agree with the content of the work description?

Under the collective agreement, “an employee may present a grievance to the First (1st) Level of the procedure in the manner prescribed in clause 18.05 not later than the twenty-fifth (25th) day after the date on which he or she is notified orally or in writing or on which he or she first becomes aware of the action or circumstances giving rise to the grievance.”

 

 

16. What if an employee doesn’t agree with the classification of the work description (group and/or level)?

An employee can file a classification grievance.  The deadline for presenting a classification grievance is 35 days after the day on which an employee receives notification or, where the employee has not received such notification, after the day on which he or she first becomes aware of an action or circumstance affecting the classification of his or her position.