Here at our Co-op we want to develop our colleagues and support them to move into different roles around the business. The types of internal moves available to colleagues are:

  • Secondment - a temporary move for a defined period to another role. This also includes any development moves
  • Permanent Move – a permanent move into another role
  • Stepping Up - taking on additional responsibilities within your team for a short period of time, at the same or a higher grade, whilst also continuing in your own role

There may be some temporary moves to which this Policy doesn’t apply, such as a Store Manager temporarily moving to another Food store to cover short term absence. If you’re not sure if an internal move is covered by this Policy, speak to your manager.

Secondments and permanent moves

Crucial bits

We will advertise all roles for a minimum of 1 week. This will either be just internally or both internally and externally at the same time. There may be exceptional cases where a manager has already identified a suitable colleague for a secondment. These cases must go through an approvals process, and if agreed may not be advertised. If a secondment role isn’t advertised, then it will be advertised if it becomes a permanent position.

If you’re applying for a secondment or a permanent vacancy, we’d really like you to tell your manager about your application as soon as you can, ideally by the date of the interview. If you get offered the role, you need to tell your manager as soon as possible.

We’ll release you to start any new internal role as soon as we can - the timescales will never be longer than your external notice period. Your manager will always try to agree to your request to go on a secondment, unless it would cause problems for the business, and if we have to say no, we’ll be sure to explain why.

Things to think about

Before moving on to any new role, your current manager will hold an interim performance review with you and give you a performance rating, whatever the time of year. When you start in your new role, you’ll then agree a new set of goals with your new manager. For your end-of-year performance review, your manager will consider your performance in both roles during the year, giving more weighting to the role you’ve been doing the longest, before giving you a performance rating.

  • Secondments

Secondments should be for a meaningful length of time - usually at least three months for operational roles and six months for management roles. They generally will not last longer than 12 months but can do for specific projects.

If you’re on a secondment and the role becomes permanent, it will usually be advertised. However, depending on the situation you may be offered the role without it being advertised if you had an ‘achieving’ rating or above in your performance review during the secondment.

Secondments will always have an agreed end date and you’ll go back to your home role when it finishes. If you’re on a secondment and it lasts for more than 12 months, we may not be able to keep your home role open for you. If this is the case, we’ll talk to you about what this means and what your options are before your secondment is due to end. If your secondment is to be extended, this will need to be approved by your home manager, secondment manager and People team representative.

If you’re on secondment, then your manager will consider the work level/grade of your home role and how much the secondment may be a stretch for you when assessing your performance and adjust the level of expectation if appropriate.

  • Permanent Moves

We usually expect you to have been in your current role for at least six months before you apply for another internal role, but you should’ve at least completed any probationary/training period in the role. We would also expect that you won’t have any live disciplinary sanctions on record or currently be involved in disciplinary proceedings – speak to your current manager if you have any concerns about this. If you have performance warnings on record you may still apply for other roles.

Reward Principles

  • Secondments

If you’re successful in applying for a secondment, we will review your salary to ensure you’re paid appropriately for the seconded role. To do this we’ll consider how much ‘stretch’ the role will give you, how we expect you to perform in the role and how your current salary compares to that of other colleagues in the role. If the seconded role is within the same work level/grade, its is likely that no changes will be needed.

If your current salary doesn’t recognise the additional responsibilities of your secondment role, we may decide to pay you a secondment allowance. If so, the amount of the allowance is likely to be between 5-15% of your basic pay. In exceptional circumstances it could be higher to bring you to the minimum of the work level/grade, or lower if your current salary is already appropriate for the role. Where it’s appropriate we’ll also consider the total reward package of the secondment role. This means that you may not receive a secondment allowance.

Occasionally, a colleague may move to a seconded role that is at a lower work level/grade and pay range. In these cases, the salary should be reviewed and if necessary, reduced to the appropriate position within the new range by applying a deduction secondment allowance. Deduction secondment allowances should only be used in exceptional circumstances. All proposed deduction secondment allowances should be referred to Reward for further guidance.

If you do get a secondment allowance it will be shown separately on your payslip as either ‘Secondment Allowance R’ or ‘Secondment R’. The secondment allowance is taxable and pensionable, but it’s not included for bonus purposes and will stop at the end of your secondment.

If your secondment role meets the criteria for an Essential User car, you’ll get this for the duration of your secondment - see the Essential User Car Policy for more details. If your secondment role is in another work location, you may be able to claim the additional travel costs as expenses – see the Travel and Expenses Policy for more details.

All other terms and conditions and benefits (including funded healthcare) and bonus arrangements will be those that apply to your home role.

  • Permanent Moves

If you are successful in applying for a permanent role, we’ll review your salary to make sure that it’s appropriate for the new role. To do this we’ll consider the salary level expected for fully competent performance (the performance of a fully trained colleague who is experienced in the role), the salary of other colleagues in the same/similar role(s), how we expect you to perform in the role and the value of your total reward package. This means that you may not receive an increase in salary.

If it is appropriate to increase your salary, the amount will depend on the type of move you’re making. If you move to a role in a higher work level/grade any increase is likely to be between 5-15% of your basic pay. If you move within the same work level/grade as your current role any salary increase will be relatively small and is likely to be up to 5% of your basic pay - 10% in exceptional circumstances.

Just so you know, if you move to a role in a lower work level/grade, then it may be necessary to reduce your salary to ensure that you are correctly positioned in the range for the new role.

If you move to a role that has a fixed rate of pay, you’ll automatically move to that rate.

All other terms and conditions, benefits and bonus arrangements will be those that apply to your new role.

Stepping up

Crucial bits

If a stepping up opportunity comes up within your team, your manager will decide whether they think you have the ability and the time to take on more responsibility. If so, they’ll talk to you about the opportunity and agree the arrangements with you. If other colleagues in your team are also suitable, your manager will decide who to offer the opportunity to, thinking about everyone’s performance and development needs.

If the stepping up situation is likely to go on for more than six months then your manager will look at longer-term options, which may include advertising the role as a secondment or as a permanent vacancy. If this happens then the role will be advertised internally for a minimum of one week and anyone will be able to apply through the Internal Jobs Site.

Things to think about

Stepping up opportunities are usually for a minimum of 4 weeks and maximum of 6 months. Whilst stepping up, your main role will stay the same, but you’ll be given additional duties. If you agree to take a stepping up opportunity, we expect that you will carry out the extra responsibilities for the length of time you agree with your manager.

Ideally you will have been in your existing role for at least 6 months before taking on extra responsibilities, but you should have at least completed any probationary/training period in the role.

Reward Principles

If you’re stepping up for more than 4 weeks, you may get a stepping-up payment in recognition of the extra work you’ve taken on. This applies to colleagues in Work Level 6 or Food Store Team Manager and Team Leaders and hourly paid colleagues in Logistics or Funeralcare.

If you’re in any other work level/grade and you’re stepping up for less than 3 months, we’ll recognise this through your performance review. You won’t get a stepping-up payment – unless your contract of employment says otherwise. But if you’re stepping up longer than 3 months, you may get a stepping-up payment.

The amount of any stepping-up payment will consider the salary level for fully competent performance in the role you’re covering and how much additional responsibility and stretch you’re taking on. This means that you may not receive a stepping-up payment.

If you do get a stepping-up payment, it’s likely to be between 5-15% of your basic pay or the stepping-up rate in your contract of employment. If you’re stepping-up to take on additional responsibilities at a higher work level/grade, the stepping-up payment won’t usually be more than the difference between your current salary and the minimum salary level of the higher role.

If you do get a stepping up payment it will be shown separately on your payslip as ‘Stepping Up Allowance NR’. All stepping-up payments will be pro-rated for the period that you’re stepping-up and paid each pay period. The stepping-up payment is taxable and pensionable, but it’s not included for bonus purposes and will stop when you stop stepping-up.

All your other terms and conditions, benefits and bonus arrangements will be those that apply to your home role.

If you need further support

If you have any other questions about internal moves, speak to your manager.

If managers need information about setting up allowances in MyHR, please see the MyHR Guides. If managers need advice they can contact ER Services.