Job Analysis Job Description Job Job Title Specification Job Location Qualifications Job Summary Experiences Reporting To TrainingsWorking Conditions Skills Job Duties ResponsibilitiesMachines to be used Emotional Characteristics Hazards Sensory Demands
WHAT IS A JOB DESCRIPTION? Defines the essential function of a job as well as worker requirements for successful job performance. (Aganon, 2008) A formal statement of duties, qualifications, and responsibilities associated with a job. A document that tells employees where their position fits within the department and within the organization
WHAT ARE THE MAJOR COMPONENTS OF AJOB DESCRIPTION?Job Title A brief description (1-3 words) of the job which reflects the content, purpose, and scope of the job, and is consistent with job titles of similar jobs at the Company.Position Defines the purpose of the job and summarizes the duties andSummary responsibilities of the job Education Required – Designates the minimum level and type of education needed to be successful at the job as well as any acceptable substitutions (i.e. additional experience in lieu of the required degree).Job Experience Required – Designates the minimum level and type ofRequirements & experience needed to be successful at the job as well as anyQualifications acceptable substitutions (i.e. additional education in lieu of the required experience). License/Certification Required - Designates any licenses or certifications necessary to do the job (i.e. Bus Driver must have a valid Texas Driver’s License). Other Skills Required - List any skills, abilities, or knowledge that an incumbent must have to be successful in the job.
WHAT ARE THE MAJOR COMPONENTS OF AJOB DESCRIPTION?Supervisory Describes:Responsibilities • The supervision exercised by the position • The number, type, and titles of employees supervised • The hire/fire authority of the job incumbent • The supervision or guidance the position typically receives (general direction, close supervision, etc.)Fiscal Describes the level and type of budgetary or financial responsibilities of theResponsibilities position.Internal/ External Describes the nature of contact, the people contacted, and the extent toContacts which the incumbent has / makes contact with others within and outside of the Company.Physical Demands Describes the type, intensity (how much), frequency (how often), and duration (how long) of physical demands or mental capabilities required by the job.Working Conditions/ Describes irregular or unusual work schedules and any conditions of theEnvironment physical environment that an employee may find unpleasant or hazardous.Job Duties/ Conveys the job expectations, role, and scope by describing the essentialResponsibilities tasks, duties, and responsibilities of the job.
COMPETENCY-BASED JOB DESCRIPTION Apart from the list of duties assigned to a position, the skills and behaviors required to successfully perform these duties are also included. Enables the recruiters to fully describe job requirements Helps supervisors adequately explain areas for improvement during reviews Lets employees understand skills they must acquire if they are interested in other positions within the organization.
ERRORS AND CONSEQUENCES OF POOR JOBDESCRIPTIONS Exaggerates or downplays the importance of the job. Lists qualifications that are not really needed for the job Underestimates the qualifications necessary to be successful on the job Job description is out-of-date because the job has changed Candidates without proper qualifications may be hired.
ERRORS AND CONSEQUENCES OF POOR JOBDESCRIPTIONS Recruitment and retention problems may occur because the employer is not accurate in their assessment of the qualifications necessary to successfully perform the job Prospective and current employees may not have an accurate perception of the job’s duties and responsibilities and may experience performance problems or problems with prioritization.
TIPS IN WRITING JOB DESCRIPTIONS Be specific and direct to the point. Use clear and concise language. Use non-technical language as much as possible. If technical words cannot be avoided, be sure to define them. Be brief and avoid unnecessary words. Use simple sentences. Use action words (example: directs, supervises, calculates, calls applicants, etc.) Always use present tense. Whenever possible, describe the desired outcome of the work rather than the method accomplishing that outcome.
TIPS IN WRITING JOB DESCRIPTIONS Avoid words such as “handles” that do not tell specifically what an employee does. Use generic terms (e.g. photocopying machine) instead of propriety names (e.g. Xerox). Avoid using gender-based language. Qualify whenever possible. Group tasks with common purpose or objectives into categories. Some do this by key result areas.
OTHER RESOURCES Use secondary sources – research (Google it) Have incumbent draft a job description Contact Human Resources D.O.T. Dictionary of Occupational Titles - http://online.onetcenter.org/
JOB DESCRIPTION FORMATS Please refer to your hand outs
WHAT IS JOB PROFILING The job profile outlines the details of an employees job. These are the key components that you hired the employee to accomplish. In a straight-forward, actionable format, the job profile presents a picture of an employees key job duties. A job profile allows more latitude for current goals and expectations.
IN SUMMARY…. Training & Performance Recognition &Recruiting Employee Compensation Discipline Management Awards Development