Job descriptions


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Job descriptions

  2. 2. FLOW OF PRESENTATION  Introduction  Definition  Importance  Content  How to write job description?  Purpose of job description  Uses of job description  BY:MANISHA VAGHELA 2m
  3. 3. Continue… DisadvantagesConclusion Review of topic BY:MANISHA VAGHELA 3m
  4. 4. introduction The data collected through job analysis provides the basis for preparing job description and job specifications. Job description is a written description of a job and the types of duties it includes. Since there is no standard format for job descriptions, they tend to vary in appearance and content from one organization to BY:MANISHA VAGHELA 4m
  5. 5. Continue… However, most job descriptions will contain at least three parts: the job title, a job identification section and a job duties section. If the job specifications are not prepared as a separate document, they are usually stated in the concluding section of the job description. Highlight in HRM 1 shows a job description for an HR employment BY:MANISHA VAGHELA 5m
  6. 6. Continue…. This sample job description includes both job duties and job specifications and should satisfy most of the job information needs of managers who must recruit, interview and orient a new employee. Job descriptions are of value to both the employees and employer. From the employees standpoint, job descriptions can be used to help them learn their job duties and remind them of the results they are expected to achieve. BY:MANISHA VAGHELA 6 m
  7. 7. Continue… From the employer’s standpoint, written job descriptions can serve as a basis for minimizing the misunderstandings that occur between managers and their subordinates concerning job requirements. They also establish management’s right to take corrective action when the duties covered by the job description are not performed as BY:MANISHA VAGHELA 7m
  8. 8. definition1. A job description typically is a narrative that identifies a job title, a brief summary of the job, a description of essential job tasks and duties, and all or some of the following elements:• What, where, when and how job tasks are done.• What equipment, machines or tools are used. BY:MANISHA VAGHELA 8 m
  9. 9. Continue…• Minimum skills and qualifications required to perform the job.• Supervision and direction for the position.• How the job interacts with customers, fellow workers, or others.• Job procedures related to the job.• Communications requirements.• Other information required to appropriately define the BY:MANISHA VAGHELA 9m
  10. 10. Continue….2. A broad, general, and written statement of a specific job, based on the findings of a job analysis. It generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the jobs title, and the name or designation of the person to whom the employee reports. Job description usually forms the basis of job BY:MANISHA VAGHELA 10m
  11. 11. importance All employees like to know what is expected of them and how they will be evaluated. Job descriptions can also be a great value to employers. Creating a job description often results in a thought process that helps determine how critical the job is, how this particular job relates to others and identify the characteristics needed by a new employee filling the BY:MANISHA VAGHELA 11m
  12. 12. Continue… A job description typically outlines the necessary skills, training and education needed by a potential employee. It will spell out duties and responsibilities of the job. Once a job description is prepared, it can serve a basis for interviewing candidates, orienting a new employee and finally in the evaluation of job performance. Using job descriptions is part of good BY:MANISHA VAGHELA 12m
  13. 13. Continue… Descriptions of job titles appear in a variety of forms in the workplace. Recruitment ads, compensation surveys and other benchmarking tools, as well as corporate or departmental development plans all use some method of describing a BY:MANISHA VAGHELA 13m
  14. 14. content1. Job Identification.2. Job Summary.3. Job Duties and Responsibilities.4. Working Conditions.5. Social Environment.6. Machines, Tools and Equipment.7. Supervision.8. Relation to other BY:MANISHA VAGHELA 14m
  15. 15. Continue…1. Job identification: Job identification & organizational position which includes job title, code number of the job, department or division where the job is located. This part of job description helps to identify and designate the BY:MANISHA VAGHELA 15m
  16. 16. Continue…2. Job summary: Job summary serves two important purpose. First, it provides a short definition which is useful as an additional identification information when a job title is not adequate. Second, it server a summary to orient the reader towards an understandings of detailed information which is follows. It gives the reader a “quick capsule explanation” of content of a job usually in one or two BY:MANISHA VAGHELA 16m
  17. 17. Continue….3. Job duties and responsibilities: Job duties and responsibilities give a comprehensive listing of the duties together with some indication of the frequency of occurrence or percentage of time devoted to each major duty. It is regarded as the heart of BY:MANISHA VAGHELA 17m
  18. 18. Continue…4. Working condition: Working condition usually give us information about the environment in which a job holder must work. These includes heat, cold, dust, noise level, moisture, fumes, etc. Nature of risk their possibility of occurrence are also BY:MANISHA VAGHELA 18m
  19. 19. Continue…5. Social Environment: Size of work group and inter personal interactions required to perform the job are given. Training and development facilities may also be mentioned.6. Machines, tools and equipment: The names of major machines, tools and equipment materials used in the job are BY:MANISHA VAGHELA 19m
  20. 20. Continue…7. Supervision: Under it is given the number of persons to be supervised along with their job titles and extent of supervision.8. Relation to other jobs: The jobs immediately below & above are mentioned. It provides an idea of vertical work flow and channels of promotion. It also indicates to whom the job holder will report and who will report to him. BY:MANISHA VAGHELA 20 m
  21. 21. How to write job description There is no standard format for writing job description. But most widely used formats contain the following sections:1. Job identification.2. Job summary.3. Responsibilities and duties.4. Accountabilities.5. Job BY:MANISHA VAGHELA 21m
  22. 22. Job identification The job identification section of a job description usually follows the job title. It includes such items as follow: Job Title Job Code Plant/Department Division Immediate Supervisor (title) BY:MANISHA VAGHELA 22m
  23. 23. Continue….• The most important element in this section is the job title. A good Job title accomplishes the following objectives:1. It should tell, in a word or two, what the job consists of.2. It should indicate the job’s specific-field-of activity, its relationship to that field, and its professional standing.3. It should be as brief as possible, and if it consists of more than one word it should be in natural order (for example, "Computer Operator," not "Operator, Computer") so that it will be easy to use in written or spoken form. BY:MANISHA VAGHELA 23 m
  24. 24. Continue….4. It should indicate skill level or supervisory level, where valid distinctions exist.5. It should be similar or identical to one of the titles the job has had in the past, so employees and supervisors wont have to learn a completely new vocabulary every time job descriptions are written or BY:MANISHA VAGHELA 24m
  25. 25. Job summary The second section of a good job description format is known as the "job summary." It is a brief narrative picture of the job that highlights its general characteristics. The job summary should provide enough information to differentiate the major functions and activities of the job from those of other BY:MANISHA VAGHELA 25m
  26. 26. Continue….• Since brevity, accuracy and objectivity are primary goals in writing the job summary, it is wise to follow these three basic rules:1. Start the job summary with an action word (verb).2. Explain the jobs requirements; in other words, tell what is done.3. If necessary, explain the why or how of the job ? & its purpose. If it is necessary or helpful to do so, use an BY:MANISHA VAGHELA 26m
  27. 27. Responsibilities & duties It is regarded as the heart of job description. It describes the duties performed along with frequency of each major duty. Responsibilities concerning custody of money, supervision and training of staff, etc are also described in this BY:MANISHA VAGHELA 27m
  28. 28. accountabilities Once job objectives have been made clear responsibilities and duties have been defined, the incumbent is accountable to his or her superior for success or failure in accomplishing these objectives. The section of “accountabilities” not only describes the end results achieved when job duties are performed satisfactorily, but also mentions specific standards for measuring performance. It is therefore particularly useful when preparing for performance BY:MANISHA VAGHELA 28m
  29. 29. Job specifications As started earlier, the personal qualifications an individual must process in order to perform the duties and responsibilities contained in a job description are compiled in the job specification. Typically the job specification covers two areas:• The skill required to perform the job• The physical demands the job places on performing it employee BY:MANISHA VAGHELA 29m
  30. 30. Continue….• Skills relevant to a job include education or experience , specialized training, personal traits or abilities and manual dexterities. The physical demands of a job refer to how much walking, standing, reaching, lifting or talking must be done on the job. The condition of the physical work environment and hazards employees may encounter are also among the physical demands of a job. Job specifications should also include interpersonal skills or specific behavioral attributes necessary for job BY:MANISHA VAGHELA 30m
  31. 31. Purpose of job description The primary purpose of a job description is to identify the duties, essential functions and requirements of the position. A good job description can assess work flow and eliminate duplication of effort and also help assist in the evaluation of the employees job performance. BY:MANISHA VAGHELA 31 m
  32. 32. Continue…. It should be a statement of what duties and responsibilities the employee is expected to complete and a means for achieving them. For understanding new assignments and working conditions. For understanding and establishing training objectives and developmental goals / BY:MANISHA VAGHELA 32m
  33. 33. Continue… Assist in hiring and placing employees in positions for which they are best BY:MANISHA VAGHELA 33m
  34. 34. Uses of job description Job description is helpful in the following areas of HRM :• Job grading and classification.• Placement of new employees on a job.• Orientation of new employees towards basic duties and responsibilities.• Promotions and transfers.• Defining and outlining promotional BY:MANISHA VAGHELA 34m
  35. 35. Continue….• Adjustments of grievances.• Investigating accidents.• Locating faulty work procedures and duplication of papers.• Work measurement and work improvement.• Defining the limits of authority.• Health and fatigue BY:MANISHA VAGHELA 35m
  36. 36. Continue…• Developing performance standards.• Establishing a common understanding of a job between management and workers.• Determining jobs for occupational therapy.• Time and motion studies.• Employee counseling and vocational BY:MANISHA VAGHELA 36m
  37. 37. Continue….• Maintaining, operating and adjusting machinery.• It can be used for job evaluation, a wage and salary administration technique.• It aids in a development of job of specifications, which are useful in planning recruitment, in training and in hiring people with required BY:MANISHA VAGHELA 37m
  38. 38. advantages It enables us to compare potential candidates to it, helping with the selection process. Allows possible candidates o compare themselves with the job. Its legal requirement and allows candidates to know the relevant information needed about what the job involves and the responsibilities they will BY:MANISHA VAGHELA 38m
  39. 39. Continue…. Enables us to draw up a constructive job advert, which had relevant information on it and allowed us to obtain candidates who could the necessary BY:MANISHA VAGHELA 39m
  40. 40. disadvantages You can lose an ideal candidate for another type of job within the job. They cant carry out a particular task then the job description. They can limit the scope of activities of the jobholder, reducing organizational BY:MANISHA VAGHELA 40m
  41. 41. conclusion A job description is a list of the general tasks, or functions, and responsibilities of position. Typically, it also includes to whom the position reports, specifications needed by the person in the job. A job description is usually developed by conducting a job analysis, which includes examining the tasks and sequences of tasks necessary to perform the BY:MANISHA VAGHELA 41m
  42. 42. Review of topic• Introduction• Definition• Importance• Content• How to write job description?• Purpose of job description• Components of job description• Uses of job BY:MANISHA VAGHELA 42m
  43. 43. Continue…• Advantages• Disadvantages• BY:MANISHA VAGHELA 43m
  44. 44. bibliography• Human Resource Management : By - Gary Dessler• Human Resource & Personal Management: By - K. Ashwathapa• Human Resource Management : By – Dr. Tripathi• BY:MANISHA VAGHELA 44m
  45. 45. Thank BY:MANISHA VAGHELA 45m