Jaob naylis- Job specification & Job Description

1. Job Description and
Specification
B.B.A V th Semester ( Manipal University Jaipur)

2. JOB ANALYSIS
• Job analysis is sometimes called the
cornerstone of HRM because the information
collected serves many HRM functions.
“ It is the process of obtaining information
about jobs by determining what the duties,
tasks, or activities are to be performed for a
specific job. “

3. Job analysis answers the following questions
• What tools, materials, and equipment are used to perform the tasks
in the job?
• What methods or processes are used to perform the tasks in the
job?
• What are the specific duties for the position? This puts the position
in context and spells out broad responsibilities.
• What are the critical tasks and KRA of the position? The question
helps to isolate the most critical activities that the position holder is
expected to perform.
.

4. • What are the discrete outcomes of the job for which
the person appointed will be held accountable and
evaluated on?
• What behaviours, skills, knowledge and experience
are the most important to the program in achieving
the key results and outcomes?
• This question focuses on the specific personal
qualities that are necessary to best meet the job
requirements

5. Information collected under job analysis
• Nature of jobs required in a concern.
• Nature/ size of organizational structure.
• Type of people required to fit that structure.
• The relationship of the job with other jobs in the
concern.

6. • Kind of qualifications and academic
background required for jobs.
• Provision of physical condition to support the
activities of the concern. For example-
separate cabins for managers, special cabins
for the supervisors, healthy condition for
workers, adequate store room for store
keeper.

7. Advantages of Job Analysis
• Job analysis helps the personnel manager at the time of
recruitment and selection of right man on right job.
• It helps him to understand extent and scope of training
required in that field.
• It helps in evaluating the job in which the worth of the
job has to be evaluated.
• In those instances where smooth work force is required
in concern.

8. • When he has to avoid overlapping of authority-
responsibility relationship so that distortion in
chain of command doesn’t exist.
• It also helps to chalk out the compensation plans
for the employees.
• It also helps the personnel manager to undertake
performance appraisal effectively in a concern.

9. A personnel manger carries analysis in two
ways :
JOB
DEDCRIPTION
JOB
SPECIFICATION
JOB ANALYSIS

10. JOB DESCRIPTION
• It is an organized factual statement of job contents
in the form of duties and responsibilities of a
specific job.
• The preparation of job description is very
important before a vacancy is advertised. It tells in
brief the nature and type of job. This type of
document is descriptive in nature and it constitutes
all those facts which are related to a job.

11. Contents of job description
• Title/ Designation of job and location in the concern.
• The nature of duties and operations to be performed in that job.
• The nature of authority- responsibility relationships.
• Necessary qualifications that are required for job.
• Relationship of that job with other jobs in a concern.
• The provision of physical and working condition or the work
environment required in performance of that job.

12. Advantages of Job Description
• It helps the supervisors in assigning work to the subordinates so that he
can guide and monitor their performances.
• It helps in recruitment and selection procedures.
• It assists in man power planning.
• It is also helpful in performance appraisal.
• It is helpful in job evaluation in order to decide about rate of
remuneration for a specific job.
• It also helps in chalking out training and development programmes.

13. JOB SPECIFICATION
• It is a statement which tells us minimum
acceptable human qualities which helps to
perform a job.
• Job specification translates the job description
into human qualifications so that a job can be
performed in a better manner. Job
specification helps in hiring an appropriate
person for an appropriate position.

14. Contents of job specification
• Job title and designation
• Educational qualifications for that title
• Physical and other related attributes
• Physique and mental health
• Special attributes and abilities
• Maturity and dependability
• Relationship of that job with other jobs in a concern

15. Advantages of Job Specification
• It is helpful in preliminary screening in the selection procedure.
• It helps in giving due justification to each job.
• It also helps in designing training and development programmes.
• It helps the supervisors for counselling and monitoring performance of
employees.
• It helps in job evaluation.
• It helps the management to take decisions regarding promotion, transfers
and giving extra benefits to the employees.

16. The clear picture:job description and specification

17. Conclusion
• From the above advantages, we can justify the
importance of job analysis and it’s related
products. Both job description as well as job
specification are important for personnel
manager in personnel management function.
• Therefore, job analysis is considered to be the
primary tool of personnel management.

18. Questions ??
Thank yu !!
Harshit, Rajat & Yash