Job Analysis
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This document discusses job descriptions and specifications. It begins by defining a job description as a written statement of a job's title, tasks, duties and responsibilities. A job description provides an overview of working conditions, relationships and the screening process. The document then outlines the purposes of a job description for human resources, employees and managers. It also lists common elements included in job descriptions like the job title, supervisor, responsibilities and requirements. Finally, it discusses job specifications, which specify the qualities a candidate needs for effective job performance. It provides examples of different types of job specifications and their purpose in finding and assessing prospective candidates.
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Job Analysis
- 8. Meaning
- 9. Type
- 10. Purpose
- 11. Elements
- 16. Purpose of job description PURPOSE OF JOB DESCRIPTION FOR HUMAN RESOURCES DEPARTMENT Human resource planning Recruitment and Selection Human resource information system People management Compliance with labor law Training and development Compensation
- 17. PURPOSE OF JOB DESCRIPTION FOR EMPLOYEE For understanding and establishing training objectives and developmental goals / objects. As a tool to understand his/her area of responsibility. For understanding new assignments and/or working conditions As a jump start for recommending improvement to work
- 18. PURPOSE OF JOB DESCRIPTION FOR SUPERVISOR OR MANAGER Introduce new employees to their positions To clearly delineate work assignments and detect overlaps or gaps in those assignments As tools to manage their organizations Basis for developing performance plans Assist employees to acquire a greater understanding of their assigned duties Reassign and/or fix functions and responsibilities of their assigned organization Evaluate work performance. Assist in hiring and placing employees in positions for which they are best suited Improve work-flow and technical for work accomplishment Make decisions concerning reorganizations / realignments / reductions in force
- 19. ELEMENTS OF JOB DESCRIPTION Improvement cooperation by giving all members of the organization insight in existing responsibilities/roles Enabling career moves within the organization Determination of amount of pay per function Increase of results by specification of responsibilities and key performance indicators Development of job owner by specification of competences May include the phrase "perform other duties as assigned"
- 21. Date
- 22. Title of immediate supervisor
- 23. Statement of the Purpose of the Job
- 25. List of Typical Duties and Responsibilities
- 26. General Information related to the job
- 28. Tool Use
- 29. Transportation
- 31. JOB SPECIFICATION Known as man or employee specifications It specifies the qualities required in a job incumbent for the effective performance of the job.
- 32. TYPE OF JOB SPECIFICATION Human resource job specification Sales job specification Marketing job specification Executive job specification Finance job specification Accountant job specification Quality assurance job specification Production job specification
- 33. PURPOSE OF JOB SPECIFICATION Find out prospective candidate Attracting appropriate candidates Set up competency of organization A important role in identifying competencies of employee Orientation to candidate
- 34. HOW TO WRITE A JOB SPECIFICATION Step 1: Collect job information Step 2: Setup procedures, working instructions Step 3: Identify job specification for each task Step 4: Create a job specification
- 35. CONTENTS OF JOB SPECIFICATION 1.1 Job information 1.2 Job Purpose 1.3 Main duties 1.4 Knowledge / qualification 1.5 Skill requirements 1.6 Experience 1.7 Abilities 1.8 Licenses/Certification 1.9 Requirements due to working environment
- 37. Job description
Editor's Notes
- R. Job descriptions describe the job and not the individual who fills the job. They are the result of job analysis within a given organization and are essential to the selection and evaluation of employees. Job advertisements or postings are based on the job description.A.
- Step 1: Collect job informationCollecting job information includes elements:Prepare a list of all jobs in the company and where they are located.Collect all written job description used.List task of position.Step 2: Setup procedures, working instructions.With each task, you should answer question: how to do this task, results of this question are:Procedures.Working instructions.Machine using instructions.MSDS (material safety data sheet).Based on above documents, you will identify sub-task (task to sub-task).Step 3: Identify job specification for each taskEach task, you should answer questions as follows:What is knowledge necessary to perform this task?What is skill necessary to perform this task?Same questions for ability, experience…You also design a table which include columns: No, Tasks, knowledge, skills, experience, abilities (include physical specifications, mental specifications), Licenses/Certification etc.Step 4: Create a job specificationBased on above specifications, you group them into category as knowledge, skills…You also can refer to posts: contents of a job specification and free sample job specification as below in order to complete your job specification.
- 1. Contents of a job specification:Include 9 components as follows:1.1 Job information:The title should be chosen carefully as it provides importance and status for the employee.Describe the location of the job in the organizational structure and working location.How many hours a week and a comment about flexibility if this is offered (beyond your legal duties)?Who will the post holder report to?1.2 Job Purpose: to identify nature of job.1.3 Main duties: to identify key duties of job (limited to 7 or 10 tasks).1.4 Knowledge / qualification:Knowledge can include the educational or vocational qualifications and other related knowledge gained from learning orKnowledge is an organized body of information that a person mentally possesses as a result of formal education, training, or personal experience.1.5 Skill requirements: skills include on the job skills and any specialized competencies.1.6 Experience: describe minimum experience required to perform job satisfactorily; may include preferred/desired experience).1.7 Abilities. Ability includes physical ability, metal ability, aptitudes.Physical specifications include health, strength, age range, body size, weight, vision, poise etc.Mental specifications include ability to perform, arithmetical calculations, to interpret data, information blue prints, to read etc.1.8 Licenses/Certification:1.9 Requirements due to working environment
- Job profile - It begins right from the beginning of your career till date that includes your company, designation, roles and responsibilities, achievements and how fast was your growth.In short it represents your graph from where you have started and to where you are heading to.Job description - It includes the roles and responsibilities as well as the activities expected out from an individual by an organization.Job specification - It mentions the required skills that are applicable for the mentioned roles and responsibilities.