This document provides guidance on writing job descriptions. It emphasizes that job descriptions should clearly define the scope, duties, responsibilities, accountabilities and performance standards of a role. It recommends including the job purpose, key accountabilities, necessary experience and knowledge, and relevant numerical data. Guidelines are provided, such as using action verbs and focusing on end results rather than tasks. The document also notes that job descriptions should be updated over time to reflect changes. Attendees will practice writing job descriptions in teams for a selected role.

1. Workshop on Job Descriptions
March, 2008
Hayleys Advantis Group
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PRESENTATION TO LIL, LVL & LLL Management
Presented by Ashan De Silva,
on the directions of Sunil Dissanayake – Head of Human Resources
Hayleys Group

2. 2
Checklist
 Before writing a job description, consider the following points:
 Have the reasons for writing job descriptions been clearly thought through?
 Do you and/or your organization have the time and resources to embark on this
activity?
 Is the intention to write job descriptions serious?
 Is this intention shared by all involved?
 Do all job holders understand the need for and uses of job descriptions and the
method of writing them to be used?

3. Programme Objective
• To provide you with the skills to be able to
analyze a job within your division and to
convey your understanding of the job in the
form of a written job description
▫ Skills
▫ Analysis
▫ Understanding
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4. “A Job Description is an indispensable tool in
defining the scope, duties and responsibilities of a
job – helping both the employer and the
employee define accountabilities and standards of
performance – and is essential for fair appraisals
and performance reviews.”
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• Scope
• Duties
• Responsibilities
• Accountabilities
• Standards of performance

5. Introduction to Job Descriptions
• Properly written Job Descriptions are crucial
to effective management
• Helps employees to understand the
management’s expectations by clarifying
▫ Duties and responsibilities
▫ Reporting relationships
▫ Necessary experience and knowledge
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6. What is the Purpose of a Job Description?
• Basis for determining job objectives
• Clarifying lines of authority and responsibilities
• Providing a basis for job evaluation
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Contd…

7. • Determining that all responsibilities are
accounted for and well balanced among
employees
• Aiding recruitment
• Aiding the identification of training needs
What is the Purpose of a Job Description?
Contd…
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8. Pitfalls to Avoid
• Job descriptions
▫ can create a "that's not in my job description!“
environment
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9. Writing a Job Description: Guidelines
• Be specific in outlining expectations
• Use simple and precise words rather than
technical terms
• Rank duties and responsibilities in a logical
sequence
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Contd…

10. Writing a Job Description: Guidelines
Contd…
• Refer to job titles than names of individuals
• Do not omit important factors
• Use action verbs
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Contd…

11. • Analysis, but NOT lists
• Jobs, but NOT people
• The job as it is NOW
Writing a Job Description: Guidelines
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12. Using Action Verbs for Accountabilities
• Action Verbs
• Definitions of Action Verbs
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13. Keeping the Job Descriptions Updated
• JD’s are affected by
▫ Time
▫ Structural changes
▫ Title Changes
• Therefore it is necessary to keep them
updated
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14. Major Components of a JD
• Job Purpose
• Accountabilities
• Job Knowledge
• Numerical Data
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15. Job Purpose
• Why does the job exist?
• What is this job’s unique contribution to the
organization?
• Why do we need this job at all?
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16. Accountabilities
• What are the principle areas in which a job
must achieve results in order to achieve its
purpose
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17. Characteristics of an Accountability
• In total they represent all the key outputs of
the job
• They describe end results not duties or
activities
• They are worded to emphasize action that
leads to an end result
• Each statement describes a separate and
distinct end result
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18. •What?
•How?
•Outcome?
Questions for Accountabilities
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19. Job Knowledge
• What is the requirement of a person in the job
in terms of:
▫ Education
▫ Experience
▫ Competencies
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20. Numerical Data
• Factual information and relevant statistics on
▫ Staff / Costs
▫ Budget controlled etc
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21. Proposed Format
1. JOB PURPOSE
2. JOB ACCOUNTABILITIES ( MAXIMUM OF 8)
3. MINIMUM KNOWLEDGE / EXPERIENCE / TRAINING /
QUALIFICATIONS
1. QUALIFICATIONS / EXPERIENCE:
2. KNOWLEDGE:
3. BEHAVIORAL COMPETENCIES:
4. TECHNICAL COMPETENCIES:
5. TRAINING
4. OTHER RELATED JOB INFORMATION
5. ANNEX 1: JOB RESULTS (NUMERICAL DATA)
6. ANNEX 2: ORGANIZATION CHART
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22. Forms
• Our Job Description Format – Guidelines
• Our Job Description Format
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23. Writing a JD
• Teams
• Identify a Job Role per Team
• Develop Purpose
• Develop Accountabilities
• Complete job description Form including ‘O’
chart
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Contd…

24. Writing a JD
• Use Action Verbs
• What?
• How?
• Outcome?
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