workshop on job descriptions

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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