module 3

Job Analysis

Job Description

Job Specification

staffing management

Any Job should have :

– Meaning

– Role defined

– Risk involved

– Responsibility

– And required qualitative aspects

Job related terms

• Job aids • Job analysis • Job bank • Job classification • Job codes • Job description • Job displacement • Job enlarging • Job enrichment • Job evaluation • Job group • Job offer letter

Job posting Job pricing Job ranking Job redesign Job reference immunity Statutes Job-relatedness Job rotation Job sampling Job shadowing Job sharing Job Specification Job title

Job Analysis

Job Analysis

Job analysis is the process of studying jobs to gather, analyze, synthesize and report information about job responsibilities and requirements and the conditions under which work is performed.

Information to Get

Tasks or job functions:

– What gets done on the job

– Essential functions

– Core Functions/ Supporting functions

Tools and equipment used on the job:

– Computer software

– Hand tools

– Job-related equipment

Work context and environment:

– Physical environment (discomfort, hazards)

– Work schedule (hours, days)

– Travel required

Social/relationship factors:

– Nature of social contacts

– Level of social contact

Decision-making authority:

– Judgment and discretion

Personal and physical demands of the job:

– Stand, sit, reach, lift, walk

Knowledge, skills and abilities required to perform job tasks:

– Education

– Experience

Certification (desired) and licensure (required):

– Certification (HR)

– Board licensure (physician, engineer)

Data Sources

• Job incumbent

• Supervisor or manager

• Former jobholders

• Job analyst

• Subject matter experts (SMEs)

• Industry resources

• Professional organizations like SHRM / NHRD / NIPM/ NASSCOM / CII……..

• Observation

• Work sample

• Work diary

• Interview

• Questionnaire

• Perform the job

• Background records

Job Description

A job description is a written description of a job which includes information regarding the general nature of the work to be performed, specific responsibilities and duties and the employee characteristics required to perform the job

Job Description

The job description should include at least the following elements:

– Job title

– Job code

– Job summary

– Essential job duty task statements

– Job context or any unusual element

WHAT IS INCLUDED IN A JOB DESCRIPTION?

Title

– Communicates the level, responsibility and type of work.

– Use titles that are common in your industry

Employment status

– Full-time, Part-time, Temporary

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WHAT IS INCLUDED IN A JOB DESCRIPTION? (CONT’D)

Location:

– Address and/or city where job will be located.

– Include information if position does not report to a specific location.

Duties/responsibilities:

– List duties/tasks:

• Major or minor

• Include essential functions of the job

– Include knowledge, skills and abilities necessary to perform job.

– Incorporate decision-making requirements.

– Add scope of authority (i.e., hiring/firing).

– Include description of complex tasks.

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WHAT IS INCLUDED IN A JOB DESCRIPTION (CONT’D)

Qualifications

– Work experience: • Years in field required. • Include information if years of experience in other industries will be

considered.

– Education: • High School Diploma or equivalent, BA/BS, MBA, PhD, etc. • Include information if equivalent combination of education and/or work

experience (as opposed to education only) will be considered

– Certifications: • Examples: PHR/SPHR/GPHR, Certified Nursing Assistant, Certified Public

Accountant, Certified Compensation Professional, Certified Financial Planner, Certified National Real Estate Agent, Electrician, etc.

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WHAT IS INCLUDED IN A JOB DESCRIPTION (CONT’D)

Qualifications (cont’d):

– Licenses:

Examples: Doctors, Nurses, Lawyers, Dietician/Nutritionist, etc.

– Desired work traits (ability to work independently, etc)

– Computer skills

– Communication/Interpersonal skills

Special considerations (working conditions):

– Physical requirements

– Travel

– Work hours (on-call, overtime consideration, etc)

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ACTION VERBS

• Accumulate

• Administer

• Advise

• Allocate

• Approve

• Collaborate

• Collect

• Communicate

• Compile

• Conduct

• Consult

• Counsel

• Create

• Delegate

• Deliver

• Develop

• Direct

• Distribute

• Draft

• Edit

• Educate

• Establish

• Estimate

• Formulate

• Furnish

• Gather

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ACTION VERBS

• Guide

• Interact

• Invent

• Issue

• Manage

• Market

• Motivate

• Negotiate

• Obtain

• Order

• Participate

• Plan

• Present

• Provide

• Reconcile

• Recruit

• Research

• Review

• Solicit

• Solve

• Submit

• Supervise

• Supply

• Test

• Train

• Translate

Job specifications are the personal/individual requirements expected from the employee. They list any educational requirements, desired experience and specialized skills or knowledge required. Job specifications complement job descriptions.

Job Specification

• The job specification should include at least the following elements:

– Job title

– Job code

– Job summary

– Knowledge required to perform job

– Skills required to perform job

– Abilities required to perform job

– Education required

– Experience required

Performance Standards

• Performance standards define the level of expected quality and quantity of work produced on the job

• Standards must be consistent and reasonable

• Performance standards help the employee gauge performance on the job

nice day…..

bye