JOB ANALYSIS
5.7 JOB DESCRIPTION
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method has strengths and weaknesses, and a combination of methods generally may be more appropriate than one method alone. Regardless of the methods used, in its most fundamental form, job analysis provides the information necessary to develop job descriptions and job specifications.
viii. Maintaining, operating and adjusting machinery ix. Time and motion studies
x. Defining the limits of authority xi. Indicating case of personal merit xii. Studies of health and fatigue xiii. Scientific guidance
xiv. Determining job suitable for occupational therapy xv. Providing hiring specifications
xvi. Providing performance indicators.
Steps to develop Job Description: (Vikas Arora and Seema Arora, 2011) Use these steps to develop job description
a. Gather the appropriate people for the task.
The manger to whom the position will report takes the lead to develop a job description, but other employees who are performing similar jobs can contribute to the development of the job description. Additionally, if the position is new and will relieve current employees of work load, they should be part of the discussion. The manger or company owner can develop the job description on his or her own.
b. Perform a job analysis
You need as much data as possible to develop a job description. The job analysis may include
The job responsibilities of current employees
Internet research and sample job descriptions online or offline highlighting similar jobs.
An analysis of the work duties, tasks and responsibilities that need to be accomplished by the employee filling the position
Research and sharing with other companies that have similar jobs and
Articulation of the most important outcomes or contributions needed from the position.
c. Write the job description
Your company may have a format for job descriptions so check with Human Resources. Often, however, all human resources expects is a list of the responsibilities and they prefer to develop the final format congruent with job descriptions across the company.
Job Description Components
A typical job description contains several major parts.
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Identification:
The first part of the job description is the identification section, in which the job title, department, reporting relationships, location, and date of analysis may be given. Usually, it is advisable to note other information that is useful in tracking jobs and employees through HR systems. Additional items commonly noted in the identification section are job code, pay grade etc.
General Summary:
The second part, the general summary, is a concise statement of the general responsibilities and components that make the job different from others. One HR specialist has characterized the general summary statement as follows: “In thirty words or less, describe the essence of the job.” It is generally recommended that the summary be written after all other sections are completed so that a more complete overview is prepared.
Essential Job Functions and Duties:
The third part of the typical job description lists the essential functions and duties. It contains clear, precise statements on the major tasks, duties, and responsibilities performed.
Writing this section is the most time-consuming aspect of preparing job descriptions.
Job Specifications:
The next portion of the job description gives the qualifications needed to perform the job satisfactorily. The job specifications typically are stated as: (1) knowledge, skills, and abilities; (2) education and experience; and (3) physical requirements and/or working conditions.
Disclaimer and Approvals:
The final section on many job descriptions contains approval signatures by appropriate managers and a legal disclaimer. This disclaimer allows employers to change employees’ job duties or to request employees to perform duties not listed, so that the job description is not viewed as a contract between the employer and the employee.
Writing Job Descriptions
Although not the most exciting part of HR management, developing and maintaining current job descriptions is important. Some key suggestions for writing the essential functions and duties of a job follow:
a. Compose specific duty statements that contain most of the following elements:
i. A precise action verb
ii. An object of the verb iii. The expected outcomes iv. The frequency of the duties
v. The tools, equipment, aids, and processes to be used b. Be logical:
If the job is repetitive, describe the tasks as they occur in the work cycle. For varied jobs, list the major tasks first and follow those with the less frequent and/or less important tasks in order.
c. Use proper detail:
Make sure the description covers all the meaningful duties of the job, but avoid too many details.
d. Use the active voice:
Start each statement with a functional verb in the present tense (third-person singular)— for instance, “Bends,” “Approves,” or “Analyzes.” Avoid terms like prepares, handles, maintains, and processes.
e. Be specific:
For example, instead of saying “Lifts heavy packages,” say “Frequently lifts heavy packages weighing up to 50 pounds.”
f. Describe, do not prescribe:
Say “Operates electronic imaging machine,” not “Must know how to operate electronic image machine.” (The latter is a job specification, not a job description.)
g. Be consistent:
Define terms like may, occasionally, and periodically. For example, say “May is used to describe tasks that only some of the employees in a job perform; occasionally can describe tasks performed once in a while and not by a particular employee on a job.”
h. Prepare a miscellaneous clause:
This clause provides flexibility, and may be phrased as follows: “Performs other related duties as assigned by supervisory personnel.”