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Job Description

Job description describes in detail the various aspects of a job like the tasks involved, the responsibilities of
the job and the deliverables.

Job Description Includes

1. Job Identification
- Job Title
- FLSA status section
- Preparation Date
- Preparer

2. Job Summary
- General nature of the job
- Major functions or activities

3. Relationships
- Reports to
- Supervises
- Works with
- Outside the company

4. Responsibilities and Duties


- Major responsibilities and duties (essential function)
- Decision-making authority
- Budgetary limitations

5. Standards of Performance and working condition


- What it takes to the job successfully

Steps involved in writing Job Description

Step 1. Decide a plan


Step 2. Develop an Organisational Chart
Step 3. Use a simplified Job Analysis questionnaire
Step 4. Obtain list of Job Duties
Step 5. Compile the job’s Human Requirements
Step 6. Finalise the Job Description

Example Job Description

Title Compensation manager

Code HR/2310

Department Human Resource Department

Summary Responsible for the design and administration of employee


compensation programs.

Duties Relate salary to the performance of each employee.


• Conduct periodic salary surveys.
• Develop and administer performance appraisal programme.
• Develop and oversee bonus and other employee benefit plans.
• Develop an integrated HR information system.

Working Normal. Eight hours per day. Five days a week.


conditions

Report to Director, Human Resource Department.


Job Specification
A Statement of human qualifications necessary to do the job. Usually contains items such as Education,
Experience, Training, Communication skills etc
It offers a profile of human characteristics (knowledge, skills and abilities) needed by a person doing a job.

Example of Job Specification

Education MBA with specialisation in HRM/MA in social work/PG


• Diploma in HRM/MA in industrial psychology.
• A degree or diploma in Labour Laws is desirable.

Experience At least 3 years’ experience in a similar position in a large


manufacturing company.

Skill, Knowledge, Abilities Knowledge of compensation practices in competing industries


of job analysis procedures, of compensation survey
techniques, of performance appraisal systems.
• Skill in writing job descriptions, in conducting job analysis
interviews, in making group presentations, in performing
statistical computations
• Ability to conduct meetings, to plan and prioritise work.

Work Orientation Factors The position may require upto 15 per cent travel.

Age Preferably below 30 years.23


Job Analysis
Job Analysis is a precise investigation, study and recording the responsibilities, obligations, skills,
accountabilities, work environment and capacity necessities of a particular job. It additionally includes
deciding the overall significance of the responsibilities, duties and physical and emotional abilities for a
given job. Every one of these elements recognises what an occupation requires and what a worker must have
to perform the job productively

▪Human Resource
Planning
Responsibilities
Tasks Duties ▪Recruitment
▪Selection
▪Training and
Development
Job Description ▪Performance
Appraisal
Job Analysis
Job Specifications
▪Compensation and
Benefits
▪Safety and Health
▪Employee and Labor
Relations
▪Legal
Knowledge Skills Abilities Considerations
▪Job Analysis for
Teams
How I would do the Job Analysis

Below mentioned are the steps one should follow :

1. Collect information about the job


2. List the tasks
3. Identify the critical tasks
4. Identify the critical competencies
5. Link the tasks and competencies
6. Choose selective and quality ratings

Methods that I can use for collecting Job Analysis information are:
1. Interviews
• The job analyst and supervisor should work together
to identify the workers who know the job best.
• Quickly establish rapport with the interviewee.
• Follow a structured guide or checklist, one that lists open-ended questions and provides space for answers.
• Ask the worker to list his or her duties in order
of importance and frequency of occurrence.
• After completing the interview, review and verify
the data.

2. Questionnaire
• employees fill out questionnaires to describe their job-related duties and responsibilities
3. Observations: Observing and noting the physical activities of employees as they go about their jobs by
managers.

4. Participant Diaries/Logs: Workers keep a chronological diary or log of what they do and the time spent on
each activity

5. In present time, when we are more becoming tech savvy in everything. We can do INTERNET - Based
Job Analysis as well. Advantages of INTERNET based Job Analysis are:

➢ Collects information in a standardized format from geographically dispersed employees


➢ Requires less time than face-to-face interviews
➢ Collects information with minimal intervention or guidance
Bibliography

“Job Analysis.” U.S. Office of Personnel Management, www.opm.gov/policy-data-oversight/assessment-


and-selection/job-analysis/.

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