Job Analysis What is it and

how is it used?
The procedure for determining the
duties and skill requirements of a job
and the kind of person who should be
hired for it.

Uses of Job Analysis

Information
Job Analysis

Job Description
and
Job Specification

Recruiting and
Selection
Decisions
Figure 3-1

Performance
Appraisal

Job Evaluation
Wage and Salary
Decisions
(Compensation)

Training
Requirements

The Output of Job Analysis

Job description
A list of a jobs duties, responsibilities,
reporting relationships, working conditions,
and supervisory responsibilities
Job specifications
A list of a jobs human requirements, that is,
the requisite education, skills, personality, and
so on.

Collecting Job Analysis

Information

Joint effort between

HR, the worker and
the supervisor

Methods of data collection

observation

questionnaire

Interview

checlists

Diary

observation

The job analyst carefully observes the job

holder at work and records what he or she
does, and how much time is needed for
completion of a given task

Observation
Observation may be
combined with
interviewing
Take complete notes
Talk with the person being
observed explain what is
happening and why
Ask questions

Widely Used: The Interview

Individual interviews with
each employee
Group interviews with
groups of employees who
have the same job
Supervisor interviews with
one or more supervisors
who know the job.

Sample Interview Questions

What is the job being performed?

What are the major duties of your position? What
exactly do you do?
What physical locations do you work in?
What are the education, experience, skill, and
[where applicable] certification and licensing
requirements?
In what activities do you participate?
What are the jobs responsibilities and duties?

Sample Interview Questions

(continued)

What are the basic accountabilities or performance

standards that typify your work?
What are your responsibilities? What are the
environmental and working conditions involved?
What are the jobs physical demands? The emotional
and mental demands?
What are the health and safety conditions?
Are you exposed to any hazards or unusual working
conditions?

Methods of Collecting Job Analysis

Information: Participant Diary/Logs

Information source

Workers keep a
chronological diary/
log of what they do
and the time spent in
each activity.

Advantages

Produces a more complete

picture of the job
Employee participation

Disadvantages

Distortion of information
Depends upon employees
to accurately recall their
activities

Writing Job Descriptions

A job description

A written statement of what the worker actually

does, how he or she does it, and what the jobs
working conditions are.

Sections of a typical job description

Job identification

Job summary

Responsibilities and duties

Authority of incumbent

Standards of performance

Working conditions

The Job Description

Job identification
Job

title: name of job

Grade: where it fits in the hierarchy
Preparation date: when the description was
written
Prepared by: who wrote the description

Job summary
Describes

the general nature of the job

Lists the major functions or activities

The Job Description (contd)

Relationships (chain of command)

Reports

to: employees immediate supervisor

Supervises:

employees that the job incumbent

directly supervises

Works

with: others with whom the job holder

will be expected to work and come into
contact with internally.

Outside

the company: others with whom the

job holder is expected to work and come into
contact with externally.

Relationships Statement which shows

the jobholders relationships with others inside and outside the

organization.

Vice President
Employee Relations
Works with all
department
managers and
executive
management

Human Resource
Director
Department
Secretary

Human Resource
Clerk

Test
Administrator

Labor Relations
Manager

Works with
employment
agencies,
recruiters, union
reps, state and
federal agencies,
vendors

Working Conditions and Physical

Environment

Job description may also list the general working

conditions involved on the job. These might include
things like noise level, hazardous conditions or heat.

The Job Description (contd)

Responsibilities and duties

A

listing of the jobs major responsibilities and

duties (essential functions)

Defines

limits of jobholders decision-making

authority, direct supervision, and budgetary
limitations.

The Job Description (contd)

Standards of performance
and working conditions
Lists

the standards the

employee is expected to
achieve under each of the job
descriptions main duties and
responsibilities.

POSITION ANALYSIS
QUESTTIONNAIRE

A very structured analysis

questtionnaire.The PAQ contains 194
items ,each of which represents a basic
element that mayor may not play an
important role in the job..The job analyst
decides if each item play a role and if so
to what extent .Basic five activities like
decision making /communication

2. performing skilled activities ( 3) Being

physically active (4) operating vehicles (5)
processing information

Part 4: Writing Job Specifications

JOB SPECIFICATION takes the job description answers
the question, What human traits and experience are
required to do the job well? It shows what kind of
person to recruit and for what qualities that person
should be tested. Job decription is written for the job,

Job specification is written for the worker

JOB SPECFICICATION contains

following sections

Knowledge; body information a worker applied toward

Skills and Abilities; refer to competence in performing

Personality Related Characteristics; how people

Work History and Education; level of experience and

performing job tasks

job skills, physical abilities

respond t other people objects and situations

education required

Job Specifications

What human traits and experience are

required to do the job well?
Qualifications
Prior

experience
Special training
Personality factors
Physical characteristics
Other attributes/qualities

Steps in Job Analysis

1.
2.
3.
4.
5.
6.

Clarify why you are collecting the

information
Review relevant background information
Select representative positions
Conduct the analysis
Verify with the worker / supervisor / mgmt.
Develop a job description and job
specification

The Job Analysis System

JOB
DESCRIPTION

SOURCES
OF DATA
JOB
DATA
METHODS OF
COLLECTING
DATA

HR
FUNCTIONS
JOB
SPECIFICATION