Job related aspects, JD, Job Analysis, Job Specificatiojn

1. module 3
Job Analysis
Job Description
Job Specification
staffing management

2. Any Job should have :
– Meaning
– Role defined
– Risk involved
– Responsibility
– And required qualitative aspects

3. 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

4. Job Analysis

5. 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.

6. 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

7. 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

8. 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)

9. 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

10. Job Description

11. 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

12. 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

13. 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

14. 14
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.

15. 15
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.

16. 16
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)

17. 17
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

18. 18
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

20. 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.

21. 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

22. 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

23. nice day…..
bye