Chapter 2 Recruitment and Placement by Imran Afzal

8/13/2019 Chapter 2 Recruitment and Placement by Imran Afzal

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Job Analysis, Description, Specification and Evaluation

The methods and procedures utilized to determine the duties, responsibilities, working

conditions, and working relationships of and between jobs and human qualifications of

personnel are:

1- Job analysis 2- Job description

3- Job specification 4- Job evaluation

1- JOB ANALYSIS

It is the process of objectively determining the specific duties, responsibilities and

working conditions associated with a specific job, as well as the personal Skills and

qualifications required to perform that job satisfactorily.

Job analysis assesses what employees are doing. So it is the process of getting

information about job. It investigates exactly

Whatthe worker does in a particular job,

Howhe does it,

Why he does it,

Howmuch skills is required to do it

And physical demands, environmental conditions associated with this specific job.

Uses of job analysis:

Job analysis serves as the basis from which job description, job specification and job

evaluation are prepared.


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Step in job analysis

Decide how to use the information

Review relevant background information

Select representative positions

Conduct the analysis

Verify with the worker and supervisor

Develop a job description and job specification

-Decide how you will use the data information, since this will determine the data you collect and how

you collect them.

Some data collection methods such as interviewing the employee and asking job entail. Another

methods, like position analysis questionnaire.

Step number 2: Review relevant background information such as organization charts, job

descriptions and process charts. Organization chart shows the organization wide division of work,

how the job in question relates to other jobs, and where the job fits in the whole organization. A

process chart provides more detailed picture of the work flow.

Finally, the existing job description usually provides a starting point for building the revised job

description.

Step number 3: Selecting representative positions: Because there may be too many similar jobs to

analyze.

Step number 4: Actually analyze the job: By collecting data information on job activities, required

employee working conditions, human traits, abilities and employee behaviors.

Step number 5: Verify the job analysis information with the employee performing the job and with

his/her supervisor.

Step number 6: Develop job description and specification. Both of them are two tangible products of

job analysis. Job description is a written statement that describes the activities and responsibilities of

the job and also working conditions and safety hazards. Job specifications underline the personal

qualities, skills, traits, background required for the job needed.

2- JOB DESCRIPTION

Is a written statement of the duties, responsibilities and organizational relationships

that is required of the employee in a given job


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The components of job description are:

1. Date, revised date.

2. Job title.

3. Department.

4. Division.

5. Code number. In which we assign special code no

6. Job position required

7. Job summary.

8. Organizational relationship:

i. Position accountable for

ii. Position accountable to

9. Job duties and responsibilities.

3- JOB SPECIFICATION

Job specification is derived from job analysis and job description. It is the Personal

qualifications, skills, physical and mental demands required for effective job

performance. It answers the following questions:

What human traits and experience are necessary to do this job?

What kind of person to recruit for and qualifications needed?

What qualities that person should be tested for?

4- JOB EVALUATION

It is a systematic method of appraising the worth of each job in relation to all other jobs

in the same organization.

The purpose of job evaluation:

1.Determine the relative value of each job as a basis for equitable pay differentials.

2.Identify job factors that place one job higher than another in a value hierarchy.

3. Measure the number and amount of these factors in each job.


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Job Analysis Methods

Observation Method:

Interview Method:

In this method, an employee is interviewed so that he or she comes up with their ownworking styles, problems faced by them, use of particular skills and techniques whileperforming their job and insecurities and fears about their careers.

This method helps interviewer know what exactly an employee thinks about his or herown job and responsibilities involved in it. It involves analysis of job by employeehimself. In order to generate honest and true feedback or collect genuine data, questionsasked during the interview should be carefully decided. And to avoid errors, it is alwaysgood to interview more than one individual to get a pool of responses. Then it can begeneralized and used for the whole group.

Questionnaire Method:

Another commonly used job analysis method is getting the questionnaires filled fromemployees, their superiors and managers. However, this method also suffers frompersonal biasness. A great care should be takes while framing questions for different

grades of employees.In order to get the true job-related info, management should effectively communicate itto the staff that data collected will be used for their own good. It is very important toensure them that it wont be used against them in anyway. If it is not done properly, itwill be a sheer wastage of time, money and human resources.

These are some of the most common methods of job analysis. However, there are severalother specialized methods including task inventory, job element method, competencyprofiling, technical conference, threshold traits analysis system and a combination ofthese methods. While choosing a method, HR managers need to consider time, cost andhuman efforts included in conducting the process.


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How to write a job description

1- JOB DESCRIPTION

Is a written statement of the duties, responsibilities and organizational relationshipsthat is required of the employee in a given job

1- How to begin

The beginning has the basic details, as follows.


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Basic Sections of a Job Description

1. Date, revised date.

2. Job title.

3. Department.

4. Division.

5. Code number.

6. Job position required

7. Job summary.

8. Organizational relationship:

i. Position accountable for

ii. Position accountable to

9. Job duties and responsibilities.

2- Overview

Next you write the general overview of the job position. This is the 1-minute elevatorpitch. Dont go overboard here. The rest of the written job description will break downthe details. This is where you summarize the nature and overall purpose of the job.

3- Essential Functions and Responsibilities

This is the job description section that explains the day-to-day of the job. You start bylisting out the essential functions of the position. Essential job functions areresponsibilities that are 5% or greater of the employees workload. All the essentialfunctions should add up to 100% of the job position. They should be listed in order ofimportance. I like to add at the end of this section other duties as assigned as acatchall for special projects that may come up.

4- Job QualificationsThis is where you list out the minimum requirements of the job position. Be sure towrite the qualifications for the position you need, not the person who may currently bein the position. If a job requirement is listed then those candidates not meeting theminimum standards are not viable candidates for the position.

This job qualifications area can be broken down into the further sections listed below.Ive included some examples of functional job descriptions:

a) Education

If the job position requires a degree or certification list it here. Are you willing to

substitute years of experience for education? If so, specifically communicate how manyyears of related experience is an acceptable substitute for a degree or certification.Job

Description example:4 years of software development experience with .Net may besubstituted for a 4-year degree in computer science.

b) Experience

List the amount of industry experience or directly related job experience required.


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Job description example:5 years of project management experience in the financialservices industry.

c) Supervisory experience

If supervisory experience is required, list how many years of supervisory experience arerequired along with how many employees supervised.

Job description example:5 years experience supervising 10 or more employees.

d) Technical proficiencies

This is where you list what technical or software skills are needed to perform theessential functions of the job.

Job description example:Must be able to type 80 wpm in MS Word.

e) Communication skills

In most jobs, having good communication skills is essential. Maybe you need someonewho has excellent written communication skills if you are hiring a technical writer. Youmay need someone with public speaking experience if you are hiring for your trainingdepartment. You may need someone who is an exceptional oral communicator for thereceptionist position or negotiation skills if they are in sales. These are all examples ofcommunication skills that are required to perform the essential functions of the job.Some job positions may require multiple communications skills in order to perform thework.

f) Decision making

Being a good decision maker isnt something reserved for management. Some jobsrequire the person to work independently and to make on-the-spot decisions that affecttheir work and the company. This is where you specify how much freedom the positionhas to make decisions regarding responsibilities of the job.

g) Other competencies or skills

Other competencies or skills necessary to perform the job may be the ability to meetdeadlines or work more than 40 hours, as needed. You may need someone who has theability to work on teams. This is the section where you add these kinds of details.

h) Background checks or licensing requirements

Most companies require some sort of background check before hiring a candidate. Thisis the section where you will include a statement about any background checks or otherrequirements candidates must pass in order to qualify for the position. Jobdescription example:

Criminal background check Reference checks

Education verification

Drug test

Physical exam

Drivers license and proof of insurance


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Chapter 2 Recruitment and Placement by Imran Afzal

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