Job Analysis 5.3.10

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Job analysis

Introduction, importance, methods etc.

8/7/2019 Job Analysis 5.3.10


Job Analysis Job analysis is a systematic investigation of the tasks,

duties and responsibilities necessary to do a job.

Job analysis is the process of collecting job related

information.

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Objectives/Purpose of Job Analysis

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Process of Job analysis

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Types of Job analysis Information

Work Activities:

Machines, Tools, Equipments and Work Aids

used

Personal requirements

Job context

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Outcomes of Job Analysis

The information obtained from job analysis is classified

into three categories.

±Job description

±Job specification

±Job evaluation

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Job Description

A job description is a written statement of the duties,

responsibilities, required qualifications and reporting

relationships of a particular job.

The job description is based on objective information

obtained through job analysis.

Job description acts as an important resource for

±

Describing the job to potential candidates ± Guiding new hired employees in what they are specifically

expected to do

± Providing a point of comparison in appraising whether the

actual duties align with the stated duties.

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A Well-written job description should

include:

Title of the position

Department

Reports to (to whom the person directly reports)

Overall responsibility

Key areas of responsibility

Consults with (those who the person works with on aregular basis)

Term of employment

Qualifications (necessary skills and experiencerequired)

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Example of Job Description

JOB TITLE: _____ OCCUPATIONAL CODE: ________REPORTS TO: ___ JOB NO. : ___________________

SUPERVISES: ___ GRADE LEVEL: _______________

AS ON DATE :_________

FUNCTIONS:

____________________________________________________________

__________________________________________

DUTIES AND RESPONSIBILITIES:

____________________________________________________________

__________________________________________

JOB CHARACTERISTICS:

____________________________________________________________

__________________________________________

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Job specification

Job specifications specify the minimum acceptable

qualifications required by the individual to perform the task

efficiently.

Job specification is an important tool in the selection process

as it keeps the attention of the selector on the necessary

qualifications required for that job.

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Preparing a Person Specification

The skills, knowledge and experience needed to do the job.

Important in recruitment process due to :

Clarifies exactly what you are looking for in a person

Communicates to potential applicants what you are lookingfor

Allows you to compare applicants against pre-set criteria

Provides a structure for interview and main areas of questioning

Helps you to be objective Ensures the selection process is fair and transparent.

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Job specification

Decide whether the criteria are essential or desirable:

Essential criteria this is the minimum you will accept when the personstarts work.

In applications where the essential criteria of the person specification are

not met, the individual should not be shortlisted.

Desirable criteria someone could do the job without these skills andattributes but they would be useful, or they are necessary for the job butnot from day one.

A person could acquire these after they have been appointed (e.g through

training). The desirable criteria can be used to reduce the shortlist if alarge number of candidates satisfy the essential criteria.

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Job specification items

JOB TITLE

SALARY

DEPARTMENT

POSITION NO

DEADLINE

REQUISITION NO

CATEGORY

MINIMUM TRAINING AND EXPERIENCE NECESSARY SPECIAL REQUIREMENTS

PREFERENCE

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Differentiate between Job Description and JobDifferentiate between Job Description and Job

SpecificationSpecification

Job Description is afunctional description of what the job entails.And define the purpose

and scope of a job. It isa written record itcontains title, location,duties, responsibilities,working conditions,

hazards and relationshipwith other jobs.

Job specification is astatement of theminimum acceptablehuman qualities

required for the proper performance of a job.

It includes physical,mental, social, psychological and behavioralcharacteristics of a person

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Example of Job Specification

JOB TITLE: __________________________

EDUCATION:_________________________

PHYSICAL HEALTH: ______________________________________________

APPEARANCE:

MENTAL ABILITIES: _______________________________________________

SPECIAL ABILITIES: _______________________________________________

PREVIOUS WORK EXPERIENCE: ___

____

SPECIAL KNOWLEDGE & SKILLS:_____________________________________OTHER : ________________________________________________________

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Job Evaluation

Job evaluation provides the relative value of each job

in the organization. It is an important tool to

determine compensation administration.

If an organization is to have an equitable

compensation program, jobs that have similar

demands on terms of skills, education and other

characteristics should be placed in the common

compensation groups.

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Methods of Collecting Job Analysis

Data Observation

Performing the job.

Critical incidents

Interview- individual & group

Panel of experts

Diary method Questionnaire

± Structured

±

Unstructured

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Methods of collection Job

description data Diary/log books

Observation

Interview

Questionnaire:

± Structured

± Unstructured

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Sample JOB DESCRIPTION

For a sales person who is selling financial service products.

About 75% of his/her time is spent in the office and the other25% is out on the road making presentations to customers.

The job requires a Certified Financial Planners designation andrequires heavy duty lead generation.

Job Title: Financial Planning SalesClassification: Full Time Exempt EmployeeDepartment/Division: Financial Product/ Western RegionalLocation: Orange County CaliforniaPay Grade: Level IV (Base + Commission)

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Job Requirements

A. Summary of Position

Researches and identifies target client sectors for financialproduct services.

Develops and implements a sales process to include initialcontact, follow up, presentation and closing procedures.

Maintains records of contacts and sales status includingcontact reports, sales projections and quota ratios.

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JOB DESCRIPTION

B. Job DutiesB. Job Duties-- 1) Research and Create targeted new client lists within1) Research and Create targeted new client lists withinOrange County California territoryOrange County California territory

± ± 2) Makes initial contact with potential clients2) Makes initial contact with potential clients

± ± 3) Performs routine and regular follow up with potential clients3) Performs routine and regular follow up with potential clients

± ± 4) Performs routine and regular follow up with former clients4) Performs routine and regular follow up with former clients

± ± 5) Visits potential clients and makes sales presentations5) Visits potential clients and makes sales presentations

± ± 6) Closes sales6) Closes sales

± ± 7) Maintains regular record reporting sales activity7) Maintains regular record reporting sales activity

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JOB DESCRIPTION

C. Computer Skills and Software Used

± 1) Windows operating system

± 2) MS Office including Word, Excel and PowerPoint

± 3) Constant Contact or other Customer RelationsManagement Software

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JOB DESCRIPTION

D. Reporting Structure

± 1) Reports to regional sales manager

± 2) Has nobody directly reporting to this position

± 3) Required to participate in Annual Sales Meeting

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JOB SPECIFICATION

Environment and Physical

± 1) Work in high volume sales office

± 2) Be able to sit for prolonged periods of time

± 3) Be able to travel to client locations 25% of time

D. Licenses/Certifications

± 1) CFP - Certified Financial Planner

± 2) California Drivers License

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CRITICAL JOB FACTORS

Success Factors

A. Grow Sales

± 1) Increase market channel penetration by 30% in first Year

± 2) Develop 3 secondary channels in first 180 days

± 3) Grow referral-based sales from 15% to 20% in first year

±

B. Develop Sales Department

± 1) Recruit and train 2 junior sales associates with gross sales of $500K by 3nd quarter

± 2) Increase number of sales presentations by 20% within 12 months

± 3) Implement Web-Meeting presentation System to Reduce travel costs by 20% per year

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Questionnaires

Unstructured format is more useful when:

± Questions are open ended.

± Questions that probing ± The number of incumbents is less

± Roles are unclear

Structured more useful when:

± The jobs are fixed and duties extremely clear.

± Number of incumbents is large.

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Job EvaluationJob Evaluation

According to BIM, Job evaluation is ³the process of analysis and assessment of jobs to ascertain reliably their relativeworth using the assessment as the basisfor a balanced wage structure´

Job evaluation begins with job analysis

and ends up with the classification of jobsaccording to their worth. A job cannot beevaluated unless and until it is analyzed.

Job Analysis 5.3.10

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