JOB ANALYSIS, JOB DESCRIPTION

AND JOB SPECIFICATION

BY:ALFRED SUMIT KUJUR

ANDSTUTTY SRIVASTAVA

What is a Job?It is a group of tasks positions involving same

duties, responsibilities, knowledge, and skills. Each job has a definite title and is different from other jobs. For example, peon, typist, mail clerk, salesman, are jobs.

JOB ANALYSISCONCEPT :

Job analysis is a formal and detailed

study of jobs. It refers to a scientific and systematic analysis of a job in order to obtain all relevant facts about the job.

DEFINITION

Job analysis is a process of describing and recording aspects of jobs and specifying the skills and other requirements necessary to perform the job.

One of the main purpose of conducting job analysis is to prepare job description and job specification which in turns helps to hire the right quality of workforce into the organization.

Job analysis aims to answer questions such as; Why does the job exist? What physical and mental activities does the worker undertake? When is the job to be performed? How does a worker do the job? What qualification are needed to perform the job? What are the working conditions? (such as level of temperature ,

noise ,offensive fumes , light etc. ) What machinery or equipment is used in the job? What constitutes a successful performance?

Some Important Aspects of Job Analysis

OBJECTIVES OF JOB ANALYSISJob redesign : A job may be analysed to simplify the

process and methods involved in it. Such work simplification helps to improve productivity.

Work standards : In order to establish job and time standards, a job has to be analysed in detail. A systematic study of the job reveals the time that should be taken in performing the total task. Once the time requirements become known, standards relating to daily performance can be established.

Miscellaneous : Job analysis provides support to other human resource activities such as recruitment, selection, training, performance appraisal, job evaluation etc.

THE PROCESS OF JOB ANALYSISThe main steps involved in job analysis are :

1) Organizational Analysis: First of all an overall view of various jobs in the organization is obtained. This is required to judge the linkages between jobs and the organizational goals, interrelationships among jobs, and the contribution of various jobs to efficiency and effectiveness of the organization. For this purpose background information is collected in the form of organizational charts, class specification, work flow charts, etc. Organization charts shows the relation of the job with other jobs in the organization. Class specifications describe the general requirements of the job. Work flow chart indicate the flow of activities involved in a job.

2) Organizing job analysis Programme: It is necessary to plan and organize the programme. The company must decide who will be in charge of the programme and must assign responsibilities . A budget and a time schedule should be developed .

3) Deciding the uses of job analysis information: Information generated by the job analysis can be utilized for practically all functions of the human resource management. Nevertheless, it is desirable to focus on a few priority areas in which the job analysis information is to be used. These areas can be decided on the basis of the need, priorities and constraints of the particular organization. How the job information will be used and for what purpose will determine the extent to which jobs are to be analysed.

4) Selecting representative jobs for analysis: It would be highly time consuming and costly to analyze all the jobs and therefore it is desirable to select a representative sample of jobs for the purpose of detailed analysis.

5) Understand job design: The job analyst should obtain information concerning the current design of the representative job. For this purpose, current job description and job specification, procedure manual, system flow chart, etc. can be studied.

6) Collection of data: In this step, data on the characteristics of job, and qualifications and behavior required to do the job effectively is collected either from the employees, or their superiors or from outsiders called trade job analysts appointed to watch employees performing the job. Several techniques are available for job analysis, such as direct supervision, interviews, questionnaire, past records, critical incidents.

7) Developing a job description : The information collected in the previous step is used in preparing a job description. It is a written statement that describes in brief the tasks, duties and responsibilities that needs to be discharged for effective job performance.

8) Preparing a job specification: The last step in job analysis is to prepare a job specification or employee specification. This is a written statement which specifies the personal attributes in terms of education, training, experience and aptitude required to perform the job.

The Job Analysis ProcessCollection of Background Information 1)Organizational Charts2)Class

Specifications3)Work Flow Charts

Deciding the uses of Job Information

1)Procurement2)Development3)Integration4)Maintenance

Selecting the

Representative Jobs

1)Number of Jobs to be Analysed2)Priorities of different Jobs

Collection of Job Information

Job Description

Job Specification

Techniques of Data

Collection1)Direct Observation 2)Interviews3)Questionnaire4)Past records

TECHNIQUES OF JOB ANALYSIS(METHOD OF DATA COLLECTION)

Job performancePersonal ObservationInterviewQuestionnaireCritical IncidentsLog Records

THE OUTCOMES OF JOB ANALYSIS  

 

JOB ANALYSIS The process of obtaining all pertinent facts about a job.

JOB DESCRIPTION A factual statement of tasks and duties involved in a job.

JOB SPECIFICATIONA statement of the

minimum qualifications required for a job.

JOB EVALUATIONThe process of

ascertaining the relative worth of a job.

JOB DESCRIPTION

It is a functional description of what the job entails. It is descriptive in nature and defines the purpose and scope of the job. It tells us what is to be done, how it is to be done and why. The main object of a job description is to differentiate it from other jobs and to set out its outer limits.

USES AND CONTENTS OF JOB DESCRIPTION

USES CONTENT• Recruitment of new

employees on the job• Promotions and

transfers• Setting performance

standards• Recognizing personal

excellence among workers

• Job classification and grading

• Job identification• Job summary• Job duties and

responsibilities• Working conditions• Social environment• Machines, tools,

equipments• Supervision• Relation to other jobs

SPECIMEN OF JOB DESCRIPTIONJob Title Manager, wage and salary

administrationCode Number HR/1705Department Human Resource DivisionJob Summary Responsible for company wage and

salary programmes, wage surveys, etc.Job Duties 1) supervise the job analysis studies 2)conducts periodic surveysWorking Conditions Normal, eight hours per day, Five

days a week. Supervision exercises supervision on officers in

the wage and salary department.Relationships Maintains social and official contacts

with local officials.

JOB SPECIFICATION

Job Specification is a statement of the minimum acceptable human qualities and traits required for the proper performance of the job. It is a written record of the :

Physical – height, weight, vision, hearing, etc.Mental – intelligence, memory, judgment, etc.Social and Psychological – emotional

stability, flexibility, personal appearance, etc.Other – education, family background, etc. characteristics which a person should

possess in order to perform the job effectively.

SPECIMEN OF JOB SPECIFICATION (Compensation Manager)Position Title Manager, wage and administration.Department Human Resource DivisionEducation and Training 1)Bachelor degree with at least 50 per

cent marks 2)MBA with specialization in HRMExperience At least five years’ experience Age Preferably above 30 years and below

45 yearsOther Attributes 1)Good health 2)Fluency in speaking and writing 3) Innovative Approach

JOB DESCRIPTION VS

JOB SPECIFICATION

Job description Job specification

1) A written statement of the contents of a job.

2) Contents : title, duties, working conditions, supervision, etc.

3) Purpose : To identify, define and describe a job.

1) A written statement of the qualities required for performing a job.

2) Contents : education, training, experience, aptitude, etc, required for a particular job.

3) Purpose : To facilitate requirement, selection, training of people for the job.

REFERENCE HUMAN RESOURCE MANAGEMENT - C.B. GUPTA

WEBSITES: - www.google.com - www.wikipedia.com

QUESTIONS