Officepal Webinar Handouts: Get Your Job Description Right

Officepal.com Thought Leaders Webinar Series

© 2014 Julie Perrine International, LLC www.AllThingsAdmin.com 1

Get Your Job Description Right:

5 Simple Steps to Create a New

and Improved Job Description Presented by:

Julie Perrine, CAP-OM, MBTI Certified

Founder & CEO

© 2014 Julie Perrine International, LLC www.AllThingsAdmin.com

The IYOTSA charter reads:

"Every Administrative Professional, EA, Secretary, Management

Assistant, Personal Assistant – whatever the title – anywhere in

the world will:

Have a job description that accurately depicts the role

you are doing

Receive investment in your personal development whether

this is in terms of money or time to participate.

Have the opportunity to network with your peers."

#IYOTSA2014

@ProceduresPro

@OfficepalHQ

Tweet About Today’s Webinar!



Today’s Agenda

What You Need to Know Before You Begin

Why a Current Job Description Is Important To Your Career

5 Simple Steps To Creating Your New & Improved Job Description

How to Fast Track Your Job Description Development

Resources to Support You

What You Should Know

Before You Begin

Requires time, thought, effort

No standard template exists

H.R. department requirements vary

Implementation may take time

Strongly linked to your

administrative procedures

Job Description Importance

Required for

recruitment

Describes the position

for new candidates




Defines your role

Outlines your

accountability

Clarifies and sets

expectations of

your position


Measuring job performance

(annual performance reviews)

Promotes equitable pay and job

classifications

Provides context for training and

development requests

Facilitates career progression and

succession planning

5 Simple Steps to Creating a

New and Improved Job Description

Step 1: Take inventory.

Step 2: Complete a self-assessment.

Step 3: Describe your current job.

Step 4: Create your new job description.

Step 5: Discuss your new job description with your

executive or HR department.



Step 1: Take inventory.

www.AllThingsAdmin.com/IYOTSA

Step 2: Complete a self-assessment.

What is your current role?

What is your ideal role?

Where do you want to be in 6 months?

12 month? 2 years? 5 years?

What do you need to do to get there?

List all education and training.



How to Fast-Track it!

Start with your

current job

description

Ask H.R. for a job

description template

to follow

Professional Summary Statement

Responsibilities

Accomplishments

Other Experience

Leadership positions

Skills and abilities

Honors and awards

Areas of expertise

Step 3: Describe your current job.


Review job postings online

Review job descriptions online

Do specific Google keyword searches:

Administrative assistant

Executive assistant

Job description

Samples or templates

Use industry or

country specific terms




Title

Location

Who it reports to

Classification / supervisory role

Position summary

Primary responsibilities

Other expectations

Educational requirement

Experience requirement

Professional certifications / licenses

Core competencies

Knowledge, skills, abilities

Physical demands

Work environment



Ask colleagues in other

companies to share

theirs with you

Leverage your social

networks

Use hashtag

#IYOTSA2014

when you ask

others for help

with this



Step 5: Discuss your new job description

with your executive or H.R.

Prepare for the meeting

Format and finalize the job description

Schedule the meeting

Send a copy for advance review

Hold the meeting

Take all materials with you

from steps 1-4

Identify next steps

Implement the new job description

Step 5: Discuss your new job description

with your executive or H.R.

What if you don’t get the

response you want?

Respectfully listen to the reasons why

Ask again in a different way or at a different time

Ask how you CAN help make it possible (brainstorm

possibilities)

Ask what is possible if this is not

Ask when it may be possible, if not now

Ask what you can do to improve the way you’re asking

Don’t give up! It may be “No – not right now,”

and NOT a “No – never.”



“You don’t get what you don’t ask for.”

~ Julie Perrine

“What you don’t ask for stays the same.”

~ Unknown

Recommended Resources

Free template downloads:

www.AllThingsAdmin.com/IYOTSA

More about IYOTSA:

http://www.executivesecretary.com/Article/?Article=485

More about PAFSA:

http://www.pafsa.co.za/index.asp?mid=89&mid2=292

More about Officepal:

https://officepal.com/about

#IYOTSA2014

@ProceduresPro

@OfficepalHQ

Tweet About Today’s Webinar!



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www.Twitter.com/JuliePerrine

www.Twitter.com/ProceduresPro

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Officepal Webinar Handouts: Get Your Job Description Right

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