Job analysis

Introduction, importance, methods etc.

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.

Job Duties

Job Tasks

Job responsibilities

Job Analysis

Objectives/Purpose of Job Analysis

Recruitment

HRP

Selection

T&D

Job Analysis

Performance appraisal

Job design

Placement

Job evaluation

JOB ANALYSIS
CONCEPT: 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.

Some Important Aspects of Job Analysis

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?

THE PROCESS OF JOB ANALYSIS

Organizational Analysis Organizing job analysis Programme Deciding the uses of job analysis information Selecting representative jobs for analysis Understand job design

Collection of data

Developing a job description

Preparing a job specification

Process of Job analysis

Organizational Analysis
Selection of jobs to be analyzed Data collection

Job specification

Job description

Methods of Collecting Job Analysis Data

Personal Observation Performing the job. Critical incidents Interview- individual & group Panel of experts Diary method Questionnaire
Structured Unstructured

Types of Job analysis Information

Work Activities: Machines, Tools, Equipments and Work Aids used Personal requirements Job context

Outcomes of Job Analysis

The information obtained from job analysis is classified into three categories.

Job description

Job specification
Job evaluation

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 SPECIFICATION A statement of the minimum qualifications required for a job.

JOB EVALUATION The 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.

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.

USES AND CONTENTS OF JOB DESCRIPTION

USES Recruitment of new employees on the job Promotions and transfers Setting performance standards Recognizing personal excellence among workers Job classification and grading CONTENT Job identification Job summary Job duties and responsibilities Working conditions Social environment Machines, tools, equipments Supervision Relation to other jobs

Example of Job Description

JOB TITLE:_____ REPORTS TO:___ SUPERVISES:___ AS ON DATE :_________ OCCUPATIONAL CODE: ________ JOB NO. : ___________________ GRADE LEVEL: _______________

FUNCTIONS: ____________________________________________________________ __________________________________________ DUTIES AND RESPONSIBILITIES: ____________________________________________________________ __________________________________________

JOB CHARACTERISTICS: ____________________________________________________________ __________________________________________

SPECIMEN OF JOB DESCRIPTION

Job Title Code Number Department Job Summary Manager, wage and salary administration HR/1705 Human Resource Division Responsible for company wage and salary programmes, wage surveys, etc. Job Duties 1) supervise the job analysis studies 2)conducts periodic surveys Working 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.

Methods of collection Job description data

Diary/log books Observation Interview Questionnaire:
Structured Unstructured

Which method to use ?

Factors to be considered before choosing the method of collecting data are:
No. of job/employees to be considered. Time limit Cost factors Education levels of incumbents Type of data required.

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.
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.

Example of Job Specification

JOB TITLE: __________________________ EDUCATION:_________________________ PHYSICAL HEALTH: ____________________________________________________________ ____________________________________________________________ APPEARANCE: ____________________________________________________________ MENTAL ABILITIES: _______________________________________________ SPECIAL ABILITIES: _______________________________________________ PREVIOUS WORK EXPERIENCE: ____________________________________________________________ ____________________________________________________________ SPECIAL KNOWLEDGE & SKILLS:_____________________________________ OTHER : ________________________________________________________

SPECIMEN OF JOB SPECIFICATION

Position Title Manager, wage and administration. Department Human Resource Division Education and Training 1)Bachelor degree with at least 50 per cent marks 2)MBA with specialization in HRM Experience At least five years experience Age Preferably above 30 years and below 45 years Other Attributes 1)Good health 2)Fluency in speaking and writing 3) Innovative Approach

(Compensation Manager)

JOB DESCRIPTION VS JOB SPECIFICATION

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

Job specification
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.

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

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

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.