3.06 develop job d escriptions
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3.06 Develop Job D escriptions. Job descriptions are important for attracting the right job candidates, helping employees understand their responsibilities, evaluating employees' performance, and much more. Here are tips for writing good job descriptions. - PowerPoint PPT PresentationTRANSCRIPT
3.06 Develop
Job Descriptions
Job D
esc
ripti
on
Job descriptions are important for
attracting the right job candidates,
helping employees understand their
responsibilities, evaluating
employees' performance, and much
more. Here are tips for writing good
job descriptions. Think of a job description as a
“snapshot” of a job. The job
description needs to communicate
clearly and concisely what
responsibilities and tasks the job
entails and to indicate, as well, the
key qualifications of the job – the
basic requirements (specific
credentials or skills) – and, if
possible, the attributes that
underlie superior performance
Job D
esc
ripti
on
(Conti
nued)
Following is a quick look at the
categories that make up a
well-written job description:
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 a regular
basis) Term of employment Qualifications (necessary skills
and experience required)
Job Q
ualifi
cati
ons A qualities, abilities, or
accomplishments that
makes a person suitable for a particular position or
task.
Job A
naly
sis
A job analysis is the process used to collect
information about the duties, responsibilities,
necessary skills, outcomes, and work
environment of a particular job. You need as
much data as possible to put together a
job description, which is the frequent outcome
of the job analysis.
Additional outcomes include recruiting plans,
position postings and advertisements, and
performance development planning within your
performance management system
Job analysis tells the human resources
personnel: the time it takes to complete relevant tasks
the tasks that are grouped together under a single
job positionthe ways to design or structure a job for
maximizing employee performance
the employee behavioral pattern associated with
performance of the job
the traits and attributes of a proper candidate for
the jobthe ways the data can be used to develop human
resource management
Use
s of
Job
Desc
ripti
on
A job description: causes the manager of the position and
any other employees already performing
the job to agree on the responsibilities
and scope of the position,
helps Human Resources know the
knowledge, skills, education, experience,
and capabilities you seek in your new
employee, so an effective recruiting plan
is formulated, informs candidates about the duties and
responsibilities of the position for which
they are applying, informs employees who are assisting with
the interview process about the
questions to ask candidates and what
you seek in the new employee, and
may protect you legally when you can
demonstrate why the candidate selected
for a position was your most qualified
and culturally suited application.
How
Job D
esc
ripti
ons
can b
e D
eve
loped
Develop job descriptions to help you
articulate the most important
outcomes you need from an employee
performing a particular job.
Job descriptions are a communication
tool to tell coworkers where their job
leaves off and the job of another
employee starts. They tell an employee where their job
fits within the overall department and
the overall company. They help
employees from other departments,
who must work with the person hired,
understand the boundaries of the
person's responsibilities.
Finally, job descriptions are an integral
piece of the performance development planning pro
cess.
How
Job D
esc
ripti
ons
can b
e D
eve
loped
Your goal in hiring is to
find the brightest, most
competent, flexible, reliable, multifaceted
employees you can find.
A job description, if not
viewed as a straight
jacket, helps your successful recruiting in
several ways.
How
to D
eve
lop
a Job D
esc
ripti
on
Gather the appropriate
people for the task. The
manager to whom the position
will report takes the lead in
developing a job description,
but other employees who are
performing similar jobs can
contribute to its development,
too. Additionally, if the position is
new and will relieve current
employees of work load, they
should be part of the discussion.
A first position? The manager or
company owner can develop the
job description on his or her
own.
How
to D
eve
lop
a Job D
esc
ripti
on
Perform a job analysis. You need as
much data as possible to develop a job
description. The job analysis may
include: the job responsibilities of current
employees Internet research and sample job
descriptions online or offline highlighting
similar jobs, an analysis of the work duties, tasks, and
responsibilities that need to be
accomplished by the employee filling the
position, research and sharing with other companies
that have similar jobs,
and articulation of the most important
outcomes or contributions needed from the
position. The more information you can gather,
the easier the actual task of developing
the job description will be.
How
to D
eve
lop
a Job D
esc
ripti
on
Write the job description. Your
company may have a format for job
descriptions so check with Human
Resources. Often, however, all HR expects
is a list of the responsibilities and they
prefer to develop the final format
congruent with other job descriptions
across the company.
These are the normal components of the
job description:Overall position description with general
areas of responsibility listed,
Essential functions of the job described with
a couple of examples of each,
Required knowledge, skills, and abilities,
Required education and experience,
A description of the physical demands, and
A description of the work environment.
Your company and your process may vary,
but these components give the employee
clear direction.
How
to d
eve
lop
a Job D
esc
ripti
on
Review the job description
periodically to make sure it acurately
reflects what the employee is doing
and your expectations of results from
the employee.
Use the job description as a basis
for the employee development
plan (PDP) An employee's job
description is integral in the
development of his or her
quarterly employee development plan.
An effective job description establishes
a base so that an employee can clearly
understand what they need to develop
personally, and contribute within your
organization. Develop job descriptions
to provide employees with a compass
and clear direction
Act
ivit
y 3.0
6
Read and complete Section 2 of the human
resource guide found at
http://www.sasknetwork.ca/html/Employers/hr
/Module2-Recruitment.pdf
. (Section 2 of this module starts on page 2 of
the document and is titled “Job
Descriptions.”) Complete the Work Description Form in the
module to develop a better understanding of
the duties and responsibilities required for
each job position that they need to fill.
After completing the Work Description Form
for each of the positions that they plan to fill,
read and discuss the passage regarding
information to include in job descriptions.
Use the job profile template provided in the
module to develop job descriptions for the
different positions within their businesses.
When finished, add your Work Description
Forms and job descriptions (job profiles) to
your folder.