guidelines for organizational chart and job description review2

8/6/2019 Guidelines for Organizational Chart and Job Description Review2

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Guidelines forGuidelines forOrganizational Chart andOrganizational Chart and

Job Description ReviewJob Description Review


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PurposePurpose

To convert current JobTo convert current Job

Descriptions to CompetencyDescriptions to Competency--

Based Job ProfilesBased Job Profiles


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CompetencyCompetency--Based Job ProfileBased Job Profile

A written document which contains all theA written document which contains all theessential information about a particularessential information about a particular

position. This includes duties,position. This includes duties,responsibilities, requirements, tasks andresponsibilities, requirements, tasks andrelationships present in a specific positionrelationships present in a specific position

or function.or function.


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Sections of a Job ProfileSections of a Job Profile

Position SummaryPosition Summary

Position InformationPosition Information

Job ContentJob Content Principal Duties and ResponsibilitiesPrincipal Duties and Responsibilities Essential FunctionsEssential Functions

Other Duties and ResponsibilitiesOther Duties and Responsibilities

Corporate Compliance ResponsibilitiesCorporate Compliance Responsibilities QualificationsQualifications

Success ProfileSuccess Profile


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Position SummaryPosition Summary

This section describes briefly the generalduties and responsibilities of a position.

the purpose of the position, why does itexist? (Purpose is the business need thatthe position satisfies?)

It should be no more than two or three

sentences long. Should be usable in postings and other job

advertisements


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Position InformationPosition Information

Position Title / NamePosition Title / Name

DepartmentDepartment

Level / RankLevel / Rank

Job FamilyJob Family

Location of WorkLocation of Work

Amount of supervision receivedAmount of supervision received

Reports toReports to

SupervisesSupervises


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Principal Duties and ResponsibilitiesPrincipal Duties and Responsibilities

-- covers the Essential Functions of theposition.

In identifying essential functions, be sure

to consider (1) whether employees in theposition actually are required to performthe function, and (2) whether removingthat function would fundamentally changethe job.


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Principal Duties and ResponsibilitiesPrincipal Duties and Responsibilities

To identify the essential functions of the job,first identify the purpose of the job, andthe importance of actual job functions inachieving this purpose. In evaluating the"importance" of job functions, consider,among other things, the frequency with

which a function is performed, the amount

of time spent on the function, and theconsequences if the function is notperformed.


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Other Duties and ResponsibilitiesOther Duties and Responsibilities

Tasks which are not considered theTasks which are not considered theprimary duty and responsibility of theprimary duty and responsibility of the

position.position. Tasks which are not regularly performedTasks which are not regularly performed

but still expectedbut still expected

Committee MembershipsCommittee Memberships


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Corporate ComplianceCorporate Compliance

ResponsibilitiesResponsibilities Must be present in all Job ProfilesMust be present in all Job Profiles

Tasks that must be performed by all theTasks that must be performed by all theemployees in the organization, or by a specificemployees in the organization, or by a specific

groupgroup

Example: All employees have the responsibilityExample: All employees have the responsibilityto adhere to the organizations policies and codeto adhere to the organizations policies and code

of discipline and participate in corporate eventsof discipline and participate in corporate eventsAll managers have the responsibility to sendAll managers have the responsibility to send

their staff to appropriate trainingtheir staff to appropriate training


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QualificationsQualifications

Education Degree / LevelEducation Degree / Level

Experience (Number of years)Experience (Number of years)

TrainingTraining

LicensesLicenses

Certifications / AccreditationsCertifications / Accreditations

Affiliations / MembershipsAffiliations / Memberships

Please indicate which are considered asPlease indicate which are considered asMinimum Qualification and PreferredMinimum Qualification and PreferredQualificationQualification


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QualificationsQualifications

Minimum Qualification- containing a list ofexperience, education, and certification requiredof the employee performing the job.

S

hould be the main criteria for selecting /rejecting applicants.

Preferred Qualification containing a list ofexperience, education, and certificationpreferred of the employee performing the job.

Should be the basis for training & development,and promotion


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Success ProfileSuccess Profile

Technical Competencies or Knowledge

Job Specific (Ex. Cost Accounting, BrandMarketing)

Organizational Knowledge (TDG Orgstructure, TDGOfficers, History, Core Values)

Industry Knowledge (Travel Industry knowledge)

Experience / Accomplishments

Behavioral Competencies (TDG CompetencyModel)

Motivations

Abilities (Physical)


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CompetenciesCompetencies

Minimum Competencies- consisting of a list ofthose skills, knowledge, motivation and behaviorthat are required for the performing the job.

Should be the main criteria for selecting /rejecting applicants

Preferred Competencies- consisting of a list ofthose skills, knowledge, motivation andbehaviors preferred of the employee performing

the job. Should be the basis for training & development,

and promotion


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Machines / Equipment UsedMachines / Equipment Used

This section should be added whenThis section should be added whenapplicable or essential to the position.applicable or essential to the position.

Examples.Examples. ComputerComputer

Photocopying MachinePhotocopying Machine


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Tips in Writing the Job ProfileTips in Writing the Job Profile

List all the knowledge, skills, and abilitiesnecessary to perform the job, and dividethem into requirements and preferences.

Be precise. This is critical.

The requirements listed on the job profilemust support the essential functions, andserve as the primary criteria forselecting/rejecting candidates.


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Keep sentence structure as simple as possible;omit unnecessary words that do not contributepertinent information.

Begin each duty/task with an action verb.

Avoid the narrative form.

Be consistent when using terms like "may" and

"occasionally." These should be used to describetasks that are performed once in a while, ortasks that only some employees perform.


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Refer to job titles rather than incumbents, i.e., "Reportsto _______ Manager" instead of "Reports to MarySmith."

Focus on critical activities. Disregard minor occasional

tasks, which are not unique to a specific job. Use logical sequence in describing duties and

responsibilities, and be consistent.

Don't lock yourself into strict requirements that may

prevent you from considering qualified candidates.Consider substitutions (example: Bachelors degree or aminimum of 6-8 years of relevant professionalexperience in )


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Refer to job titles rather than incumbents, i.e., "Reportsto _______ Manager" instead of "Reports to MarySmith."

Focus on critical activities. Disregard minor occasional

tasks, which are not unique to a specific job. Use logical sequence in describing duties and

responsibilities, and be consistent.

Don't lock yourself into strict requirements that may

prevent you from considering qualified candidates.Consider substitutions (example: Bachelors degree or aminimum of 6-8 years of relevant professionalexperience in )

guidelines for organizational chart and job description review2

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