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Job and role analysis

Rajiv Kumar

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Objectives

To learn about job analysis.To learn about role analysis.

To understand the job analysis

To know the purpose and use of job analysis.

To understand the contents of job analysis.

To understand the steps to be taken for job analysis.

To learn about the techniques of job analysis.

To understand the significance of role and job analysis.

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Introduction

Job analysis is the process of collecting, analyzing and setting out information about a job to provide the basis for: Job description Job specification Data for job evaluation Performance management Other human resource management purposes

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Job

A job is defined as a collection or aggregation of tasks or duties and responsibilities, which as a whole are regarded as a regular assignment to individual employees.

A job has a specific title based on the trade specification. A job can have several grades depending on the skills and job

difficulty. A job can be further classified into a group of positions.

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Job Analysis

Job analysis is a detailed and systematic study of information relating to the operations and responsibility of a specific job.

It is the determination of the tasks that comprise the job and of the skills, knowledge, abilities, and responsibilities required of a worker for the successful performance and which differentiates one job from others.

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Process of Job Analysis

Strategic Choice

Gather Information

Process Information Uses of Job Description and Job specification

Personnel planning

Performance appraisal

Hiring

Training and Development

Job evaluation & compensation Health and

Safety

Employee Discipline

Work Scheduling

Job Description Career Planning

Job specification

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Job description

A job description is a written record of the duties, responsibilities, requirements, and working conditions of a particular job.

It is the output of job analysis. It describes what is to be done, how and why. It is concerned with the job itself and not with the worker. Examples of job description are:

Job identification Job summary jobs Relation to other Supervision given/ Machines tools, equipments Material and forms used Conditions of work Hazards

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Job specification

A job specification is a standard of personnel and designates the qualities required for an acceptable performance.

It is a written record of the requirements sought in an individual worker for a given job.

It refers to a summary of personal character sticks required for a job.

Examples of personal traits include experience, training, physical strengths, communication skills, aptitude, social skills.

It is concerned with the qualities of the worker. Example of job specification are:

Physical makeup Psychological characteristics Personal characteristics Responsibilities Other factors of demographic nature (sex,age,education)

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Job design

It is the division of the total task to be performed into efficient and manageable units – position, department, division – and to provide for their integration.

The subdivision is done on: Horizontal scale: Tasks across the organization being performed by

different people. Vertical scale: higher level of managers are responsible for the

management of more people and coordination and planning of more groups.

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Purpose and use of job analysis

Organization and manpower planning Recruitment and selection Wage and salary administration Job re-engineering Employee training and management development Performance appraisal Health and safety

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Purpose of Job Analysis

HRP

Recruitment & Selection

Training & Development

Job Description Job Evaluation

Job Analysis Remuneration

Job Specification Performance Appraisal

Personal Information

Safety & Health

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Guidelines for writing Job description

Options differs on how to write job description: These should be written in detail in terms of work flow These should be written in terms of goals or results to be achieved

Although there is no set way writing job description, the following pattern is fairly typical and used by many companies” a paragraph is allocated to each major task or responsibility Paragraphs are numbers and arranged in logical order Sentences are began with an active verb Accuracy and simplicity are emphasized rather than an elegant style Brevity is usually considered to be important, but is largely conditioned

by the type and need for accuracy Examples of work performance are often quoted statements of opinions such as “dangerous situations are encountered”

should be avoided.

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Limitations of job description

About job description it should be remembered that these descriptions are not perfect reflection of the job

“the object of a job disruption is to differentiate from the other jobs and set its outer limit”

Job tends to be dynamic not static and job description can quickly go out of date

It requires constant revision to remanding updated with the latest trends

The personnel and other departments heads should be appraised of changes.

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Steps in job analysis

There are Seven steps: Collection of background information Selection of representative positions to be analyzed Collection of job analysis data Developing a job description Developing Job specifications Preparation of report Approval

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Techniques of job analysis

Personal observation Filling questionnaires Maintenance of log records Personal interviews

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Significance

With the help of sound job skills and competency analysis the processes of job evaluation, conducting market surveys and performance management can be carried out effectively

With the help of sound job skills and competency analysis an appropriate compensation planning can be made

It is an essential ingredient of sound personnel management It is a major input to forecasting future human resource requirement The information provided by job and role analysis is useful if not

essential in almost every phase of employee relation.

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Summary

Job analysis is the process of collecting, analyzing and setting out information about a job :

Job analysis is a detailed and systematic study of information relating to the operations and responsibility of a specific job

The major outputs of job analysis are: Job description Job specifications

Job analysis can be carried out with the help of personal interviews, questionnaires and personal observation.

job analysis is an essential ingredient of sound personnel management

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THANKS

Any Question?