job descriptionfinal

7/30/2019 Job Descriptionfinal

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Job Description

A job description is a document primarily used by employers asan advertisement for prospective employees.

It also can be used for determining compensation and

performance reviews. It is a broad, general, and writtenstatement of a specific job, based on the findings of a jobanalysis.

It generally includes duties, purpose, responsibilities, scope, andworking conditions of a job along with the job's title, and thename or designation of the person to whom the employeereports.


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Job description usually forms the basis of job specification.

Job descriptions are based on objective information obtainedthrough job analysis, an understanding of the competencies

and skills required to accomplish needed tasks, and the needs

of the organization to produce work.

Job descriptions clearly identify and spell out theresponsibilities of a specific job.


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Job descriptions also include information about working

conditions, tools, equipment used, knowledge and skillsneeded, and relationships with other positions. The best job

descriptions are living, breathing documents that are

updated as responsibilities change.

The best job descriptions do not limit employees, butrather, cause them to stretch their experience, grow their

skills, and develop their ability to contribute within their

organization.


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Job Description Components

Job title

General summary of job

Key relationships

Education and Experience (Minimum qualifications) Knowledge, skills and abilities

Principal duties & essential functions

Major challenges

Physical, mental, sensory requirements

Working conditions


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Job Title

Keep titles consistent with industry standards, as

much as possible.

Title should be somewhat descriptive of what the

position does.


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General Summary

Often written in the final step of the process

A short paragraph of no more than three to four

sentences which concisely informs the reader of the

nature, level, and objective of the position.

Summary is used to communicate with job

applicants.


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Key Relationships

Who the position reports to (title, not names)

Peer positions

Direct reports


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Minimum Requirements and Education

Educational requirements should meet the needs ofthe position and reflect the minimum qualifications.

Most positions do not need to have a degree in order

to be able to perform the principle duties. However, some do.

For example: In Oregon -Teachers require a Bachelorsdegree in order to obtain a Teaching License.


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Minimum Requirements and Education

Equivalent years of experience may be

considered in lieu of educational requirements

For example: Bachelors degree and 2 years of experience,

or 6 years of experience in lieu of a degree if appropriatefor the position.


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Knowledge, Skills, and Abilities

Knowledge Necessary knowledge to competently perform the functions of the

position.

e.g. Advanced knowledge of development and/or maintenance of EMR systems

Skills

Technical or functional skills required to do the job.

e.g. Strong understanding of client/server and host-based systems

Abilities Competence to perform an observable behavior.

e.g. Ability to analyze and independently solve complex problems andcommunicate outcomes.


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Principal Duties

In conjunction with the essential functions.. Principal duties should be the most important tasks,

which are listed in order of importance and/or

necessity, and identify the specific functions requiredto perform the job.


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Essential Functions

A duty is an essential function if:

It is a fundamental job duty that is necessary forthe position and

There are a limited number of employees towhom this duty could be delegated and

The duty requires skill so specialized, it wouldrequire hiring a new person if the incumbent

were absent and Requires a large percentage of time spent doing

it.


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Principal Duties

Examples: Receptionist

Answer high volume central telephone system anddirect calls accordingly.

Develop and maintain office forms and procedures.

Serves on Stewardship Committee.

Which of the examples above are essentialfunctions?


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Major Challenges

Should reflect true challenges faced within the

position.

Examples:

Working with minimal supervision in a fast-paced environmentwith multiple demands to prioritize.

Working in a matrix reporting structure with multiple conflicting

priorities.

Keeping abreast of rapidly changing business and technology

needs.


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Who Should Prepare

Job Descriptions?

Directors or Executives

Manager

Supervisor NOT solely the incumbent!


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Significance of job description

A job description should be written concisely and with theprimary purpose of informing. It is not so much a legaldocument, as it is a way to advise prospective and currentemployees of what is expected in a specific job. Some

employee specialists suggest that job descriptions are notnecessarily useful.

Dr. John Sullivan is one of those. He believes they areusually worded in such a way that it is difficult to reallyevaluate a individual's performance. Therefore, if you are

using job descriptions, it would be better to writespecifically, concretely, and as inclusively as possible.


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Features of job description

A job description contains many features. The first is theposition title. It should be followed by the name of the personresponsible for overseeing that position and the job location.It also is a good idea to include the pay scale range. It isimportant to add working conditions as this is a way for

prospective employees to decide if they are interested in this

specific position.It should include the hours and/or shift that the individual

performing this position will be working. Most importantly, itwill include duties, tasks, and responsibilities that lie withinthat specific post. This is the area that specifics should beincluded, including the skill set necessary to complete thetasks outlined.


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Considerations

If you are using job descriptions in your company and/orwork setting, it is a good idea to first do a task analysis

before writing the document.

This basically means examining the job and figuring out the

tasks and what sequence are needed to perform the job.Examine the job also to figure out what knowledge andpossible expertise is needed.

If this position is one you are not personally knowledgeableabout, it is more effective to ask your employees whooversee that part of the industry to give input and performthe analysis.


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Benefits

A job description clearly defines what you expect as anemployer.

As an employee, a well-written job description can help you

be prepared and informed of what is expected of you.

If done correctly, it can be a useful tool to aid in the

communication between management and employees.

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