Unit 2( P 15) Meeting HR Requirements: Job: Analysis, Description, Specification

Job Analysis:

1. Job analysis is the formal process of identifying the content of a job in terms activities involved and attributes needed to perform the work and identifies major job requirements.
2. The main purposes of conducting job analysis is to prepare job descriptions and  job specifications and job evaluation which in turn helps hire the right quality of workforce into an organization. The general purpose of job analysis is to document the requirements of a job and the work performed.
3. It is a systematic procedure for gathering, documenting, and analyzing information about the content, context, and requirements of the job. It demonstrates that there is a clear relationship between the tasks performed on the job and the competencies required to perform the tasks.

Advantages of Job Analysis:

1. Job analysis helps at the time of recruitment and selection of right man on right job.
2. It helps to understand extent and scope of training required on the job.
3. It helps in evaluating the job in which the worth of the job has to be evaluated.
4. To avoid overlapping of authority- responsibility relationship so that distortion in chain of command doesn’t exist.
5. It also helps to chalk out the compensation plans for the employees.
6. It also helps to undertake performance appraisal effectively in a concern.

Job Description:

1. A job description sets out the purpose of a job, where the job fits into the organization structure, the main accountabilities and responsibilities of the job and the key tasks to be performed.
2. Job description is an organized factual statement of job contents in the form of duties and responsibilities of a specific job. The preparation of job description is very important before a vacancy is advertised. It tells in brief the nature and type of job. This type of document is descriptive in nature and it constitutes all those facts which are related to a job such as:
• Title/ Designation of job and location identification in the concern.
• The nature of duties and operations to be performed in that job.
• The nature of authority- responsibility and relationships.
• Reporting responsibilities: who is the immediate boss of the job holder? 
• Relationship of that job with other jobs in a concern.
• Subordinates; who reports directly to the job holder?
• Term of employment
• The provision of physical and working condition or the work environment required in performance of that job.

Advantages/ Importance of Job Description:

1. It helps the supervisors in assigning work to the subordinates so that he can guide and monitor their performances.
2. It helps in recruitment and selection procedures.
3. It assists in manpower planning.
4. It is also helpful in performance appraisal.
5. It is helpful in job evaluation in order to decide about rate of remuneration for a specific job.
6. It also helps in chalking out training and development programmes.

Job Specification :

1. The job specification describes the personal requirements you expect from the employee. Like the job description, it includes the job title, which the person reports to, and a summary of the position. However, it also lists any educational requirements, desired experience and specialized skills or knowledge required. Include salary range and benefits. Finish by listing any physical or other special requirements associated with the job, as well as any occupational hazards.
2. It is a statement which tells us minimum acceptable human qualities which helps to perform a job. Job specification translates the job description into human qualifications so that a job can be performed in a better manner. Job specification helps in hiring an appropriate person for an appropriate position. The contents are 
• Educational qualifications for that title
• Physical and other related attributes
• Physique and mental health
• Special attributes and abilities
• Maturity and dependability
• Relationship of that job with other jobs in a concern.

Advantages of Job Specification :

1. It is helpful in preliminary screening in the selection procedure.
2. It helps in giving due justification to each job.
3. It also helps in designing training and development programmes.
4. It helps the supervisors for counseling and monitoring performance of employees.
5. It helps in job evaluation.
6. It helps the management to take decisions regarding promotion, transfers and giving extra benefits to the employees.

Job Evaluation:

1. Job evaluation is a systematic way of determining the value/worth of a job in relation to other jobs in an organization. It tries to make a systematic comparison between jobs to assess their relative worth for the purpose of establishing a rational pay structure.
2. Job Evaluation is a technique to rank jobs in an organization on the basis of the duties and responsibilities assigned to the job.  The job evaluation process results in a job being assigned to a pay grade.  The pay grade is associated with a pay range that is defined by a minimum and a maximum pay rate.
3. The objective of job evaluation is to determine which jobs should get more pay than others. 

Advantages of job evaluation:

1. It offers a systematic procedure for determining the relative worth of jobs. Jobs are ranked on the basis of rational criteria such as skill, education, experience, responsibilities, hazards, etc., and are priced accordingly.
2. Employees as well as unions participate as members of job evaluation committee while determining rate grades for different jobs.
3. An unbiased job evaluation tends to eliminate salary inequities by placing jobs having similar requirements in the same salary range.
4. Helps in the evaluation of new jobs.
5. Harmonious relationship between employees and manager
6. Understand the relative value of new jobs in a concern.

Information associated with a job analysis can be gained from the following sources:

1. Supervisor/manager of the proposed/established position,
2. The current incumbent (or a staff member who has undertaken the duties in the past),
3. Team members of the proposed/established position,
4. A staff member from another work area with a similar position,
5. Managers who employ similar positions,
6. Performance plans and key performance indicators of current incumbent
7. Workforce plans,
8. Program timetables or customer feedback forms

Questions to Review:

1. Write a job description and job specification of a Human Resource Manger.
2. Job analysis is not a one time process, it needs to revised continuously. Clarify.