Date post: | 31-Mar-2015 |
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Job DescriptionJob Description
The reviewed, edited, and reformatted product of the job analysis.
Attempts to provide statements of fact that describe the job as it is.
Acts as a job contract that conveys employee rights and establishes corresponding obligations.
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Job DescriptionJob Description
It protects the employee and the employer by letting the employee know what is expected and what must be accomplished.
Comes in a variety of forms.
May be used as a substitute for / or by the job analysis.
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Job DescriptionJob Description
While not universally accepted it continues to be viewed by many organizations as a valuable multipurpose personnel and management tool.
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Definition Of TermsDefinition Of Terms
Position Work consisting of responsibilities and duties assignable to one employee. (There are as many positions as there are employees - sometime even more).
Example: M. Jones, Secretary-purchasing
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Definition Of TermsDefinition Of Terms
Job Work consisting of responsibilities and duties that are sufficiently alike to justify being covered by a single job analysis / job description. Assignable to one or more employees.
Example: Secretary-purchasing
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Definition Of TermsDefinition Of Terms
Class A group of jobs sufficiently similar as to kinds of subject matter; education and experience requirements; levels of difficulty, complexity, and responsibility; and qualification requirements of the work.
Example: Secretary II.
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Definition Of TermsDefinition Of Terms
Class-Series
A grouping of job classes having similar job content but differing in degree of difficulty, complexity , and responsibility; level of skill; knowledge; and qualification requirements. The jobs within a class-series can form a career ladder.
Example: Secretarial Series I-IV
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Definition Of TermsDefinition Of Terms
Family Two or more class-series within an organization that have related or common work content.
Example: Administrative Occupation (Secretary/Clerical).
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Definition Of TermsDefinition Of Terms
Occupation
A grouping of jobs or job classes within a number of different organizations that have similar skill, effort, and responsibility requirements.
Example: Administrative Occupation (Secretarial / Clerical)
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Job Description Job Description Multipurpose ApplicationsMultipurpose Applications
Planning
It provides data for establishing internal equity and external competitiveness.
Organization Design
Staffing Levels
Career Ladder
Career Pathing
Job Design
Pay System Design
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Operations Recruiting And Screening
Test Design
Hiring And Placement
Job Orientation
Developing Operating Procedures
Training And Development
Job Description Job Description Multipurpose ApplicationsMultipurpose Applications
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Control» Performance Standards
Identifies acceptable levels of performance.
» Legal Requirements Establishes valid, non-discriminatory
standards for each applicant or incumbent.
» Collective Bargaining Sets the starting point for management to
establish valid pay differentials.
Job Description Job Description Multipurpose ApplicationsMultipurpose Applications
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Elements Of The Job Elements Of The Job DescriptionDescription
Job Identification
Job Summary
Job Identification
Accountabilities
Job Specifications
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Job IdentificationJob Identification
Job Title
Status (Exempt Vs Nonexempt)
Job Code (Referencing System)
Document Author, Approvals, And Date
Job Location
Job Grade
Evaluation Points
Title Of Supervisor
Pay Range
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Job SummaryJob Summary
A "word picture" of the job that delineates its general characteristics, listing only major functions or activities.
It is valuable to those who need a quick overview of the job. It is especially useful in job matching when an organization is participating in a pay survey.
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Job SummaryJob Summary
It is important that a high level of clarity be
conveyed in a few words. Code words are
often used to accomplish this goal, but
they must be used with a great deal of
care to avoid a mischaractorization of the
job.
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Common Job Common Job Summary Code WordsSummary Code Words
Under Immediate Direction
The incumbent normally
performs the duty
assignment after
receiving detailed
instructions as to the
methods, procedures,
and desired end results.
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Common Job Common Job Summary Code WordsSummary Code Words
Under General Direction
The incumbent normally
performs the duty
assignment after
receiving general
instructions as to the
methods, procedures,
and desired end results.
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COMMON JOB COMMON JOB SUMMARY CODE WORDSSUMMARY CODE WORDS
Under Direction
The incumbent normally
performs the duties
assignment according to
his or her own judgement
requesting supervisory
experience only when
necessary.
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Common job Common job summary code wordssummary code words
Under Administrative Direction
The incumbent normally
performs the duty
assignment within broad
parameters defined by
general organizational
requirements and
accepted practice.
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Common Job Common Job Summary Code WordsSummary Code Words
Under Guidelines Set By Policy
The incumbent normally
performs the duty
assignment at his or her
discretion and is
limited only by policies
set by administrative or
legislative authority.
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The Job DefinitionThe Job Definition
Responsibilities and Duties
This section identifies the primary reasons for the existence of the job.
A responsibility is of sufficient importance that "not" carrying out the duties within it or performing them below a minimally established standard will critically affect the required results and demand remedial actions by management.
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The Job DefinitionThe Job Definition
Responsibility statements are analyzed and listed separately and each is subsequently supported by a list of duties that further describe the responsibilities.
The commonly accepted limit of responsibilities per job is seven (7) but it will vary with the complexity of the job.
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Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
Job Analysis-Provided Job Content Data
The job responsibility
and duty statements are
typically, at this stage in
the process, the product
of edited job analysis
data.
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Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
Ranking Responsibility and Duty Statements
After identifying the responsibilities and duties of a job, the next step is to place them in some kind of order so that the reader can obtain a clear and concise picture of the content of the job.
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Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
Activity-Worth Dimensions and Rating
Scales
A computer assisted process in which the
organization attempts to identify, quantify, and
rank the frequency, duration, criticality,
complexity, and etc, of job responsibilities and
duties.
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Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
Activity-Worth Dimensions and Rating Scales
Responsibilities should be listed in order of importance and duties listed under each responsibility should follow the same order.
The input of the incumbents as well as others familiar with the work should be solicited when responsibilities and duties are given some order of importance.
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Describing Jobs of Different Levels of Complexity
The higher the level of the job, the more complex the job requirements and associated incumbent activities.
The more complex the requirements and activities, the more difficult it is to describe them in clear, unambiguous terms.
Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
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Describing Jobs Of Different Levels Of Complexity
The more complex the activities, the more difficult it is to identify relevant activities that are observable and measurable in quantitative terms, although qualitative measurements are certainly possible and applicable.
Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
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Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
Describing Jobs Of Different Levels Of Complexity
The higher the level of the job, the greater
the likelihood that the way identified job
activities are performed will vary
significantly among incumbents.
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Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
Describing Jobs Of Different Levels Of Complexity
As jobs increase in importance, the
cognitive and affective domains become
more important, and the psychomotor
domains become less important.
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Job Responsibility / Duty Job Responsibility / Duty StatementsStatements
Special Notations"Performs other duties as assigned" should never be on any individual's job description.
It is unnecessary to start an activity statement with the words "responsible for".
The format of the activity statement may take either the outline or paragraph form. The author recommends the outline form.
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AccountabilitiesAccountabilities
Briefly describes the major results achieved in the satisfactory performance of the job responsibilities and duties.
It acts as a guide for the goal-setting process that integrates job requirements with job-holder contributions.
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Job SpecificationsJob Specifications
Identifies the knowledge and skill demands made on the incumbent and the physical and emotional conditions under which the incumbent must work.
The design of the job specification section and the information it provides relate to the kind of job evaluation plan used by the organization.
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Job SpecificationsJob Specifications
When writing managerial job descriptions,
the specification section may include such
items as people and dollar impact.
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Other Kinds Of Information Used Other Kinds Of Information Used In Describing JobsIn Describing Jobs
Conditions of Employment
» Environmental
» Reasonable Accommodations
» Knowledge, Skills, and Abilities
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Other Ways OfOther Ways OfDescribing Job FactsDescribing Job Facts
Position Description
Standing Operating Procedures
Class Description
Performance Standards
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Class Specification
Job Description
Position Description
SOP
Performance Standards
Other Ways of Describing Job Facts
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Revising The Job Revising The Job DescriptionsDescriptions
The first rule in writing a job description is that it must describe the job as it is. However, as the job changes it must be updated.
Much of the resistance experienced with the use of job descriptions has its genesis in organizations' failure to stay abreast of job content changes.
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Revising The Job Revising The Job DescriptionsDescriptions
The person who should be given primary responsibility for maintaining the job description is the incumbent.
Incumbent inputs to the revision of a job description should be on an as needed basis, with the major monitoring responsibilities falling on the immediate supervisor.
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Revising The Job Revising The Job DescriptionsDescriptions
All jobs should be reviewed at least once a year, preferably in conjunction with the annual performance review.
Audits should be scheduled once every three to five years and that responsibility lies with the human resources department.
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Revising The Job Revising The Job DescriptionsDescriptions
The job description should never be
considered a straitjacket as to what can be
done by the jobholder.