MGT 2: HUMAN RESOURCE MANAGEMENT

WEEK 3: Job Analysis

Job Analysis (JA)
Conducted to determine the responsibilities inherent in the position as well as
the qualifications needed to fulfill its responsibilities.
It is essential when recruiting to locate an individual having the requisite
capabilities and education.
When properly performed, this can enhance the success of HRM practices by
laying the required foundation therefore creating competitive advantage for
the firm.
Definition of Different Job Terms
Position Consists of the responsibility and duties performed by an
individual. There are many positions in a firm as there are employees.
Job Group of positions that are similar in their duties. In some instances,
only one position may be involved, simply because no other similar position
exists.
Occupation Group of jobs that are similar as to kind of work and are found
throughout an industry. An occupation is a category of work found in many
firms.
Job Analysis The procedure used for determining/collecting information
relating to the operations and responsibility of a specific job. The end results
are job description and job specifications.
Job Description Organized, factual statements of the duties and
responsibilities of a specific job. It tells what is to be done, how it is done, and
why. It is a list of job duties, responsibilities, reporting relationships, working
conditions, and supervisory responsibilities.
Job Specifications A written explanation of the minimum acceptable
human qualities necessary for effective performance of a given job. It
designates the qualities necessary for effective performance of a given job. It
designates the qualities required for acceptable performance, which are
requisite education, skills, personality, etc.
Job Classification Grouping of jobs on some specified basis such as kind of
work or pay. It can refer to a grouping by any selected characteristics but
preferably used most often in connection with pay and job evaluation.
Job Evaluation Systematic and orderly process of determining the worth of
a job in relation to other jobs. The objective is to determine the correct rate if
pay.
Tasks Coordinated and aggregated series of work elements used to
produce an output.
O*Net Online resource which has replaced the Dictionary of Job Titles; list
of job requirements for a very large number of jobs.
Functional Job Analysis A task-based or work-oriented technique
describing the work performed.
Position Analysis Questionnaire (PAQ) An example of a job analysis
method.
Information Provided by Job Analysis that Create the Foundation for Other
HR Activities
1. How much time is taken to complete basic tasks?

MGT 2: HUMAN RESOURCE MANAGEMENT

WEEK 3: Job Analysis
2.
3.
4.
5.

How are tasks grouped together into a job?

How can a job be designed so that employee performance can be improved?
What kind of skills is needed to perform a given job?
What kind of person is best suited to perform a certain type of job?

Specific Information Provided by Job Analysis

1. Job title and location
2. Organizational Relationship Brief explanation of the number of persons
supervised (if applicable) and the job title of the position supervised. It also
reflects supervision received.
3. Relation to Other Job Describes and outlines the coordination required by
the job.
4. Job Summary Condensed explanation of the content of the job
5. Information concerning job requirements Usually provides information about
machines, tools, materials, mental complexity and attention required,
physical demands, and working conditions. It varies from job to job.
Uses
1.
2.
3.
4.
5.
6.
7.
8.

of Job Analysis Information

Preparing the job description and writing the job speciation
Recruitment and selection
Determining the rate of compensation
Performance Appraisal
Training
Career Planning and Development
Safety
Labor Relations

Methods Used in Job Analysis

1. Interview
2. Observation
3. Questionnaires
4. Employee Recording / Use of Log Book
Steps in Conducting Job Analysis
STEP 1
Examine the total
organization and the fit
for each job

Step 2
Determine the purpose
of Job Analysis

Step 3
Select job to be
analyzed.

Step 6
Prepare the Job
Specification

Step 5
Prepare the Job
Description

Step 4
Collect data by using
acceptable Job Analysis
Techniques

Step 7
Use information from
Steps 1-6 for Job Design,
Planning, Selection and
Training, Recruitment,
Performance Appraisal ,
Compensation, etc.

MGT 2: HUMAN RESOURCE MANAGEMENT

WEEK 3: Job Analysis

Writing the Job Description

The purpose of Job Description is to establish the level of difficulty of a
specific position for the purpose of establishing pay levels.
In creating the role and competency description statement, cluster related
skills then convert them into behavioral statements.
The first and immediate product of job analysis is the job description
(descriptive and constitutes a record of existing and pertinent job facts.
Suggested Contents of Job Description
1. Date Written
2. Job Status full time/part time including the summary
3. Job identification the identification section includes such information as
job title, department, division, plant and code number of the job.
4. Job Summary A brief one or two-sentence statement describing the
purpose of the job and what outputs are expected from job incumbents.
5. Working relationship, responsibilities, and duties performed Relationship
statement shows the job holders relationship with others inside and
outside the organization. These include supervision received (to whom the
job incumbent reports) and supervision exercised (who reports to the
employee).
Responsibilities and duties should be presented in clear and precise
statements and should include essential functions and major tasks, duties
and responsibilities performed. The function of each job should be
identified and explained for the benefit of the job holder.
6. Authority of Incumbent Defines the limit of the jobholders authority
including his/her decision-making authority, direct supervision of other
personnel, and budgetary limitation.
7. Competency Requirements Education and experience including special
skills required to perform a given job.
8. Working Conditions A list of the general working conditions involved with
the job, location of the job, and other relevant characteristics of the
immediate work environment such as hazards and noise levels.
Writing the Job Specifications
Job Specification uses the job description to define the kind of human traits
and experience required to do a specific job well.
It shows what kind of person to recruit and for what qualities that person
should be tested.
Identify the minimum acceptable qualifications required for an employee to
perform job adequately.

MGT 2: HUMAN RESOURCE MANAGEMENT

WEEK 3: Job Analysis

May be separate section on the job description, a separate document

entirely, or at the concluding part of the job description.

Contents of Job Specification

1. Knowledge body of information one needs to perform the job
2. Skills the capability to perform a learned motor task such as word
processing skills
3. Ability the capability needed to perform non-motor tasks such as
communication abilities
4. Personal Characteristics an individuals traits such as tact, assertiveness,
concern for others, etc.
5. Credentials Proof or documentation that an individual possesses certain
competencies.
6. Technical Requirements include criteria such as educational background,
related work experience, and training.