LESSON 3 Job Analysis Dr. Salim Al-Shukaili

What is job analysis? A systematic approach to collect information about a job such as tasks, responsibilities and the skills required to perform those tasks An important part of Human Resources (HR) planning Most tasks performed by HR are directly involved with job analysis.

Job Analysis A job analysis is the process used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job. Process of defining a job in terms of its component tasks or duties and the knowledge or skills required to perform them

The Nature of Job Analysis A systematic way of gathering and analyzing information about the content, context, and the human requirements of jobs:

Work activities and behaviors Interactions with others Performance standards Financial and budgeting impact Machines and equipment used Working conditions Supervision given and received Knowledge, skills, and abilities needed

Task: a unit of work activity performed by a worker within a limited time period Duty: several related tasks that are performed by a worker Position: the set of all tasks & duties performed by a worker Job: a group of identical positions

How can it be used in your organization? Organization and Manpower Planning Recruiting and Selection Job Re-engineering Performance Appraisal Salaries and Incentives Training and Development The HR department can use job analysis in the recruitment process to target applicants who are qualified for the job. They can use key words to search for items that match the job description. In the selection process, applicants are given tests, such as personality tests, that help recruiters select the appropriate applicant for the job. Salaries can be set according to the level of skills involved with the job. Job analysis also helps to determine the amount and types of training that will be required. If skill gaps are apparent after doing the analysis, training programs can be instituted to correct the problems.

How can it be used in your organization? Job analysis can also: Help the company remain profitable and competitive Help the company keep up with technology Prevent employees from being overworked Help the company stay in compliance with government regulations Rotate jobs among employees to prevent boredom. Being aware of particular jobs can be an insight into whether the company needs to make technological changes to remain competitive. Job analyses can also help companies to defend themselves against legal actions taken because of discrimination, etc.

SOURCES OF INFORMATION FOR JOB ANALYSIS (a) From the employees who actually perform a job; (b) From other employees such as supervisors and foremen who watch the workers doing a job and thereby acquire knowledge about it; (c) From outside observers specially appointed to watch employees performing a job. Such outside persons are called the trade job analysts. Sometimes, special job reviewing committees are also established.

Specialized Job Analysis Methods Computerized Job Analysis Questionnaires Observation Interviewing Specialized Job Analysis Methods Computerized Job Analysis

Methods of Job Analysis: Observation Information Sources: Observing and noting the physical activities of employees as they go about their jobs Advantages Provides first-hand information Reduces distortion of information

Disadvantages: Time consuming Difficulty in capturing entire job cycle Of little use if job involves a high level of mental activity Observer’s Difference of mental nature. Analyst’s level should match employee’s level

2. The Interview Information Sources Individual employees (existing job holder) Immediate boss (Supervisors ) with knowledge of the job. Advantages Quick, direct way to find overlooked information required.

The Interviews: Disadvantages Overestimation or depreciation of importance of job Attitude may not be supportive. Difference in perception, attitude and aptitude of the interviewee. Lack of communication. Analyst’s level should match employee’s level.

3. Questionnaires Information Source: Have employees fill out questionnaires to describe their job-related duties and responsibilities. Questionnaires format: Structured checklist. (to identify the task performed) Open ended questions

Questionnaires Advantages Quick and efficient way to gather information from large numbers of employees Quick and economical to use Disadvantages Expense and time consumed in preparing and testing the questionnaire. Becomes less useful where the employees lack verbal skills.

Job Analysis in Perspective Nature of: Basis for: Job Analysis What employee does Why employee does it How employee does it Determining job requirements Salary Grade Job Description Summary statement of the job List of essential functions of the job Employee orientation Employee instruction Disciplinary action Job Specification Personal qualifications required in terms of skills, knowledge (education) and experience Recruitment & Salary Selection/Placement Training & Development

JOB DESCRIPTION Job description is a written record of the duties, responsibilities and requirements of a particular job. It is concerned with the job itself and not with the work. It is a statement describing the job in such terms as its title, location, duties, working conditions and hazards. In other words, it tells us what is to be done and how it is to be done and why.

Key Elements of a Job Description Job Title Indicates job duties and organizational level Job Identification Distinguishes job from all other jobs Essential Functions (Job Duties) Indicate responsibilities entailed and results to be accomplished Job Specifications Basic skills required to perform the job and physical demands of the job

Job Specification Job Specification is a standard of personnel and designates the qualities required for an acceptable performance. Job specifications translate the job description into terms of the human qualifications which are required for a successful performance of a job.

Example Job Description and Specification Job Title: Accounts Payable and Payroll Accountant Job Description: Business Partner with Accounts Payable and Payroll Departments to develop expense forecasts and commentary; prepare accounts payable and payroll shared services; ensure inputs are posted weekly, perform account analysis/reconciliations of cash, liability and employee loan accounts, submit routine reports to Corporate; identify and implement process improvements relative to all responsibilities listed above. Job Specification: BS degree in accounting or finance, 2+ years of accounting or finance experience, sound knowledge of integral accounts payable and general ledger systems, working knowledge of Hyperion Software, good communication skills, able to work independently at off-site location.

Example of a Job Description

The Process of Job Analysis

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