janeaubinhr@gmail.com

20 November 2013

Job Descriptions & Analysis

Jane AubinAubin Consulting

Job Description & Organisation Specialist

Job Descriptions & Analysis

Session Outline

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1. The nature and uses of Job Descriptions

2. Job Descriptions & The Law

3. Job Analysis and writing Job Descriptions

What is a Job Description?• A systematic, clear

account of a job.• Objective and unbiased.• Up to date• Shows why a job exists

and how it helps an organisation achieve its objectives

• Job = link between individual and the organisation

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Employers?

Employees?

(Work in pairs)

Q: Why do you need Job Descriptions?

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Why Do you Need Job Descriptions?

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Employer Setting recruitment criteria Performance Review & setting objectives People development & training Organisational review – planning change Benchmarking, ranking

Employee Recruitment job description - clarity Performance Review - preparation & reference

point Research – employees like to know what’s

expected of them e.g. Shop manager

salary

Q: In what circumstances would you update or write a new job description

in your organisation?

In what circumstances would you write a new job description?

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1. Existing job has changed significantly 2. Existing job not meeting organisational needs3. New role(s) in the organisation4. Reorganisation of section5. Recruitment – reviewing role(s)

Types of Job Descriptions

StructuredQuestionnaireNarrativeGeneric

Need to consider: numbers needed, intended use (recruitment, evaluation), time, organisational culture, job analysis skills available.

Structured

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Questionnaire

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Similar to Structured job descriptionPrepared by job holder and/or line managerSeries of standard questions to help

completionGuidance Notes

Advantages?

Generic

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Information for a number of roles that do similar work

Associated with structured career path and job families

E.g. secretarial, accounting, engineering, HR

How many different levels can be identified?

Key factors – Job details, Job Purpose, Main Responsibilities, Knowledge & Skills.

Narrative

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Less commonly usedCan cover a wide range of jobsBest for giving a real ‘essence’ of a jobTypical headings : Job Details, Job Purpose,

Dimensions, Main Responsibilities, Organisation Chart plus:

Scope and Nature of JobFree flowing narrative - no lists or headings. Providing background information, setting the scene; helps elucidate the true nature of the role.

Important to remember

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As it is nowTo the point and conciseFree from jargon and abbreviationsAccurate/without embellishments – signed

by line managerFully completedPost not the postholderKept up to date/regularly reviewed

A job description is not required under The Employment (Jersey) Law 2003.

Employees must have a Written Statement of Employment (8+ hours per week) e.g. Start date, rate of pay, holiday/sickness T & C , job

title. Brief job description optional.

Job Descriptions & The Law

Job Descriptions & The Law

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Jersey Employment Tribunal CasesHeatherington Vs Les Ormes Golf & Leisure

Club 2012Robinson Vs Department of Education,

Sport & Culture 2006 - “unable to fulfil her job description”

Discrimination (Jersey) Law 201-Recruitment & Selection procedures:QualificationsAttributes

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Job Analysis

What you need:

1. Latest job description (if any)

2. Other relevant jds – internal/other sections

3. Organisation chart

4. Accurate statistical or financial data

5. Useful reports/papers

Discuss with manager/job holder

Job Analysis Process

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The process of :i) understanding a job ii)breaking down into key components iii)presenting it in a clear format.

Job Details

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Company/SectionJob TitleReports toJob NumberName of Job Holder

Job Purpose

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• Clear, brief statement of why job exists

• Contribution to organisation

• 1 or 2 sentences

• Unique to the job

• Focus on the achievement of an END RESULT

ACTION VERB…………..OBJECT OF ACTION…………..RESULT

Write a job purpose for a departmental receptionist

(Work in pairs)

Job Purpose

Main Responsibilities

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This is the most important section

Spend the most time and energy on it

Normally 8 – 10 major responsibilities

Unique to post

Proper Analysis. Don’t produce a list of tasks

Categorise – planning/strategy, finance, staff , key activities/ops, legal, resources, customers, records, projects

All jobs can be described in this way

Main Responsibilities – Custody Sergeant

ACTION VERB

AREA OF IMPACT/OBJECT

END RESULT

Receive and booking in

prisoners in accordance with Jersey legislation and Force Policy, ensuring they are made fully aware of their rights whilst in custody.

Secure, guard and make regular checks of

prisoners in the cells

as required by Force Policy to prevent escape & ensure their health and welfare needs are being met.

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Technical Procedures Evidence Visitors Release

Knowledge and Skill

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Q: What are the key ingredients of K & S?

Knowledge and Skill

1. Education and training ESSENTIAL to the job i.e. practical, academic, professional or managerial qualifications.

2. Work experience

3. General qualities and attributes

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Key Things to Remember

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1. Job NOT the job holder

2. It requires careful analysis not just a listing of tasks.

3. Be true to the job – don’t over inflate

4. As it is now.

5. Be concise but make sure jd is complete and clear.

Any Questions?