Essentials of HRM- Session 3
Ch 2- Job Analysis
Chapter 2: Job Analysis
• Explain the concept of job analysis
• Define job description
• Describe job specification
• Explain the concept of job design
• List different approaches to job design
1. Job Analysis
• Each job has certain specifications as per the skills required to
perform that job. To assign the right jobs to the right people and
maintain a flow of operations, it is important for an organisation to
analyse jobs.
• Job analysis is a process of gathering relevant information about
various aspects of a job, including its content, context and the job
performer’s skill requirements.
The Multifaceted Nature of the Job Analysis/Scope
▪Human Resource
Tasks Responsibilities Duties Planning
▪Recruitment
▪Selection
▪Training and
Job
Development
Descriptions
Job ▪Performance Appraisal
Analysis Job ▪Compensation and
Specifications Benefits
▪Safety and Health
▪Employee and Labor
Relations
Knowledge Skills Abilities ▪Legal Considerations
▪Job Analysis for Teams
6
Process of Job Analysis
Step
1
Determining Step
the purpose 2
of job Communica Step
analysis ting 3
the Conducting Step
objectives job 4
analysis Developing Step
job 5
description Maintaining
and job
specificatio and
n updating job
description
and job
specification
4. Job Analysis
Information Collection for Job Analysis
Job content
Job context
Job requirement
Methods for Collecting Job Analysis Data
Interviews
Questionnaire
Observation
Participant’s diary/logs
Techniques of data collection in Job
Analysis/Methods of Job Analysis
JOB
DESCRIPTION
1. Job Description
• Job description is an organised factual statement that is prepared by
considering the data gathered in the job analysis process. Thus, job
description can be defined as a written record of the duties,
responsibilities, and requirements of a specific job.
• Job description is descriptive in nature and provides information on the
type of job to be performed, the way to perform it, and the individual
responsible to perform the job.
• It divides a job into various sub-jobs and explains the nature of each
sub-job. The main aim of job description is to differentiate a particular
job from other jobs in an organisation and decide the outer limits of that
job.
2. Job Description
Need and Objectives of Job Description
• Jo b description helps in clearly communicating the expectations of
an organisation from employees.
• It ensures that the duties and responsibilities of employees are aligned
with the organisation’s vision.
• It provides a basis for deciding job structure and measuring job
performance.
• Job description lays the foundation for fair pay and grading systems.
• Jo b description serves as an important reference tool in the case
of employee/employer disputes or any discipline issues.
• It can be used to determine training and development needs when
expectations or requirements are not met.
3. Job Description
Process of Writing Job Description
1. The first step involves noting down all the aspects of a job.
2. The next step is to decide the tasks to be included in the job.
3. In this step, various key responsibilities are identified from the
raw data.
4. After the roles and responsibilities are finalised, they are
ranked in an order based on their priority.
5. After the job description is written, it is checked by experts.
Components of a job description statement
JOB
SPECIFICATION
Job Specification
Job specification is a statement of minimum acceptable
human qualities necessary to perform a job properly
-Edwin B. Flippo
2. Job Specification
Need and Objectives of Job Specification
• Identifying prospective candidates: Job specification helps in attracting potential
employees by matching their skills and abilities with job requirements. This
helps managers in preparing a list of relevant questions for job interviews.
• Attracting candidates: Job specification familiarises candidates with the skills
and abilities required to perform a particular job in an organisation. Accurate and
clear job specification helps in attracting a large number of candidates.
• Supporting an organisation’s competency: Job specification helps an organisation
to strengthen its core competency by clarifying the skills and abilities required to
perform different jobs in an organisation.
3. Job Specification
Features of Job Specification
Physical specifications
Emotional and social specifications
Mental specifications
Behavioural specifications
Marketing Job Roles
Client services manager Campaign manager
Communications planner Channel marketing manager
Data planner Business analyst
Group account director Communications co-ordinator
Media planner Customer information manager
Promotions manager Customer insight manager
Production manager Customer relationship manager
Research manager Direct marketing executive
Market researcher / Research Digital marketing executive
executive Marketing communications manager
Brand manager / Product manager / Marketing executive / Sales
Brand planner promotion marketing executive
Marketing manager
HRM Job Roles
Recruitment Job Profiles Training Job Profiles
HR Recruiter HR Training Administrator
Recruitment Manager HR Training Specialist
HR Training and Development Manager
Social Media Recruitment Specialist
Career Development Job Profiles
Recruitment Specialist Career Development Specialist
HR Front Office Job Profiles HR Career Development Manager
HR Business Partner HR Back Office Job Profiles
HR Consultant HR Administrator
HR Front Office Clerk HR Back Office Manager
Compensation and Benefits Job Other profiles
Profiles HR apprentice
HR assistant
Compensation and Benefits Analyst
HR advisor
Compensation and Benefits Specialist HR manager
Compensation and Benefits Manager HR business partner
Organizational Design Specialist HR director
HR Reporting Specialist E-learning manager
Finance Job Roles
Investment banker Mortgage advisor
Bank cashier Tax Specialist
Bank manager Sales ledger clerk
Stockbroker Purchase ledger clerk
Trainee stockbroker Finance controller
Assistant accountant Credit controller
Auditor Relationship manager
Bookkeeper Procurement manager
Legal accountant Finance director
Management accountant
Part-time accountant
Job Design
1. Job Design
• Job design can be defined as a process of specifying and
arranging work activities of individuals or groups in an
organisational setting.
• The main objective of job design is to establish job
structures in a manner that they meet the
organisation’s requirements as well as personal and
individual needs of jobholders.
2. Job Design
Process of Job Design
Assessing existing work practices
Analysing tasks
Designing jobs
Revaluating job design
1. Approaches to Job Design
Job rotation
Job enlargement
Job enrichment
Job simplification
2. Approaches to Job Design
Job Rotation
• Job rotation, one of the most commonly used job design approach, involves
shifting an employee from one job to another with an aim to add variety and
prevent monotony.
• Sometimes it also involves making certain alterations in the existing job profile of
an employee so that the job does not appear repetitive.
• Job rotation enables employees to bring out their creative instincts and maximum
potential.
3. Approaches to Job Design
Job Enlargement
• Job enlargement is a method of expanding the scope of a job with the addition of
some more tasks and duties to it.
• The main aim of job enlargement is to make the existing profile of the employees
appealing.
• The additional tasks or duties do not require new but can be performed by using
similar skills and efforts.
4. Approaches to Job Design
Job Enrichment
• Job enrichment is a process in which employees are given opportunities to utilise
their abilities by participating the decision-making process of an organisation.
• The concept of job enrichment was proposed by Herzberg in the 1950s in his two-
factor theory of motivation. According to him, a job can be enriched when it
involves the elements of enthusiasm, challenge, and vision.
5. Approaches to Job Design
Job Simplification
• Job simplification is a process wherein a job is broken into smaller tasks to make
the job easier and interesting.
• The divided tasks are assigned to employees as individual jobs. This improves the
productivity of employees by reducing their mental and physical efforts.
• This approach is implemented by using time and motion studies.
Let’s Sum Up
• Job analysis is an important part of the H R function and helps in obtaining
accurate, reliable, and latest information about the job.
• Job description is a written statement that defines the roles, responsibilities,
and requirements of a specific job.
• Job specification, also referred to as employee specification, is defined as the
statement that summarises the basic skills and attributes that should be present
in a person to perform a job.
• Job design can be defined as a process of specifying and arranging work
activities of individuals or groups in an organisational setting.
• There are a number of approaches used by organisations to design jobs namely
job rotation, job enlargement, job enrichment and job specification.
