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1. WHAT IS A JOB DESCRIPTION?
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JOB
DESCRIPTION
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Job descriptions and job
specifications play an important role in the
human resources management process.
The prime purpose of a job analysis
is to provide sufficient information and to
prepare comprehensive job descriptions
and job specifications for a broad range of
positions within an organization.
A Job Description is a detailed
statement which summarizes the relevant duties,
responsibilities, authority, and accountability
of a specific job.
The prime elements of a job description are
outlined below.
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ELEMENTS
OF A JOB DESCRIPTION
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1
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The Job
Title, Or Job Description Identification.
This specifies the title of the job,
e.g. president, marketing manager, or typist.
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2
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The Job
Summary.
This specifies the nature of the job
in a condensed form by listing the prime
functions only.
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3
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Details
Of Accountability.
These specify the reporting procedure, i.e.
to whom the person is accountable
within the organization.
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4
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Details
Of Responsibilities And Duties.
These include a detailed description of all
responsibilities and duties of the job.
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5
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Details
Of Authority.
These define the authority of the job
holder within the organization and specific
limits of authority in decision-making, direct
supervision, expenditure, and other activities.
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6
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Participation
In Management Teams.
This identifies the job holder's membership
in specific management teams.
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2.
ADVANTAGES OF JOB DESCRIPTIONS
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ADVANTAGES OF JOB DESCRIPTIONS
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The core of any Job Description
is the summary of all duties prescribed for
a specific job. This is achieved by means of
detailed description of all activities and their
corresponding goals. A well prepared job
description represents an efficient tool that
provides guidance and control of employees'
performance in the company.
The List Of
Duties for employees may vary from one position
to another depending upon the company's specific
needs. However,
it is always important to include an item
"Other Duties As Assigned" in
every job description. Having such a
"duty" in a job description will
avoid any possible arguments in the future over
task assignments and eliminate the "It's
not my job" statements from employees
to their supervisors.
A typical job
description is illustrated next.
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3.
SMALL BUSINESS EXAMPLE:
JOB DESCRIPTION
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Job Title:
Company President.
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Job
Summary: To plan, organize,
direct, and control the company's strategic
and operational activities and to ensure
a satisfying return on shareholders' investment.
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Accountable
To: The Board of Directors.
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List
Of Duties:
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Establish
the company's executive management team.
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Develop
and implement an effective decision-making
process within the organization.
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Formulate
organizational objectives, strategies, policies,
tactics, and rules in collaboration
with other members of the executive management
team.
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Develop
a sound and realistic plan of management
for the forthcoming fiscal period.
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Authorize
and coordinate the implementation of all
aspects of strategic and operational planning
activities.
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Develop
an effective organizational structure and
prepare an organizational chart.
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Allocate
responsibilities, duties, and authority
and determine the level of accountability
of each member of the executive management
team.
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Ensure
effective selection, appraisal, training,
development, and compensation of management
personnel and other employees.
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Encourage
and consider suggestions from subordinate
executives regarding all company activities.
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Lead
the executive management team toward the
achievement of organizational objectives.
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Develop
effective communication between all members
of the executive management team.
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Maintain
continuous control over all major operational
activities on a personal basis or through
delegation of functions.
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Deal
on the company's behalf with various government,
trade, and commercial organizations.
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Ensure
the existence of adequate arrangements to
ensure the continuity of the company's operational
activities.
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Vice
President, Finance.
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Vice
President, Operations.
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Vice
President, Marketing.
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Chair
of the company's executive management team.
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Member
of the company's financial, operations,
and marketing management teams.
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4.
WHAT IS A JOB SPECIFICATION?
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JOB
SPECIFICATION
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Another result of the job analysis
process is development of job specifications. The
main objective of a Job Specification
is to outline the minimum level of knowledge,
skills, education, and attributes necessary
to ensure an acceptable standard of work.
The initial
stage of any job specification is usually
based on a comprehensive assessment of the job
description. The latter provides detailed information
regaling any specified position within the company.
The quality of the job specification depends
primarily on the correct understanding of the
relevant job's description, i.e. nature of work,
specified duties and responsibilities, limits
of authority and accountability.
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5.
QUESTIONS ADDRESSED BY A JOB SPECIFICATION
During the process
of preparing a Job Specification a number of
questions will have to be answered, as outlined below.
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QUESTIONS
RELATED TO A JOB SPECIFICATION
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No.
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Details
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1
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What is the
minimum standard of school, professional,
or university education required?
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2
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What is the
minimum level of professional experience required?
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3
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What knowledge,
skills, and abilities does the job require?
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4
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What is the
period of experience required?
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5
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Can specific
knowledge, skills, and abilities be developed
on the job and how long would it take?
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6.
A BROAD RANGE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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Job Descriptions and Job Specifications
can be prepared for a broad range of positions,
depending upon the company's specific needs
and may include the following positions, as
outlined next.
A typical example
of a job specification in a small company
for a design engineer is illustrated below.
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A
RANGE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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President
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Vice-President,
Human Resources
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Vice-President,
Finance
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Vice-President,
Production
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Vice-President,
Operations
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Vice-President,
Marketing
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Vice-President,
Sales
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Vice-President,
Merchandising
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Vice-President,
Contracts
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Controller
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Treasurer
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MIS
Manager
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Project
Manager
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Operations
Manager
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Financial
Manager
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Production
Manager
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Engineering
Manager
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Marketing
Manager
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Sales
Manager
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Credit
Control Manager
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Bookkeeper
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Operator
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7.
SMALL BUSINESS EXAMPLE:
JOB SPECIFICATION
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Job Title: Design Engineer
Accountable
To: Vice President, Engineering
Background:
Due to expansion of our manufacturing facility
and to development of new products, it is essential
to employ a suitable design engineer who will
be able to handle the increased workload in
the design department.
Required By:
March 2005
Job Summary:
To take full responsibility for new product
and process design, testing, and collaboration
with the manufacturing department in this regard.
Desired Education:
B.S. Mechanical Engineering
Desired Experience:
At least 2 years of product and process
design experience in similar industry.
Special Requirements:
The candidate needs to be familiar with
CAD/CAM design and also be familiar with plastic
products design
On-The-Job-Training:
The candidate should be prepared to receive
additional on-the -job training during the initial
six-month period of employment.
Travel Requirements:
The candidate will be required to travel to
customers and to deal with suppliers.
Salary Range:
$70,000 - 75,000 per year.
Fringe Benefits:
Medical and life insurance, pension plan, company
vehicle, one month paid vacation.
Additional
Information: The above position is suitable
for a candidate who is eager to grow with the
company.
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8.
APPLICATION OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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USEFULNESS
OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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The success of the employee-hiring
process often depends upon the quality of the
Job Descriptions and Job Specifications
prepared by the company's management.
Both, job descriptions
and job specifications, the prime products of
the job analysis process, are commonly used
in various applications, as outlined below.
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APPLICATION
OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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No.
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Details
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1
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Employee planning
and forecasting.
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2
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Employee hiring
procedures.
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3
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Employee orientation
programs.
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4
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Employee training
programs.
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5
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Employee performance
appraisal.
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6
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Employee career
development programs.
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7
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Employee counseling
procedures.
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8
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Examination
of organizational structure and its effectiveness.
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9
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Specific job
evaluation for purposes of compensation.
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10
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Examination
of labor relations.
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11
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Modification
of organizational structure.
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12
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Modification
of specific jobs.
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9.
IMPORTANCE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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IMPORTANCE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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Managers often underestimate the importance
of Job Descriptions and Job Specifications. This
may result in ineffective implementation of
human resources management practices within
the organization.
It is necessary,
therefore, to ensure that a set of clear, short,
and meaningful job descriptions and job specifications
is prepared well in advance. This will equip
managers with an important tool to handle a
broad range of operational activities and provide
effective guidance to subordinates.
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10. FOR SERIOUS BUSINESS OWNERS ONLY
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Reprinted
with permission. |
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