THE TAMIL NADU NATIONAL LAW SCHOOL

TIRUCHIRAPPALLI

ACADEMIC SESSION:
2014-2015

HUMAN RESOURCE MANAGEMENT:

JOB SPECIFICATION

SUBMITTED TO:
Dr. SRINIVASA VALLAVBHAN
ROHIT SHARMA

SUBMITTED BY:

TNNLS

BCOMLLB

TIRUCHIRAPPALLI

SEM-II
ROLL NO. BC0140048

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DECLARATION

I, ROHIT SHARMA hereby declare that the project entitled JOB SPECIFICATION
submitted to TAMIL NADU NATIONAL LAW SCHOOL is a record of original work and
interpretation drawn therein are based on material collected by me, under the guidance of
professor.

This project was undertaken as a part of academic curriculum according to college rules
and norms. It has not been submitted to any other institution for any other purpose.

Date: 30.04.2015

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CERTIFICATE
This is to certify that this project entitled Job Specification is submitted to The Tamil Nadu
National Law School in partial fulfillment of the requirement of the award of the degree of
BCOM LLB Hons. is done by Rohit Sharma under supervision and guidance professor Dr.
Srinivasa Vallavbhan of Tamil Nadu National Law School.

Dr. Srinivasa Vallavbhan

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ACKNOWLEDGEMENT

At the outset, I take this opportunity to thank my Professor Dr. Srinivasa Vallavbhan from the
bottom of my heart who has been of immense help during moments of anxiety and torpidity
while the project was taking its crucial shape.
Secondly, I convey my deepest regards to the administrative staff of TNNLS who held the
project in high esteem by providing reliable information in the form of library infrastructure and
database connections in times of need.
Thirdly, the contribution made by my parents and friends by foregoing their valuable time is
unforgettable and highly solicited. Their timely advice and solid supervision paved the way for
the successful completion of this project. Also, it would be highly regrettable if I fail to mention
the resources tremendously served towards the successful making of this project. Hence, I as a
student am forever deeply indebted to him.
Lastly, I thank the almighty my friends, brother for their encouragement without which the
assignment would have not been possible.

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CONTENTS
1. Introduction
2. Methodology
3. Limitation of Research
4. Importance of HRM
5. Importance of Job Specification
6. Meaning and objective of the Job Specification
7. Purpose of the Job Specification
8. How to create Job Specification
9. Social relevancy of Job Specification
10.

Conclusion

INTRODUCTION
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Human beings are social beings and hardly ever live and work in isolation. We always plan,
develop and manage our relations both consciously and unconsciously. The relations are the
outcome of our actions and depend to a great extent upon our ability to manage our actions.
From childhood each and every individual acquire knowledge and experience on understanding
others and how to behave in each and every situations in life. Later we carry forward this
learning and understanding in carrying and managing relations at our workplace. The whole
context of Human Resource Management revolves around this core matter of managing relations
at work place. Since mid 1980s Human Resource Management (HRM) has gained acceptance in
both academic and commercial circle. HRM is a multidisciplinary organizational function that
draws theories and ideas from various fields such as management, psychology, sociology and
economics.1 There is no best way to manage people and no manager has formulated how people
can be managed effectively, because people are complex beings with complex needs. Effective
HRM depends very much on the causes and conditions that an organizational setting would
provide. Any Organization has three basic components, People, Purpose, and Structure. In 1994,
a noted leader in the human resources (HR) field made the following observation: Yesterday, the
company with the access most to the capital or the latest technology had the best competitive
advantage.
Today, companies that offer products with the highest quality are the ones with a leg up on the
competition, but the only thing that will uphold a companys advantage tomorrow is the caliber
of people in the organization. That predicted future is todays reality. Most managers in publicand private sector firms of all sizes would agree that people truly are the organizations most
important asset. Having competent staff on the payroll does not guarantee that a firms human
resources will be a source of competitive advantage. However in order to remain competitive, to
grow, and diversify an organization must ensure that its employees are qualified, placed in
appropriate positions, properly trained, managed effectively, and committed to the firms success.
The goal of HRM is to maximize employees contributions in order to achieve optimal
productivity and effectiveness, while simultaneously attaining individual objectives (such as
having a challenging job and obtaining recognition), and societal objectives (such as legal
compliance and demonstrating social responsibility). Job specification is a document or
1 Introduction to hrm.pdf from google
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statement which spells out the minimum levels of qualification, skills, physical and other
abilities, experience, judgements and attributes required to perform efficiently and effectively.
Job specification is prepared along with job description statement to explain the minimum
acceptable human qualities necessary to perform the task effectively. It specifies the physical,
psychological, personal, social and behavioral characteristics of each job-holder.
The job specification statement is an important tool in the selection process because it specifies
the individual abilities, skills and knowledge of performing tasks. It keeps the selector's
attentions on the list of qualifications necessary for an incumbent to perform the job. Finally, it
allows him/her to determine whether candidates are qualified.
Therefore, a job specification is the listing of minimum levels of qualification, skills and abilities
that an incumbent must possess in order to perform the required task properly. An individual
possessing the minimum qualities specified in a job specification statement can perform the job
more effectively than individual lacking them. Job Specification is a description of specific
knowledge, skills and abilities that are required to perform the job. Job Specification is defined
as the summary of minimum requirements for a person to apply for the job. The person
specification is to extend the job analysis. It is a profile of the candidate required for the work
and is submitted with the job.
A person specification is written by the firm and outlines the type of person the firm wants. It
might contain the educational qualifications, previous experience, general intelligence,
specialized skills, interests, personality and physical requirements.
A person specification is used to match the right person to the job. It describes the desirable
personal attributes of the job holder. The specification should specify the persons:
skills on the job
knowledge of and for the job
length of experience for the job
attitude for the job
preferences
presentability
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METHODOLOGY
I have done this research project relating to the topic JOB SPECIFICATION. Primarily, all
information furnished in this project has been taken from standard texts and authentic sources
from the first and second hand management sources. Also recent trends and developments that
took place in the issue of Job Specification have also been taken into account and highlighted.
Standard footnotes have been provided at appropriate places wherever needed to acknowledge
the source.

LIMITATIONS OF RESEARCH
This research project titled JOB SPECIFICATION limits itself to the domain, contents of Job
Specification and its associated derivatives which in the recent years have taken exclusive
developments and as a result deserves importance. Though the subject matter is very exhaustive,
only significant aspects in this project have been primarily focused and highlighted.
Every effort has been to keep this project error free. But still, if some errors might have crept in
owing to many factors, I would gratefully acknowledge the suggestions of readers to make this
project more useful and enduring to everyone.

Importance of HRM
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The importance of HRM is to ensure the availability of competent and willing workforce to an
organization. The specific importance includes the following:
1) Human capital: assisting the organization in obtaining the right number and types of
employees to fulfill its strategic and operational goals
2) Developing organizational climate: helping to create a climate in which employees are
encouraged to develop and utilize their skills to the fullest and to employ the skills and abilities
of the workforce efficiently
3) Helping to maintain performance standards and increase productivity through effective job
design; providing adequate orientation, training and development; providing performance-related
feedback; and ensuring effective two-way communication.
4) Helping to establish and maintain a harmonious employer/employee relationship
5) Helping to create and maintain a safe and healthy work environment.
6) Developing programs to meet the economic, psychological, and social needs of the employees
and helping the organization to retain the productive employees
7) Ensuring that the organization is in compliance with provincial/territorial and federal laws
affecting the workplace (such as human rights, employment equity, occupational health and
safety, employment standards, and labour relations legislation). To help the organization to reach
its goals
8) To provide organization with well-trained and well-motivated employees
9) To increase the employees satisfaction and self-actualization
10) To develop and maintain the quality of work life
11) To communicate HR policies to all employees.
12) To help maintain ethical polices and behavior.

Importance of Job Specification

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Importance of Job Specification is as follow:

1. A job specification is a document which describes education, experience, skills,
knowledge required to perform a job.
2. It is a very important document used by HR professionals to communicate the desired
people requirement in the organization.
3. Job seekers generally respond to a particular job after reading to a job specification.
4. Describes the knowledge, qualification and competencies required to perform that job.
5. This includes what the skill, qualifications candidate needs to have in him/her, which is
required in the job. It gives the detail for the candidate.
6. Mainly describes the one's responsibilities and duties needed to be performed regarding
certain job.
7. Very clear to define your job role such as job title, your immediate supervisor, tasks,
duties, responsibilities etc.
8. Describe the job and not the individual who fills the job.
9. This specifies what the job is all about. What a person is required to do in the job. It
gives the detail about the job.
10. The job specification you use in recruitment and selection must contain fair, relevant, and
justifiable criteria.
11. The firm and outlines the type of person the firm wants. It might contain the educational
qualifications, previous experience, general intelligence, specialized skills, interests,
personality and physical requirements.

Meaning and objective of Job Specification

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Job specification is a statement in which we explain the qualities required by people applying for
the job.

Job specification as a statement of minimum qualification that person must possess

to perform a given job successfully --- Stephen. P. Robbins & Marry Coutler

Job specification is a statement of employee characteristics and qualifications

required for satisfactory performance of defined duties and tasks comprising a
specific job or function. Job specification is derived from job analysis.

While the job description describes activities to be done, it is job specifications that list the
knowledge, skills, and abilities an individual needs to perform a job satisfactorily. Knowledge,
skills, and abilities (KSAs) include education, experience, work skill requirements, personal
abilities, and mental and physical requirements. Job specifications for a data entry operator might
include a required educational level, a certain number of months of experience, a typing ability
of 60 words per minute, a high degree of visual concentration, and ability to work under time
pressure. It is important to note that accurate job specifications identify what KSAs a person
needs to do the job, not necessarily what qualifications the current employee possesses. 2
It can be explained with the help of the following diagram
Components of a Job Specification
Experience: Number of years of experience in the job you are seeking to fill. Number of years
of work experience required for the selected candidate. Note whether the position requires
progressively more complex and responsible experience, and supervisory or managerial
experience.
Education: State what degrees, training, or certifications are required for the position.
Required Skills, Knowledge and Characteristics: State the skills, knowledge, and personal
2 Concept of hrm website 4HRM.com
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characteristics of individuals who have successfully performed this job. Or, use the job analysis
data to determine the attributes you need from your ideal candidate. Your recruiting planning
meeting or email participants can also help determine these requirements for the job
specification.

Purpose of Job Specification

The recruitment process can seem daunting for many businesses. Roles need fling and you want
to nd the absolute best person for the job, but it can be hard to pinpoint the exact requirements.
The rst step is to advertise the role with strong and accurate information about the position
available, but another option, working alongside the job description, can be the person
specication'.
The person specication is an important part of the recruiters toolbox as it allows the company
to distinguish the exact traits they nd desirable in their ideal candidates: items such as the
education the candidate has received, their previous work experience and if they have any extra
skills which are essential to the role. After all, it is a real human you will employ and not a robot
that is solely able to complete tasks.
It also allows you to understand the personal qualities needed for a role and encourages fair and
legal processing of candidates free from any kind of discrimination; regardless of their gender,
nationality, religion, sexual orientation, disabilities, age, race or beliefs.
It makes the interviewing process much more rened and therefore easier
In creating a person specication, job seekers are able to assess themselves before applying and
truly understand how they will t in with the role and your business. This allows them to match
themselves according to suitability and not just skills.
It also claries the exact personal qualications that are important to the employer in two types;
essential and desirable. This enables the employer to be explicit in what they want and how the
candidate matches this criteria. This makes the shortlisting for roles much easier and more
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efcient. There is absolutely no point in hiring a person with only desirable personal
qualications at this point because they do not match precisely what's written down.
It is fair
In creating personal specication it helps to implement policies of equal opportunities within the
recruitment culture of a business. The law is very clear about discrimination and businesses will
want to avoid legal battles at all costs. In writing a person specication you are assessing a
candidate on their actual abilities that you have written as essential to undertake the role.
This also means that you are testing all of your candidates fairly and equally according to this list
of priorities that you have set out beforehand. It removes the unfairness of bias, prejudice and
personal interest, all of which can be problematic for your business and does not necessarily get
good results.
It assists with helping the new member of staff settle into their new role
Once a candidate has been chosen, the person specication makes the process of onboarding and
training much more organised because you will already be aware of what the candidate is able to
do. For example, if your specification required someone with excellent computer skills as being
essential to the role then you would only need to give a brief induction to the computer systems
of your business.
Recruitment agencies are experts in creating person specications and we can help your
company nd the best person to help reach your business goals.
1. Find out prospective candidate
Job specification plays a important role in finding out prospective employees to a particular job.
The specifications you prepare will help you evaluate curriculum vitae more speedily and
ruthlessly, as well as providing a list of pertinent questions for interview.
2. The importance of job specification also reflect in attracting candidate.
A job specification will be the first introduction to candidate. It is therefore crucial that it is
professional and portrays the right image. So that when yu write a dynamic, accurate job
specification, you will be attracted the appropriate candidate.
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3. Set up competency of organization

Organization should set up their core competency and job specification will help them to
implement competency programs.
4. Job specification pay a important role in identifying competencies of employee
Employer can identify the exact duties and competencies of the position.
5. Orientation to candidate
Candidate can determine if his / her experience and qualifications suit the job specification.

How to create Job Specification

You should do 4 steps as follows for conducting /writing a job specification.
Step 1: Collect job information
Collecting job information includes elements:
Prepare a list of all jobs in the company and where they are located.
Collect all written job description used.
List task of position.
Step 2: Setup procedures, working instructions.
With each task, you should answer question: how to do this task, results of this question are:
Procedures.
Working instructions.
Machine using instructions.
MSDS (material safety data sheet).
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Based on above documents, you will identify sub-task (task to sub-task).

Step 3: Identify job specification for each task
Each task, you should answer questions as follows:
What is knowledge necessary to perform this task?
What is skill necessary to perform this task?
Same questions for ability, experience
You also design a table which include columns: No, Tasks, knowledge, skills, experience,
abilities (include physical specifications, mental specifications), Licenses/Certification etc.
Step 4: Create a job specification
Based on above specifications, you group them into category as knowledge, skills
You also can refer to posts: contents of a job specification and free sample job specification as
below in order to complete your job specification.3

Social relevancy of Job Specification

When conduct a job specification, you should be avoided from elements as follows in
compliance with labor law:
Age
Sex
Race
Religion
Ethnicity
National Origin
3 Job specification html document
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 Sexual Orientation
Marital Status
Disability/Health
Dependent Care Responsibilities
Unnecessary criteria4

Conclusion
Job specification is quite important as it plays an important role in analysis and selection process
in a firm and it has lot of importance. Its importance is explained below:
1.1 Job information:
The title should be chosen carefully as it provides importance and status for the employee.
Describe the location of the job in the organizational structure and working location.
How many hours a week and a comment about flexibility if this is offered (beyond your legal
duties)?
Who will the post holder report to?
1.2 Job Purpose: to identify nature of job.
1.3 Main duties: to identify key duties of job (limited to 7 or 10 tasks).
1.4 Knowledge / qualification:
Knowledge can include the educational or vocational qualifications and other related knowledge
gained from learning or
Knowledge is an organized body of information that a person mentally possesses as a result of
formal education, training, or personal experience.
4 Social concept of job specification of job specification html document
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1.5 Skill requirements: skills include on the job skills and any specialized competencies.
1.6 Experience: describe minimum experience required to perform job satisfactorily; may
include preferred/desired experience).
1.7 Abilities. Ability include physical ability, metal ability, aptitudes.
Physical specifications includes health, strength, age range, body size, weight, vision, poise etc.
Mental specifications include ability to perform, arithmetical calculations, to interpret data,
information blue prints, to read etc.
1.8 Licenses/Certification:
1.9 Requirements due to working environment
2. Related elements to job specifications
Apart from contents of a job specification above, the following elements also affects recruitment
process of organization:
2.1 Behavior / Attitude Specifications:
Behavioral specifications include judgments, research, creativity, teaching ability, maturity trial
of conciliation, self-reliance etc.
2.2 Aptitudes:
Aptitudes are a capacity for learning (e.g. ability to learn correctional institution policies and
procedures.) It is very difficult to measure aptitudes and it do not belong in job specifications.

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