JOB ANALYSIS

2.1 Introduction

Job analysis is the procedure by which the facts with respect to each job are
systematically discovered and noted. Thus, job analysis can be defined as a procedure for
determining the duties and skill requirements of a job and the kind of person who should
be hired for it (Dessler, 2011). This exercise includes the enumerations and identification
of the duties, responsibilities, operations, conditions and organizational aspects of the
particular job. This analysis also includes a study to determine the tasks and
responsibilities, their relationship to other jobs, the conditions under which work is
performed and the personal capability required for satisfactory performance.

2.2 Nature of Job Analysis

Most of the HR managers or first line managers use job analysis to find out the following
information:

a) Work activities

The specific operation of the tasks that makes up the assignment/job, their relative
timing and importance which indicated how, why and when the worker performs
each activities. Besides this, the information also will show the responsibilities the
job has for others, responsibility for property and parts.

For an example, work activity such as teaching will be conducted in lecture hall or via
online at a stipulated time schedule. Teacher job carry an important responsibility
toward the students and etc.

b) Human requirements

Refers to personal attributes that are required in order to perform the task, such
experience, training, physical strength, mental capacity, aptitude and etc. For an
example, the job Lorry Driver requires driving skill, physical strength such as
lifting weights as the driver unloads and loads goods into a lorry.

c) Machines, tools, equipment and work aids used

This includes the various materials and equipment the worker uses to perform the
job/activity such as blades, drilling machines, metals and etc. Thus, the worker needs
to be equipped with knowledge on how to handle the equipment and maintain it.
 Back to the example mentioned earlier, a lorry driver will be using a lorry, thus
he/she need to have the relevant knowledge and skills to drive (handle) lorry and
maintain it.

d) Performance standard

The performance standard such as quantity, quality or speed for each job duty will be
determined. This standard will be used to evaluate a worker who is performing the
job.

For an example, the performance standard for a sales activity will be the target set
which is quantity based. : Thus, a sales executives performance in sales activity will
be evaluated based on the target set.

e) Job context

This refers to distinctive or significant characteristics of the job such as location,

physical work conditions, hazards and discomfort. Other than this, information
pertaining to incentives for doing the job may also be included.

For example, workers that are required to be offshore for work will be paid extra
allowance due to the physical work conditions and discomfort.

f) Human behaviors

Information on human behaviours like sensing, communicating, decision making, and

writing is also collected. Human job demand such as standing for a long time,
working under pressure and etc. can also be determined via job analysis. For an
example, a receptionists job at hotel requires long standing hours, good interpersonal
communication skills and friendly characteristics.

2.3 Job Description and Job Specifications

Job analysis produces information on job requirements which is then used for
constructing job description (what the job entails) and job specifications (what kind of
people to hire for the job).

2.3.1 Job description

It describes the work performed, duties and responsibilities involved; training

required, conditions under which job is done, relationship with the other jobs and
personal requirement of the job. In another word, job description refers to a
statement of job requirement.
 A job description contains the following sections:

a) Job title
It indicates job duties and organizational level. It specifies job titles such as
Sales Executive, Account Clerk, Marketing Manager and so on.

b) Job identification
It distinguishes the job from all other jobs. It contains several type of
information such as job code, department or section and etc. For an example,
job status section permits quick identification of the exempt or non-exempt
status of job. The date at which description written indicates the name of a
person who wrote it and name of a person who approved it.

c) Job summary
It describes general nature of job, listing only major function and activities.
For example, marketing manager plans, direct and coordinates the marketing
of the organizational product.

d) Relationship, responsibilities and duties

It lists major responsibilities and duties. All major duties should be separately
described in a few sentences. For example, marketing manager establishes
marketing goals, develop marketing plans and programs, communicates with
advertising agencies etc.

e) Authority of incumbent
This section defines the limits of the jobholders authority, including his/her
decision-making authority, direct supervision of other personnel and
budgetary limitation (Dessler, 2011).

f) Standards of performance
It states the standards the employee is expected to achieve in each of the job
descriptions main duties and responsibilities

g) Working conditions
It explains working condition, hours of work, safety and health hazards etc.

2.3.2 Job Specification

The job specification takes the job description and answers the question, What
human traits and experiences are required to do this job well? Thus, job
specification describes the skills required to perform the job, physical demands of
the job, specify the minimum qualifications required of a worker to fill specific
jobs. It also describes what the job demands of employees and the human factors
and traits required to do a job well. It includes specific tools, action, experience,
 education and training that would help to clarify an individuals requirement for
successful job performance.
Job Description:
Assistant Librarian
Post title: Assistant Librarian Person Specification:
Responsible to: Librarian Assistant Librarian

Liaises with: Senior research staff in other

departments
Job purpose
To assist the Information Manager in the effective
delivery of a high quality library and information
service which will serve the business needs and
objectives of the organization.
Duties and responsibilities
Deputizing for the librarian in their absence
Being responsible for the online services budget
Taking overall responsibility for content
management of the organizations website
Taking responsibility for structure and content of
all library databases to ensure agreed standards
of consistency are adhered to
Advising the Librarian on new database
developments
Ensuring all library staff are fully trained to fully
exploit online databases
Qualifications (Essential criteria)
CILIP accredited library and information
qualification
Skills (Essential criteria)
Minimum 2 years post-qualification experience
in a library or information department
Experience of using automated databases
Familiarity with web-based services
Experience of undertaking complex enquiries
Effective customer care skills
Excellent communication and networking skills
Experience of meeting deadlines whilst
delivering a service to the highest standards
Skills (Desirable)
Familiarity with managing a small budget
Personal
Outstanding interpersonal skills
Good communication and networking skills
Enjoyment of team working
Interest in continuing professional development
quality people equals quality service

Figure 2.1: Sample Job Description and Specification (Source:

http://www.cilip.org.uk/filedownloadslibrary/job%20descriptions/jobdesc_personspec.pdf

Reference list:

1) Dessler, G. (2011). Human Resource Management, 12th ed. New Jersey: Prentice Hall