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Job Description

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Objectives
 To understand the reasons for requiring you
to complete a job description.

 To understand what to include in a job


description and why.

 To gain the skills necessary to prepare your


Job Description
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 Job Evaluation / Pay & Reward

 Performance & Development Review

 Harmonisation

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Principles of Job Description
 Analysis NOT lists

 Jobs NOT people

 Facts NOT judgements

 The job as it is now

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Content
 Job Headings
 Job Purpose
 Main Duties and Responsibilities
 Dimensions
 Knowledge, Qualifications, Skills and Experience
 Planning & Organising
 Decision Making
 Internal & External Relationships
 Problem Solving
 Other
 Organisation Chart
 Verification and Date

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Job Headings
 Job Title

 Department / Division

 Faculty / Division

 Job Title post reports to


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Job Purpose
 Why the job exists – accurate and concise

 One sentence

 Specific to the job, not a general statement

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Job Purpose
ACTION OBJECT RESULT

What is To what ….. With what


done….. Or whom ….. Outcome.

To develop, Mechanical and To ensure appropriate


construct and electrical equipment is in
maintain components and working order for
teaching and research
apparatus to be carried out

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Main Duties and Responsibilities
 Taken together, show the key outputs of your job
 Focus on results, NOT duties or activities
 Timeless
 Distinct
 Specific to the job
 Link to the purpose of the organisation
 Experience tells us that most jobs have between
five and ten key distinct areas in which results are
expected
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Format for Main Responsibilities
ACTION OBJECT RESULT

What is To what ….. With what


done….. Or whom ….. Outcome.

To provide To academics, So that experiments and


technical researchers and research are completed
assistance students in an efficient and
timely manner

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Generating Main Responsibilities
 List all tasks

 Cluster into areas of contribution

 Write one or two responsibilities for each


cluster

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Dimensions
 Significant quantities on which the job has some
impact – show as a list
 Appropriate operational, financial, staffing data
 RELEVANT to the job
 Other relevant organisation / departmental data

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Knowledge, Qualifications,
Skills & Experience
 Broad range of knowledge, qualifications, skills and experience
required for the job
 May include:
• Formal qualifications

• Technical expertise / skills

• Relevant experience

• Test the requirements against the Main Responsibilities and the


Planning & Organising

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Planning and Organising
 Requirement to plan and organise
 Own work, the work of others, allocation and use of resources
• Think about:
• How does work come to you?

• To what extent can you plan ahead or have you to react?

• Over what timescales do you plan (daily, weekly, monthly,


annually)

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Decision Making
 Examples of typical decisions you make or are involved with
 Nature of the role in these decisions (influence, advise, support)
 Guidelines, policies, procedures in place to support decisions

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Internal and External Relationships
 Highlight key relationships
 Nature of relationship (i.e. sharing information,
influencing, advising etc)
 Frequency of contact

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Problem Solving
 Describe your role in relation to problems solved
and action taken:
•Advisory

•Supportive

•Solution Provider

•Guidelines in place to support end solutions –


policies, procedures
•Administrative Assistant:

“To deal with enquiries from students re


tutorial programmes” 17
Other
 Context and Special Features – Anything not
adequately covered in other sections AND is
important to an understanding of the job
- Project base
- On-call duties

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Organisation Chart
Supervisor

Another job Your job Another job

Subordinates

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Verification
 Agreed version to be signed by job
holder and manager

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