Job descriptions

1. JOB DESCRIPTIONS
BY
MANISHA VAGHELA
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1BY:MANISHA VAGHELA

2. FLOW OF PRESENTATION
Introduction
Definition
Importance
Content
How to write job description?
Purpose of job description
Uses of job description
Advantages
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2BY:MANISHA VAGHELA

3. Continue…
Disadvantages
Conclusion
Review of topic
Bibliography
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3BY:MANISHA VAGHELA

4. introduction
Thedatacollectedthroughjobanalysis
providesthebasisforpreparingjob
descriptionandjobspecifications.Job
descriptionisawrittendescriptionofajob
andthetypesofdutiesitincludes.Since
thereisnostandardformatforjob
descriptions,theytendtovaryin
appearanceandcontentfromone
organizationtoanother.
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4BY:MANISHA VAGHELA

5. Continue…
 However,mostjobdescriptionswill
containatleastthreeparts:thejobtitle,a
jobidentificationsectionandajobduties
section.Ifthejobspecificationsarenot
preparedasaseparatedocument,they
areusuallystatedintheconcluding
sectionofthejobdescription.Highlightin
HRM1showsajobdescriptionforanHR
employmentassistant.
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5BY:MANISHA VAGHELA

6. Continue….
Thissamplejobdescriptionincludesbothjob
dutiesandjobspecificationsandshould
satisfymostofthejobinformationneedsof
managerswhomustrecruit,interviewand
orientanewemployee.
Jobdescriptionsareofvaluetoboththe
employeesandemployer.Fromthe
employeesstandpoint,jobdescriptionscan
beusedtohelpthemlearntheirjobduties
andremindthemoftheresultstheyare
expectedtoachieve.
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6BY:MANISHA VAGHELA

7. Continue…
Fromtheemployer’sstandpoint,written
jobdescriptionscanserveasabasisfor
minimizingthemisunderstandingsthat
occurbetweenmanagersandtheir
subordinatesconcerningjobrequirements.
Theyalsoestablishmanagement’srightto
takecorrectiveactionwhentheduties
coveredbythejobdescriptionarenot
performedasrequired.
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7BY:MANISHA VAGHELA

8. definition
1.Ajobdescriptiontypicallyisanarrative
thatidentifiesajobtitle,abriefsummaryof
thejob,adescriptionofessentialjobtasks
andduties,andallorsomeofthefollowing
elements:
•What,where,whenandhowjobtasks
aredone.
•Whatequipment,machinesortoolsare
used.
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9. Continue…
•Minimumskillsandqualificationsrequired
toperformthejob.
•Supervisionanddirectionfortheposition.
•Howthejobinteractswithcustomers,
fellowworkers,orothers.
•Jobproceduresrelatedtothejob.
•Communicationsrequirements.
•Otherinformationrequiredtoappropriately
definethejob.
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9BY:MANISHA VAGHELA

10. Continue….
2.Abroad,general,andwrittenstatement
ofaspecificjob,basedonthefindingsof
ajobanalysis.Itgenerallyincludes
duties,purpose,responsibilities,scope,
andworkingconditionsofajobalongwith
thejob'stitle,andthenameor
designationofthepersontowhomthe
employeereports.Jobdescriptionusually
formsthebasisofjobspecification.
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10BY:MANISHA VAGHELA

11. importance
Allemployeesliketoknowwhatis
expectedofthemandhowtheywillbe
evaluated.Jobdescriptionscanalsobea
greatvaluetoemployers.Creatingajob
descriptionoftenresultsinathought
processthathelpsdeterminehowcritical
thejobis,howthisparticularjobrelatesto
othersandidentifythecharacteristics
neededbyanewemployeefillingtherole.
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12. Continue…
Ajobdescriptiontypicallyoutlinesthe
necessaryskills,trainingandeducation
neededbyapotentialemployee.Itwill
spelloutdutiesandresponsibilitiesofthe
job.Onceajobdescriptionisprepared,it
canserveabasisforinterviewing
candidates,orientinganewemployeeand
finallyintheevaluationofjob
performance.Usingjobdescriptionsispart
ofgoodmanagement.
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12BY:MANISHA VAGHELA

13. Continue…
 Descriptionsofjobtitlesappearina
varietyofformsintheworkplace.
Recruitmentads,compensationsurveys
andotherbenchmarkingtools,aswellas
corporateordepartmentaldevelopment
plansallusesomemethodofdescribinga
job.
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13BY:MANISHA VAGHELA

14. content
1.Job Identification.
2.Job Summary.
3.Job Duties and Responsibilities.
4.Working Conditions.
5.Social Environment.
6.Machines, Tools and Equipment.
7.Supervision.
8.Relation to other Jobs.
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15. Continue…
1.Job identification:
Jobidentification&organizationalposition
whichincludesjobtitle,codenumberof
thejob,departmentordivisionwherethe
jobislocated.Thispartofjobdescription
helpstoidentifyanddesignatethejob.
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16. Continue…
2.Job summary:
Jobsummaryservestwoimportantpurpose.
First,itprovidesashortdefinitionwhichis
usefulasanadditionalidentification
informationwhenajobtitleisnotadequate.
Second,itserverasummarytoorientthe
readertowardsanunderstandingsof
detailedinformationwhichisfollows.Itgives
thereadera“quickcapsuleexplanation”of
contentofajobusuallyinoneortwo
sentences.
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17. Continue….
3.Job duties and responsibilities:
Jobdutiesandresponsibilitiesgivea
comprehensivelistingoftheduties
togetherwithsomeindicationofthe
frequencyofoccurrenceorpercentageof
timedevotedtoeachmajorduty.Itis
regardedastheheartofjob.
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18. Continue…
4.Working condition:
Workingconditionusuallygiveus
informationabouttheenvironmentin
whichajobholdermustwork.These
includesheat,cold,dust,noiselevel,
moisture,fumes,etc.Natureofrisktheir
possibilityofoccurrencearealsogiven.
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19. Continue…
5.Social Environment:
Sizeofworkgroupandinterpersonal
interactionsrequiredtoperformthejob
aregiven.Traininganddevelopment
facilitiesmayalsobementioned.
6.Machines, tools and equipment:
Thenamesofmajormachines,toolsand
equipmentmaterialsusedinthejobare
described.
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20. Continue…
7.Supervision:
Underitisgiventhenumberofpersonstobe
supervisedalongwiththeirjobtitlesandextent
ofsupervision.
8.Relationtootherjobs:
Thejobsimmediatelybelow&aboveare
mentioned.Itprovidesanideaofverticalwork
flowandchannelsofpromotion.Italso
indicatestowhomthejobholderwillreportand
whowillreporttohim.
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21. How to write job description
Thereisnostandardformatforwritingjob
description.Butmostwidelyusedformats
containthefollowingsections:
1.Jobidentification.
2.Jobsummary.
3.Responsibilitiesandduties.
4.Accountabilities.
5.Jobspecifications.
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21BY:MANISHA VAGHELA

22. Job identification
Thejobidentificationsectionofajob
descriptionusuallyfollowsthejobtitle.It
includessuchitemsasfollow:
Job Title
Job Code
Plant/Department
Division
Immediate Supervisor (title)
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23. Continue….
•Themostimportantelementinthissectionisthe
jobtitle.AgoodJobtitleaccomplishesthefollowing
objectives:
1.Itshouldtell,inawordortwo,whatthejob
consistsof.
2.Itshouldindicatethejob’sspecific-field-ofactivity,
itsrelationshiptothatfield,anditsprofessional
standing.
3.Itshouldbeasbriefaspossible,andifitconsists
ofmorethanoneworditshouldbeinnatural
order(forexample,"ComputerOperator,"not
"Operator,Computer")sothatitwillbeeasyto
use inwrittenor spoken form.
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24. Continue….
4.Itshouldindicateskilllevelorsupervisorylevel,
wherevaliddistinctionsexist.
5.Itshouldbesimilaroridenticaltooneofthe
titlesthejobhashadinthepast,soemployees
andsupervisorswon'thavetolearna
completelynewvocabularyeverytimejob
descriptionsarewrittenorrevised.
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24BY:MANISHA VAGHELA

25. Job summary
Thesecondsectionofagoodjob
descriptionformatisknownasthe"job
summary."Itisabriefnarrativepictureofthe
jobthathighlightsitsgeneralcharacteristics.
Thejobsummaryshouldprovideenough
informationtodifferentiatethemajor
functionsandactivitiesofthejobfromthose
ofotherjobs.
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25BY:MANISHA VAGHELA

26. Continue….
•Sincebrevity,accuracyandobjectivityare
primarygoalsinwritingthejobsummary,it
iswisetofollowthesethreebasicrules:
1.Startthejobsummarywithanaction
word(verb).
2.Explainthejob'srequirements;inother
words,tellwhatisdone.
3.Ifnecessary,explainthewhyorhowof
thejob?&itspurpose.Ifitisnecessary
orhelpfultodoso,useanexample.
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26BY:MANISHA VAGHELA

27. Responsibilities & duties
 Itisregardedastheheartofjob
description.Itdescribestheduties
performedalongwithfrequencyofeach
majorduty.Responsibilitiesconcerning
custodyofmoney,supervisionandtraining
ofstaff,etcarealsodescribedinthis
section.
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27BY:MANISHA VAGHELA

28. accountabilities
Oncejobobjectiveshavebeenmade
clearresponsibilitiesanddutieshavebeen
defined,theincumbentisaccountableto
hisorhersuperiorforsuccessorfailurein
accomplishingtheseobjectives.The
sectionof“accountabilities”notonly
describestheendresultsachievedwhen
jobdutiesareperformedsatisfactorily,but
alsomentionsspecificstandardsfor
measuringperformance.Itistherefore
particularlyusefulwhenpreparingfor
performanceappraisal.
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28BY:MANISHA VAGHELA

29. Job specifications
Asstartedearlier,thepersonal
qualificationsanindividualmustprocessin
ordertoperformthedutiesand
responsibilitiescontainedinajob
descriptionarecompiledinthejob
specification.Typicallythe job
specificationcoverstwoareas:
•Theskillrequiredtoperformthejob
•Thephysicaldemandsthejobplacesonthe
employeeperformingit
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30. Continue….
•Skillsrelevanttoajobincludeeducationor
experience,specializedtraining,personaltraits
orabilitiesandmanualdexterities.Thephysical
demandsofajobrefertohowmuchwalking,
standing,reaching,liftingortalkingmustbe
doneonthejob.Theconditionofthephysical
workenvironmentandhazardsemployeesmay
encounterarealsoamongthephysicaldemands
ofajob.Jobspecificationsshouldalsoinclude
interpersonalskillsorspecificbehavioral
attributesnecessaryforjobsuccess.
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30BY:MANISHA VAGHELA

31. Purpose of job description
Theprimarypurposeofajobdescriptionis
toidentifytheduties,essentialfunctionsand
requirementsoftheposition.
Agoodjobdescriptioncanassesswork
flowandeliminateduplicationofeffortand
alsohelpassistintheevaluationofthe
employeesjobperformance.
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31BY:MANISHA VAGHELA

32. Continue….
It should be a statement of what duties
and responsibilities the employee is
expected to complete and a means for
achieving them.
For understanding new assignments and
working conditions.
For understanding and establishing
training objectives and developmental
goals / objects.
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Assistinhiringandplacingemployeesin
positionsforwhichtheyarebestsuited.
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33BY:MANISHA VAGHELA

34. Uses of job description
Jobdescriptionishelpfulinthefollowing
areasofHRM:
•Jobgradingandclassification.
•Placementofnewemployeesonajob.
•Orientationofnewemployeestowards
basicdutiesandresponsibilities.
•Promotionsandtransfers.
•Definingandoutliningpromotionalsteps
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35. Continue….
•Adjustmentsofgrievances.
•Investigatingaccidents.
•Locatingfaultyworkproceduresand
duplicationofpapers.
•Work measurement and work
improvement.
•Definingthelimitsofauthority.
•Healthandfatiguestudies.
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36. Continue…
•Developingperformancestandards.
•Establishingacommonunderstandingof
ajobbetweenmanagementandworkers.
•Determiningjobsforoccupational
therapy.
•Timeandmotionstudies.
•Employeecounselingandvocational
guidance.
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37. Continue….
•Maintaining, operating and adjusting
machinery.
•It can be used for job evaluation, a wage
and salary administration technique.
•It aids in a development of job of
specifications, which are useful in planning
recruitment, in training and in hiring people
with required skills.
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37BY:MANISHA VAGHELA

38. advantages
Itenablesustocomparepotentialcandidatesto
it,helpingwiththeselectionprocess.
Allowspossiblecandidatesocompare
themselveswiththejob.
Itslegalrequirementandallowscandidatesto
knowtherelevantinformationneededabout
whatthejobinvolvesandtheresponsibilities
they will have.
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38BY:MANISHA VAGHELA

39. Continue….
Enablesustodrawupaconstructivejob
advert,whichhadrelevantinformationon
itandallowedustoobtaincandidateswho
couldthenecessarytasks.
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39BY:MANISHA VAGHELA

40. disadvantages
Youcanloseanidealcandidatefor
anothertypeofjobwithinthejob.
Theycantcarryoutaparticulartaskthen
thejobdescription.
Theycanlimitthescopeofactivitiesof
thejobholder,reducingorganizational
flexibility.
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40BY:MANISHA VAGHELA

41. conclusion
Ajobdescriptionisalistofthegeneral
tasks,orfunctions,andresponsibilitiesof
position.Typically,italsoincludesto
whomthepositionreports,specifications
neededbythepersoninthejob.Ajob
descriptionisusuallydevelopedby
conductingajobanalysis,whichincludes
examiningthetasksandsequencesof
tasksnecessarytoperformthejob.
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41BY:MANISHA VAGHELA

42. Review of topic
•Introduction
•Definition
•Importance
•Content
•How to write job description?
•Purpose of job description
•Components of job description
•Uses of job description
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42BY:MANISHA VAGHELA

43. Continue…
•Advantages
•Disadvantages
•Conclusion
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43BY:MANISHA VAGHELA

44. bibliography
•Human Resource Management :
By -Gary Dessler
•Human Resource & Personal
Management:
By -K. Ashwathapa
•Human Resource Management :
By –Dr. Tripathi
•www.google.com
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44BY:MANISHA VAGHELA

45. Thank you
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45BY:MANISHA VAGHELA