Part 1

(a) Principles and purpose of job analysis

Job analysis is a process that involve data gathering about a specific job, it
include a description of the tasks and activities related to the job, the skills
required to perform the work and the responsibilities which the job entails. The
main goal or purpose of conducting a job analysis is to come up with job
description and job specification which will help the decision maker to select the
right person to fit in the right job. In addition, there are several other reasons for
conducting a job analysis. Pilbeam and Corbridge says that: In addition to
recruitment and selection, job analysis information is fundamental to many other
HR management activities, including establishing the job requirements for
appraising performance needs; making reward comparisons between jobs;
considering the implications of legislations relating to health and safety,
disciplinary matters or the negotiations of job changes. (Pilbeam and Corbridge,
2010, p.160)
There are five steps and principles in conducting a job analysis, and they are as
following:
1. Select the job to be analyzed: jobs vary in terms of the activities, tasks
and responsibilities within their content, and because of that there must
be a job analysis on regular basis.
2. Gathering information about the job: collect information about the
activities and tasks of the selected job, the skills and abilities required to
perform the job and the responsibility associated with that job.
3. Verify accuracy of information: this could be done by someone who is
expert in area of the selected job to indicate how accurately the
information gathered represent the specific job under review.
4. Document the job analysis: there should be attempt to document the job
analysis information to use it in developing the job description and the job
specification, and this documentation may be used in other HR decision as
it help in comparing different jobs.
5. Developing job description & job specification: the final step is to develop
the job description and the job specification, specifying the duties,
responsibilities, activities and tasks for that job, the qualification, skills and
abilities required to perform the job.

(b) Job analysis methods

The most common methods of job analysis is:
1. Observation method: a method in which a job analyst monitor the
employee and record the activities, tasks, duties and the responsibilities,
the skills and ways used to perform the job, his or her mental and
emotional ability in handling challenges and risks.
2. Interview method: a useful and flexible method in which the employee
asked to describe the activities, tasks and the duties of his job, interviews
could be structured, semi-structured or unstructured.

3. Questionnaire method: another common method of job analysis in which

the employees and their mangers required to complete a questionnaire
that is related to their job in order to get their feedback.

Comparison between the three job analysis methods

Method

Observation

Interview

Questionnair
e

Advantages
Easy and simple to use.
Direct and information at first
hand.
Information
verified
from
different sources.
Useful
for
manual
and
psychomotor tasks.
Qualitative
data
can
be
examined.
Useful for jobs with long cycles.
Incumbent describes work.
Flexible
and
can
get
the
employee opinion.

Reach more workers.

Data is standardized (structured).

Relatively less expensive.

Easy to analyze and interpret.

Disadvantages
Time consuming.
Requires observing skills.
Small sample size.
Affect
the
employee
performance.
Reliability
&
validity
problems of the information.
Experienced
interviewer
required.
Subjective data gathered
and should be verified.
Incumbent may exaggerate.
Difficult
to
combine
information from separates
interviews.
Response rate may be low.
Could
be
difficult
to
construct.
Some of the responses may
be incomplete.
Some responses may be not
accurate.

These methods above are some of the most commonly used methods of job
analysis. However, there are other methods which are more specialized i.e. task
inventory, diary method, competency profiling and etc.. Its worth to note that
there is a possibility to use more than one method, for example using the
interview and the questionnaire methods combined. And when choosing a
method, HR managers must consider cost, time and human efforts in conducting
the process.

(c) Selecting the method

The method that I have choose is the interview, because it is good way to know
the opinion of the employee and what he thinks about his job, maybe he has a
better way to do the activities and the tasks of the job, thats why I choose this
method.

Part 2
2

(a) Identify and state a job that you know well

The job that I am going to analyze it is the HR Assistant, I have been working in
that position in the past few months.

(b) Using the method selected in part 1 (c), create a plan to

undertake a job analysis of that job, and then undertake a plan
As I said in part 1 (c), I am going to use the interview method using semi
structured questions between me and my line manager, in the analysis the below
job details will be discussed:
1.
2.
3.
4.
5.
6.

Job title of the employee and his/her line manager.

The purpose of the job.
The main duties of the job.
The skills and knowledge required to perform the job.
The equipment and tools needed for the job.
The external contacts involved.

(c) Present the findings from your job analysis in a table

Questions

Answers

What is your job title?

What is the title of your line manager?
What is the purpose of your job?

What is your main duties?

What skills and knowledge needed to

do your job?

What is the equipment and the tools

3

HR Assistant.
HR Coordinator.
Assists with the administration of the
day-to-day operations of the human
resources functions and duties.
Answering employee questions.
Maintaining HR files and databases.
Posting job ads and organizing resumes
and job applications.
Scheduling job interviews and assisting
in interview process.
Preparing new employee files.
Coordinate, assist and provide support
to all company events, programs etc..
Ensure timely renewal of passports,
work permits, visas, CPRs of all expat
employees.
Problem-solving, able to identify issues
and resolve it in a timely manner.
Strong interpersonal skills.
Ability to communicate clearly, both
written and orally.
Ability to prioritize and plan work
activities as to use time efficiently.
Organized, accurate and ability to
monitor work for quality.
Bachelor degree.
1-2 years of experience.
Computer, Fax, Printer, Telephone and

needed for your job?

Email are the main tools and

equipment that I use in my daily job.
Yes, job posting sites, newspapers,
recruitment
agencies,
universities
hotels and etc..

Do you have contacts with others

externally?

(d) Write a short memo to a line manager which interprets your

findings and makes recommendations that meet organizational
requirements
MEMO
To

Dina Mudara HR Coordinator

FROM

Abbas Ali HR Assistant

SUBJECT

Findings and Recommendations of the job analysis

DATE

12/05/2016

With the relation to my CIPD course which I am taking it right now, and
regarding to the contribution in the process of job analysis, I am going to
give my findings and recommendation in that matter.
As discussed in the course, job analysis considered to be an important factor
in determining the employee duties, responsibilities, skills and knowledge
required to perform a specific role, alongside other factors as well. This could
lay the foundation in the assessment and selection criteria.
The job analysis which I have conducted was based on the purpose of the
job, my job duties, the skills and knowledge required, the tools and
equipment needed and contacts with others outside the company. The
following is my feedback and recommendations:

We need to be more specified when it comes to the job duties and

responsibilities and it should be distributed fairly among the HR
team.
The job need to be updated and it would be beneficial to the
company if we enrich or enlarge the job.
Investing in the employees is vital when it comes to retaining
them, sending them to training, courses and workshops to help
them learn further and grow in their career.
Employees satisfaction, recognition and benefits should be
monitored and evaluated on timely basis.

Thats was my recommendations and feedback, if you have any concerns or

questions please let me know.
Kind Regards,
Abbas Ali
HR Assistant

Bibliography:
1. Pilbeam, S. and Corbrdge, M. (2010). People resourcing and
talent planning: HRM in practice. 4th ed. Harlow: Pearson
Education.
2. Leatherbarrow, C. and Fletcher, J. (2015). Introduction to Human
Resources Management A Guide to HR in Practice. 3rd ed.
London: Charted Institute of Personnel and Development.
3. Dwivedi, R.S. (2009). A textbook of human resource
management [online]. Available at:
https://books.google.com.bh/books?
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ahUKEwiY1emE67jMAhVBohQKHbhtDHcQ6AEIJjAC#v=onepage&
q&f=false (Accessed: 4 May 2016).