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Compiled By: Chhaya Sehgal

The Winning Edge

Model Job Description

JOB TITLE:

DATE:

Secretary to Chief Project Engineer
DEPARTMENT:

AGREED BY:

Project Engineering

Chief Project Engineer

RESPONSIBLE TO:

JOB TITLES OF SUBORDINATES:
None

OVERALL PURPOSE
To provide a complete secretarial service to Chief Project Engineer by organizing the routine
aspects of the work.
Daily tasks:
1. On receipt of mail, sort into order of priority, attach previous correspondence, if any type
routine letters for signature.
2. Take dictation from Chief Project Engineer and deal with urgent correspondence dictated
by senior project engineers.
3. Against a timetable, type complicated statistical tables connected with department’s
travel arrangements and prepare travel itineraries
4. Maintain simple time records concerning progress of experimental projects. Ensure that
progress charts are kept up-to-date.
5. Act as an assistant to chief Project Engineer by dealing with the more routine aspects of
the work
6. Act as ‘shield’ by dealing with callers personally and on the telephone
Weekly tasks:
Prepare for accountant short summary of expense incurred by department during previous
week, and allocate to individual projects.

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Model job evaluation questionnaire Job title: Department: Responsible to: Agreed by: Date: 2 .The Winning Edge Monthly tasks: Collect brief reports prepared by senior engineers on their respective projects and type draft of progress report for the Project engineering Director. Educational qualifications: 5 ‘O’ levels (including English language and Secreterial college training. Six monthly tasks: Transfer old files to basement and make out new files for next six months. Annually: Type statement of accounts showing income over expenditure on previous year’s projects Job requirements and other information: Minimum age: 21 years. Induction: 3 months Other information: The Chief Projects Engineer is frequently offsite and the secretary is expected to deal with all routine problems arising during these periods. Experience: 3 years’ practical office experience including 1 year in a similar firm.

Internal: External: 3 . 5 Who do you contact inside and outside the organisation during the course of your job? Is contact by telephone or in person? Comment on the reason for contact. 3 Give a concise description of the main areas of responsibility in the job. Take it area-by-area and stress the important features.The Winning Edge 1 What is the overall purpose of the job? 2 Draw up a family tree showing the job in relation to others in the department. 4 Give the titles of the jobs which you directly supervise.

However. 8 Other information: Model job evaluation briefing notes Introduction Job evaluation is a method of looking objectively at jobs and ranking them in order of importance. All members of staff will be required to provide full details of their jobs using the attached questionnaire. 7 Comment on the qualifications and/or experience necessary to do the job effectively. Overall purpose 4 . The other members of the committee are Alan Green and Jill Black. The job evaluation committee will be responsible for carrying out the job evaluation and grading. which is being examined. and not the individual. the Company Secretary. By comparing the one with another. describe. a copy of which is attached. Completing the questionnaire 1. The scheme After a great deal of investigation. it must be stressed that it is the job.The Winning Edge 6 Do you handle confidential information? If so. A job evaluation committee has been formed under the chairmanship of Andrew Brown. each job will be placed in a grade relative to its worth. the committee has decided to use a classification scheme.

decide what can be delegated to subordinates and retain non-routine letters.g. 6. queries.g. e. Family tree A clearer picture of your job is given if you draw up a family tree of your department showing your job in relation to other jobs. planning. (If you feel you are going into too much detail. 4. staff. It should be concise and give the reason for the job’s existence in order that the committee has ‘something to hang its cap on’ before looking at the job in depth. For example: correspondence. Describe the job as it is and not how it should be. Job description It is always difficult to write one’s own job description: consider therefore that you are transferring to another department in the organisation and that you must prepare a note for your successor covering the elements of the job. Contacts The strength of the organisation lies in the service given to customers. Supervisory responsibility Supervisory responsibility can be assessed fairly only by examining carefully the job description of those jobs under your jurisdiction 5. 2. e. What is important is the level at which contact is normally made and the reason for contact in the first place. Where necessary give instructions regarding the handling of particular letters. which you handle 5 .The Winning Edge One sentence will normally suffice here. 3. This does not diminish the value of internal contacts. Process all orders ensuring that departmental computer codes are included and that VAT figure is correct. Confidential information Describe in this section any confidential information. it probably means that you are just about right!) Write down the area headings first. and describe the responsibility involved under each heading. Correspondence – on receipt of mail.

Other information No questionnaire can possibly cover all aspects of a job and since it is important that all staff have the opportunity to comment on all areas of the job which are important to them. Completion date for questionnaires All Questionnaires must be completed and returned to Alan Green by Monday. to discuss the job in detail with the member of the committee. Completion date for job evaluation exercise With the co-operation of everyone. It may be possible to state ‘an actual qualification or the job may call for an aptitude for figures’. These comments should cover features. the committee hopes to complete the grading exercise by 15 May. 29 March. 8. Space is provided for this e. which might be brought to the job before it can be done effectively. along with the head of department. The decision by the committee following the appeal will be final.g. Qualifications and / or experience Comment should be made here regarding the minimum qualifications and / or experience. For example: personnel records. 6 .The Winning Edge regularly in the job. salaries or company plans. Right of appeal Any member of staff who feels their job has not been fairly evaluated has the right to appeal to the team through their head of department. large proportion of work is concerned with meeting tight time schedules. Experience required must be quite specific. They can then expect to be invited. which are an integral part of the job and not temporary difficulties. For example: ‘six months’ practical experience in credit control. 7.

Grade B: Tasks are subject to laid down procedures but can involve a limited measure of initiative. 7 . and internal. to obtain and give information which may be of a confidential nature. May have supervisory responsibility. Can be required to make decisions as to daily action and direct work of subordinates. external. up to own level to obtain and provide information. Can have contact at higher level than own. Probably five years’ experience. plans and arranges work within main work programme with little or no supervision. Up to six months’ training or experience required. All written and calculations are checked. to obtain and give information which may be of confidential nature. More than five years’ experience required. Routine contact. Grade C: Tasks are carried out and decisions made in accordance with standard procedures. plans and arranges work with little or no supervision. Would normally have contact at higher level than own external and internal. Up to a few weeks’ training required. Work subject to spot checks. subject to infrequent supervision. Specialised knowledge may be required. Grade E: After general direction. Tasks can involve work of non-routine nature requiring an original approach as to planning and method. external and internal. Probably minimum of two years’ experience or training. Grade D: After specific direction.The Winning Edge Example of job classification scheme Grade A: Tasks are simple and conform to clearly laid down procedures. Only non-routine problems referred to supervision.

The Winning Edge Salary Structure Using s Scattergram $ 14500 14000 13500 Line of best fit 13000 12500 12000 11500 11000 10500 10000 9500 9000 S A L A R Y 8500 8000 7500 7000 6500 A B C D E GRADE  = Number of people within each grade along with their current salary 8 .

Name Job Age Service Date Amo- Pres- Grade Maxi- Perfor- Prop- New Remark Title at at 31/3 Last unt ent mum mance osed Salary Salary Salary Category Incre- 31/3 Performance ase Increase This Year Total 9 . 8. Final salary structure after adjustment to match market rates (5 % up) Grade A $6725-$8142 B $7460-$9140 C $8142-$10452 D $9350-$11237 E $10820-$14600 Salary Review Form Salary Review – 1st April …. 3. 2. 9. 10. CONFIDENTIAL DEPARTMENT ……………. 1. 13.The Winning Edge Salary structure after a job evaluation exercise Grade A $6500-$7850 B $7200-$8800 C $7850-$10050 D $9000-$11750 E $10400-$14000 Note that the maximum figures for each grade are between 30 percent and 45 percent above the minimum figures and the base for the next grade is at approximately the midpoint of the previous grade. 5. 7. 11. 12. 4. 6. The structure is based on the scattergram above.