HUMAN RESOURCE MANAGEMENT

Assignment # 03

Madeeha Saeed
16-ARID-712
Job : A job is a bundle of related tasks.

Job may be defined as an assignment of work calling for a set of duties, responsibilities and
conditions that are different from those of other work assignments. The term ’Job’ describes the
contents or duties or duties and location.

For e.g. examining the CV of a job seeker is a task. The whole lot of task relating to
recruitment constitute a job.

What is Job analysis??

Job Analysis: “It is a systematic exploration of the activities within a job.”

It is a systematic analysis of each job for the purpose of collecting information as to what the
job-holder does, under what circumstances it is performed and what qualifications are required
for doing the job.

Job descriptions and job specifications are the immediate products of job analysis.

What Aspects of a Job Are Analyzed?

Job Analysis should collect information on the following areas:

Duties and Tasks

The basic unit of a job is the performance of specific tasks and duties. Information to be
collected about these items may include: frequency, duration, effort, skill, complexity,
equipment, standards, etc.

Environment

This may have a significant impact on the physical requirements to be able to perform a job. The
work environment may include unpleasant conditions such as offensive odors and temperature
extremes. There may also be definite risks to the incumbent such as noxious fumes, radioactive
substances, hostile and aggressive people, and dangerous explosives.

Tools and Equipment

Some duties and tasks are performed using specific equipment and tools. Equipment may include
protective clothing. These items need to be specified in a Job Analysis.

Relationships

Supervision given and received. Relationships with internal or external people.

Requirements

The knowledge, skills, and abilities (KSA's) required to perform the job. While an incumbent
may have higher KSA's than those required for the job, a Job Analysis typically only states the
minimum requirements to perform the job.

Outcomes of Job analysis.

1. Job Description

It is a statement of the purpose, scope, duties and responsibilities of a specific job.

2. Job specification

It is a statement which lays down the minimum qualifications training and experience essential
for each job.

Purpose of Job Analysis.

The information obtained from job analysis can be useful in following functions of HR:

1. Human Resource planning.

2. Recruitment.
3. Selection.
4. Placement and orientation.
5. Training.
6. Counseling.
7. Employee safety.
8. Performance appraisal.
9. Job evaluation.

Why is job analysis important?

1. Purpose of job analysis in Recruitment and Selection:

1. Job analysis is very important for contents as:

2. Job duties that should be included in advertisements of vacant positions;
Appropriate salary level for the position to help determine what salary should be
offered to a candidate
3. Minimum requirements (education and/or experience) for screening applicants;
Interview questions;
4. Selection tests/instruments (e.g., written tests; oral tests; job simulations);
 5. Applicant appraisal/ evaluation forms;
6. Orientation materials for applicants/new hires

2. Purpose of job analysis in Job evaluation

i. Judges relative worth of jobs in an organization

ii. Sets fair compensation rates

3. Purpose of job analysis in Job design

i. Reduce personnel costs, streamline work processes.

ii. Increase productivity and employee empowerment.

iii. Enhance job satisfaction and provide greater scheduling flexibility for the employee

iv. Simplify job with too many disparate activities

v. Identifies what must be performed, how it will be performed, where it is to be performed and
who will perform it.

4. Purpose of job analysis in Compensation and Benefits:

Job Analysis can be used in compensation to identify or determine:

i) Skill level

ii) Compensation job factor

iii)Work environment (e.g., hazards; attention; physical effort

iv) Responsibilities (e.g., fiscal; supervisory )

v)Required level of education (indirectly related to salary level)

5. Importance of job analysis in Performance Appraisal:

Job Analysis can be used in performance review to identify or develop:

i) Goals and objectives

ii) Performance standard

iii) Evaluation criteria

iv) Length of probationary periods

v)Duties to be evaluated

6. Importance of job analysis in Training and development:

Job Analysis can be used in training needs assessment to identify or develop:

i)Training content

ii)Assessment tests to measure effectiveness of training

iii)Equipment to be used in delivering the training

iv) Methods of training (i.e., small group, computer-based, video, classroom…)

7. Job analysis increases productivity

How a job analysis increases productivity?

i) Job analysis can use methods of time and motion study or micro-motion analysis in order to
time and motion for job.

iii) Job analysis also identify performance criteria so that it promote worker for best
performance.

How can you make use of the information it provides?

Job-related data or information obtained from the Job Analysis program has its impact on
all functions of  HRM activities. An effective use of Job analysis can enhance the success of
all HR activities. Particularly, job analysis benefits an organization in laying the foundation for -
human resource planning, employee hiring, training & development, performance appraisal,
salary & wage fixation and safety & health etc.
Job Analysis - Use and purpose

Human Resource Planning:

Human resource planning determines as to how many and what type of resources will be
required in the near future as per the business requirement. The number of headcounts and the
type of personnel are determined by the jobs which need to be staffed. Information related to the
job is, therefore, necessary for HRP.

Recruitment & Selection:

The objective of employee hiring is to match the right people with the right jobs. Without having
adequate job information the objective is too difficult to achieve. Job analysis help HRM to
locate places to obtain employees for openings anticipated in the future. The knowledge
regarding the types of skills needed and a type of job that may open in the future enables
managers to have better continuity and planning in staffing their organization. Likewise,
selecting a qualified person to feel a job requires knowing clearly the work to be done (JD) and
the qualifications (JS) needed for someone to perform the work satisfactorily. In the absence of a
clear and precise understanding of what a job necessitates, the HRM cannot effectively select
someone to do the job.

Training & Development:

Job analysis is useful for training and development programs, further which can be designed
depending on the job requirements.

Job analysis helps to know what a given job demands from the incumbent in terms of knowledge
and skills. Besides, Job analysis facilitates the selection of trainees as well.

Job Evaluation:

The relative worth of a job can be determined by job evaluation for the purpose of establishing
wages and salary differential. Further, Relative worth is determined mainly on the basis of
the job description and job specification.

Remuneration:

Remuneration should be based on the relative worth of each job. On the other hand, job
evaluation helps determine Wage and salary grade for all jobs. Employees are required to be
compensated depending on the grades of jobs which they occupy. Ignoring this basic principle
may result in inequitable compensation, which may further cause inequity and demotivating
factor for employees.

Performance Appraisal:

Performance appraisal involves an assessment of the actual performance of an employee against

what is expected of him /her. Job analysis facilities performance appraisal in as much as it helps
fix standards for performance in relation to which the actual performance of an employee is
compared and measured.

Personnel or employees Information:

All standard Organizations mostly retain computerized personnel information systems. Such an
information system is useful as it helps improve administrative efficiency and provide decision
support. Job analysis is dynamic for building such information systems.

Health & Safety:

The job analysis is a process of conducting a detailed study which provides an excellent

opportunity to identify hazardous conditions and unhealthy environmental factors (for instance,
heat noise, fumes and dust), so as to facilitate corrective measures to minimize and avoid the
possibility of human injury.

To conclude as stated above, Job-related data obtained from job analysis is useful for the

overall management of all personnel activities.
A job description provides job seekers with application information for any given job. It should
include all of the specific details applicants would need to know about a specific position they
are applying for. Each of the elements included in a job description ultimately serves to bring in
the right candidate for the job by allowing them to become familiar with what to expect from the
company.

Job Summary

A job description is generally a short paragraph of four to five sentences that includes a summary
of the particular positions that are open with any certain company. This includes a description of
exactly what the positions entail and what kind of duties are expected while working at this
particular job. It also includes the responsibilities that a person can expect to fulfill if given the
position. Overall, a job description provides all the essential information any job searchers would
need to know while looking for a job.

Qualifications

A job description includes the qualifications any given position requires, and the level of skill
that is necessary to get the job. Some of the elements that may be included in the qualifications
portion of a job description are education and work experience as well as certain physical
requirements a job might call for. It may also include any specialized knowledge needed to fulfill
the position. For example, a job may call for expertise in medical fields, finance, literary arts or
mechanical maintenance. Job seekers need to know these qualifications to determine if the job is
right for them.

Special Skills

Job descriptions include a list of special skills that an employer needs to see in a potential job
candidate. These necessary skills could include professional skills, or skills a person has received
in similar positions to the one in the job description. A job description may also include a list of
desired interpersonal skills such as effective communication skills, leadership skills, customer
service skills and business skills. The skill set listed on a job description is important so that
employers can find the most qualified person for the job.

Personal Qualities

A job description may include a list of necessary personal qualities for any particular job.
Personal qualities go beyond qualifications and specialized skill sets because they are directly
related to a job searcher's personality. A job description may include this section to attract
candidates that would fit in most harmoniously within a particular company. Personal qualities
include a person's overall demeanor, personal behavior and preferences, level of resourcefulness
and ability to remain professional while executing any given task.