Session Resources for Chapter 04 –

Developing Job-Descriptions,
Job Specifications – I
 Developing Job-Descriptions, Job Specifications – I

Session 04: Job Analysis, Job Description, and Job Specification

Objectives

● Define Job analysis, description and specification.

● Discuss their significance in the context of HRM.
● Present a case study on job description.

Summary
As part of discussion on Job Analysis, we will include the factors affecting job analysis,
contemporary issues in Job Analysis and how these will affect the functioning of non HR
managers. Systematic designing of jobs is one approach that can help managers achieve
that balance across the organization. According to the Richard Hackman, and Greg
Oldham jobs can be a source of motivation through five characteristics includes the
variety of skills, identity of the risk, significance of task, autonomy, and feedback available
to incumbent of the job.The incumbent was assigned the tasks of managing the phone
desk and receiving the guests and in addition, the incumbent also managed the
correspondence of specific departments, and acted as a point of contact for the couriers
for the entire organization. Autonomy in the job was perceived through the relatively
flexible order of the tasks for the day while remaining responsible for the desired
outcomes.Some organizations rotate their employees periodically among jobs which
have similar demands of skills at the same level in the organization. Enriched jobs involve
combining fragmented tasks together and forming natural work-units of related tasks to
form a meaningful whole, putting the employee in direct relationship with the clients,
allowing employee to share in the control and responsibility which was reserved for the
senior managers, and finally, letting them know how they are performing.

Managers have an opportunity to review if the newly opened positions have a potential to
be intrinsically motivating because of their characteristics. According to the Dessler and
Varkkey the element includes work activities performed as part of the job, job analysis
is listing human behaviors associated with performance of the job, job analysis is list of

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 Developing Job-Descriptions, Job Specifications – I

machines, tools, equipment, and work aids, job analysis is performance standards, which
can be quantitative and qualitative, the job context and relates to physical working
conditions, work schedule, and the organizational and social context, and human
requirement would compile information on job related knowledge or skills, or required
personal attributes.

Recruitment and selection, compensation, performance appraisal, training, legal

compliance, and assessing the tasks and duties which have remained unassigned.
multiple jobs may be assigned to one person and there may be discussions, negotiations,
and reassignments of responsibilities based on the prevailing circumstances. The job
specification takes the job description as a basis and helps determine the human qualities
and experience required to do a given job effectively. Job specifications for standard jobs
performed by trained persons might be straightforward and focus mostly on
characteristics like the desired experience, quality of relevant training, and previous job
performance. According to the Dessler defined competencies as demonstrable
characteristics of a person that enable the job performance.

Glossary
1. Job analysis: The preparatory stage for writing job descriptions.
2. Job Description: A written description of a job which includes information
regarding the general nature of the work to be performed, specific responsibilities
and duties, and the employee characteristics required to perform the job.
3. Job Evaluation: Used for compensation planning purposes, it is the process of
comparing a job with other jobs in an organisation to determine an appropriate pay
rate for the job.
4. Job Specification: Also known as employee specifications, a job specification is
a written statement of academic qualifications, specific qualities, level of
experience, physical, emotional, technical and communication skills required to
perform a job.

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 Developing Job-Descriptions, Job Specifications – I

5. Organization chart: A chart that shows the organization-wide distribution of work,

with titles of each position and interconnecting lines that show who reports to and
communicates with whom.
6. Process chart: A workflow chart that shows the flow of inputs to and outputs from
a particular job.
7. Workflow analysis: A detailed study of the flow of work from job to job in a work
process.
8. Job enlargement: Assigning workers additional same-level activities.
9. Job enrichment: Redesigning jobs in a way that increases the opportunities for
the worker to experience feelings of responsibility, achievement, job rotation
growth, and recognition. Systematically moving workers from one job to another.
10. Diary/ log: Daily listings made by workers of every activity in which they engage
along with the time each activity takes.
11. Position analysis questionnaire (PAQ): A questionnaire used to collect
quantifiable data concerning the duties and responsibilities of various jobs.

Case studies
Job Posting at Glassdoor
Glassdoor is a world-renowned entity which is widely known, among other things, for
employee reviews of employers around the world. Glassdoor attracts talent by focusing
on employer branding and it can be seen in their job descriptions:

Video — A corporate video is on every job description at the top.

Branding — They emphasize their company name, logo, and color scheme (see the green
Apply button).
Talent Community — They include a talent community call-to-action (this is the next best
thing to a candidate clicking apply).
An example of one of their job descriptions can be seen below:

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 Developing Job-Descriptions, Job Specifications – I

Source: glassdoor.com

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 Developing Job-Descriptions, Job Specifications – I

FAQs

1. What is job specification and why is it important?

Answer: A job specification is a written statement of the requisite qualifications and skills
that a person needs in order to perform the duties and undertake the responsibilities of a
particular position.

2. What is HR job description?

Answer: Job description entails the handling of employee relations, payroll, benefits, and
training. HR managers plan, direct and coordinate the administrative functions of an
organization. They oversee specialists in their duties; consult with executives on strategic
planning, and link a company's management with its employees.

3. What methods are used for Job Analysis?

Answer:The main methods of job analysis are:Interview, Questionnaire and Observation.

4. What is job analysis?

Answer: Job Analysis is a process to identify and determine in detail the particular job
duties for a given job.

5. What is the purpose of job description?

Answer: Job Analysis is used to show the relatedness of employment procedures used
by the employer. The procedure supported by job analysis include: training,personnel
selection,job evaluation and performance appraisal.

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 Developing Job-Descriptions, Job Specifications – I

Other Learning material

We have discussed Job Analysis, Job Description, and Job Specification in this session.
If someone asked you, “What is the job description of a Police Chief?”, then a layman
answer may mostly be, “Catching thieves” - but as HR specialists, you know it is not
enough. Read this article about a police department who has been without a permanent
chief of Police, and their views surrounding the topic of Job Description:
https://www.tullahomanews.com/news/local/police-chief-job-officially-
posted/article_7fcb375c-8939-11e9-9614-8f895a5f100e.html

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