CHAPTER 2

JOB ANALYSIS
Lecturer
Dang Thanh Thuy, MBA
 LEARNING OUTCOMES
1. Understand the nature of job analysis, including
what it is and how it’s used
2. Use at least three methods of collecting job
analysis information
3. Know how to write a job description and job
specification
Job Analysis – What is it and how is it used?

The procedure for determining the duties and skill

requirements of a job and the kind of person who should be
hired for it

Job Job
descriptions specifications
 Purposes of Job Analysis Information

Job analysis

Job
description
& Job
specification

Job
Recruiting
evaluation –
and Performance Training
wage and
selection appraisal requirements
salary
decisions
decisions
 STEPS IN JOB ANALYSIS

1 • Decide how to use the information

• Review relevant background information

2
• Select representative positions
3
• Conduct the analysis
4

5 • Verify with the worker and supervisor

6 • Develop a job description and job specification

 What information do you collect?

Human
requirements

Work activities Job context

Performance
Skills Information
standards
 Information collected by HR specialists

Skills
• Sensing
• Communicating
• Deciding
• Writing
• Job demands
– Lifting
– Walking
 Information collected by HR specialists

Work activities

• Cleaning
• Selling
• Teaching
• Painting
• How, why and when the activities are
performed
 Information collected by HR specialists
Human requirements
• Job-related knowledge and
skills
– Education
– Training
– Work experience
• Personal attributes
– Aptitudes
– Physical characteristics
– Personality
– Interests
 Information collected by HR specialists

Job context

 Working conditions

 Schedule

 Organizational context

 Social context
 Information collected by HR specialists

Machines, Tools, Equipment, Work Aids

• Products made

• Materials processed

• Knowledge

• Services
 Information collected by HR specialists

Performance standards

Check out these samples of performance standards

Performance standards provide the employee with specific

performance expectations for each major duty
Methods of collecting job analysis information

Observation Interview

Participants’
Questionnaire
diary
 1. Widely Used: The Interview

• Individual interviews with each employee

• Group interviews with groups of employees who have the same job

• Supervisor interviews with one or more supervisors who know the

job
2. HOW TO CONDUCT A QUESTIONNAIRE SESSION

• Use a specific questionnaire

• Follow a structured approach

• List duties in order of importance or frequency of

occurrence

• Review and verify the data

 3. OBSERVATION

 Observation may be combined with interviewing

 Ask questions

 Take complete notes

 Talk with the person being observed – explain what is

happening and why
 4. PARTICIPANT’S DIARY

• Time-consuming

• Self-reporting

• Remembering what was done earlier

• Can use dictating machines and pagers

 HOW TO WRITE
JOB DESCRIPTIONS
 Writing Job Descriptions
1. Job Identification

2. Job Summary

3. Relationships

4. Responsibilities and Duties

5. Standards of Performance
6. Working Conditions and Physical Environment
1. JOB IDENTIFICATION

 Title

 Date

 Approvals

 Supervisor’s title

 Salary

 Grade level/ID staff

2. JOB SUMMARY

• General nature

• Major functions or activities

• Includes general statements

 3. RELATIONSHIPS STATEMENT FOR
HUMAN RESOURCE DIRECTOR

Vice President
Works with all Employee Relations Works with
department employment
managers and Human Resource agencies,
executive Director recruiters, union
management reps, state and
Department Human Resource federal agencies,
Secretary Clerk vendors

Test Labor Relations

Administrator Manager
4. RESPONSIBILITIES AND DUTIES

• Examples
Establishes marketing goals to ensure share of market
Maintaining balanced and controlled inventories

• Defines the limits of job holder’s authority

– Purchasing authority
– Discipline
– Interviewing and hiring
5. STANDARDS OF PERFORMANCE - EXAMPLE

Duty: Meeting Daily Production Schedule

Next workstation rejects no more than an average of 2% of
units

Weekly overtime does not exceed an average of 5%

 HOW TO WRITE
JOB SPECIFICATION
 Job specification sample

What does a job specification tell HR and the hiring

manager?
Find out about job specifications or job specs
 Writing Job Specifications

Job Specification is
What human traits and defined as the summary
of minimum
experience are required requirements for a
to do the job well? person to apply for the
job
 Writing Job Specifications

The specification should specify the person’s

 Skills on the job

 Knowledge of and for the job
 Length of experience for the job
 Attitude for the job
 Preferences
 Presentability