ASSIGNMENT

“Job Description and Job Specification”

Introduction to HRM

Assignment No. 01

Submitted To: Prof. Ayub Arshad

Submitted By: Zeeshan Tariq

Registration No. M1F17BBAM0033

Program: BBA

Semester: 7th

University of Central Punjab

Q.No.1) Describe Job Description and Job specification. Go to newspaper observe
some advertisement for Job & show them in your working and identify the job
description and job specification?

Answer)

Defining Job Description: A job description identifies essential and non-essential

tasks that are assigned to a specific position. It also identifies reporting relationships and
may also describe required qualifications, minimum requirements, working conditions,
and desirable qualifications. Supervisors are responsible for developing and maintaining
accurate and current job descriptions for their staff. The duties should be appropriate for
the classification and consistent with the class specification. It is not uncommon for duty
statements to vary within the same classification due to the various departmental
settings and organizational structures.
A job description is an essential part of the job application process as, with the right
information, it should help applicants to determine whether the role is in line with their
skill set and whether it is a job they actually want to do.
“A job description is an organized, factual statement of the duties and responsibilities of
a specific job.” – Edwin B. Flippo
“A job description indicates the tasks, duties, and responsibilities of a job. It identifies
what is done, why it is done, where it is done, and briefly, how it is done.” – Decenzo
and Robbins
Essential Components of Job Description: Job descriptions generally include:
1. General statement describing the concept and specific duties of the position
2. Classification title, position number, geographic location, division and work unit of the
position, name and title of supervisor, and effective date of duties
3. If supervisor position, list classifications supervised
4. General statement describing the nature of the unit in context with the
department/program
5. Description of the positions supervisory reporting relationship (this information can be
found in the class specification, usually under the definition of the class)
6. Description of each range of supervision for “deep class” classifications
7. List of typical essential and marginal functions/duties, grouped in related categories
8. Duties broken down by percentage of time spent on each task or group of similar tasks
9. Signature and date of employee and supervisor. You may want to include a disclaimer
that the employee and supervisor acknowledges by signing the duty statement that they
have discussed the expectations of the position

Importance of Job description:

 This is especially so in large organizations. Job descriptions improve an organization’s
ability to manage people and play roles in the following ways:
1. Clarifies employer expectations for the employee,
2. Provides the basis of measuring job performance,
3. Provides a clear description of the role for job candidates,
4. Provides a structure and discipline for the company to understand and structure
all jobs and ensure necessary activities, duties and responsibilities are covered by one
job or another,
5. Provides continuity of role parameters irrespective of manager interpretation,
6. Enables pay and grading systems to be structured fairly and logically,
7. Prevents arbitrary interpretation of role content and limit by employee and
employer and manager,
8. Provides reference tool in issues of employee/employer dispute,
9. Provides reference tool for discipline issues,
10. Provides important reference points for training and development areas,
11. Provides neutral and objective (as opposed to subjective or arbitrary) reference
points for appraisals, performance reviews, and counseling,
12. Enables formulation of skill set and behavior set requirements per roll,
13. Enables the organization to structure and uniformly manage roles, thus increasing
efficiency and effectiveness of recruitment, training, and development, organizational
structure, workflow and activities, customer service, etc.,
14. Enables factual view (as opposed to instinctual) to be taken by employees and
managers in career progression and succession planning.

Limitations of Job description:

Prescriptive job descriptions may be seen as a hindrance in certain circumstances:
1. Job descriptions may not be suitable for some senior managers as they should
have the freedom to take the initiative and find fruitful new directions;
2. Job descriptions may be too inflexible in a rapidly-changing organization, for
instance, in an area subject to rapid technological change;
3. Other changes to job content may lead to the job description being out of date;
4. The process that an organization uses to create job descriptions may not be
optimum.

Job Specification: A job specification defines the knowledge, skills and abilities that
are required to perform a job in an organization. Job specification covers aspects like
education, work-experience, managerial experience etc. which can help accomplish the
 goals related to the job. Job specification helps in the recruitment & selection process,
evaluating the performance of employees and in their appraisal & promotion. Job
specification, along with job description, is actually derived from job analysis.
Collectively, job specification and job description help in giving an overview of the job
in terms of its title, position, roles, responsibilities, education, experience, workplace
etc.

Components of Job Specification:

There are many parameters which are considered while giving the job specification for a
certain profile.

1. Educational Qualification: This parameter gives an insight on how qualified a

certain individual is. It covers their basic school education, graduation, master’s degree,
other certifications etc.
2. Experience: Job specification clearly highlights the experience required in a
particular domain for completing a specific job. It includes work experience which can
be from a specific industry, position, duration or in a particular domain. Managerial
experience in handling and managing a team can also be a job specification criterion
required for a particular position
3. Skills & Knowledge: This is an important parameter in job specification
especially with knowledge and skill-based profiles. The higher the position in a
company, the more niche the skills become and more is the knowledge required to
perform the job. Skills like leadership, communication management, time management,
team management etc. are mentioned.
4. Personality traits and characteristics: The way in which a person behaves in a
particular situation, handles complex problems, generic behavior etc. are all covered in
the characteristics of a job description. It also covers the emotional intelligence of a
person i.e. how strong or weak a person is emotionally

Advantages of Job Specification:

There are several benefits of having a comprehensive job specification. Some
advantages are listed below:

1. Job specification highlights all the specific details required to perform the job at
its best
2. It gives the HR managers a threshold and a framework on the basis on which they
can identify the best prospects
3. Helps in screening of resumes and saves time when there are multiple
applications by choosing those who are closest to the job specification
4. HR managers can used job specification as a benchmark to evaluate employees
and give them required trainings
5. It also helps companies during performance appraisal and promotions

Disadvantages of Job Specification:

There are certain limitations of job specification. Some of the disadvantages are
mentioned below:
1. It is a time-consuming process as it has to be very thorough and complete
2. Job description is time bound and changes with changing technology and
changing knowledge & skill requirements
3. It can only give a framework of emotional characteristics and personality traits
but cannot specify the experience or forecast complex issues is any
Job Description
Main Scale Teacher Art, Craft & Creative Media
Under the reasonable direction of the Assistant Vice Principal & the current
School Teachers' Pay and Conditions Document (STPCD).
Implement and deliver an appropriately broad, balanced, relevant and
differentiated curriculum for students and support a designated curriculum
area as appropriate.
Job purpose:
Monitor and support the overall progress and development of students as a
teacher/ Personal Tutor
Facilitate and encourage a learning experience which provides students with
the opportunity to achieve their individual potential.
Contribute to raising standards of student attainment.
Reporting to: The Principal / Assistant Vice Principal
The Principal / Assistant Vice Principal, SLT, teachers and support staff,
Liaising with:
external agencies and parent/careers
Responsible for -
No line management responsibility
Staff
Salary: MPS
Working Hours 195 days as specified in the STPCD Full Time
Disclosure level: Enhanced

Teaching
• Set high standards and expectations which inspire, motivate and challenge students.
• Promote good progress and outcomes for students.
• Demonstrate good subject and curriculum knowledge, including examination specifications.
• To teach to the highest standard.
• To promote a level of learning and children’s intellectual curiosity.
• Teach, students according to their educational needs
• Assess, record and report on the attendance, progress, development and attainment
of students and to keep such records as are required.
• Provide, or contribute to, oral and written assessments, reports and references relating
to individual students and groups of students.
• Ensure that ICT, Reading, Writing, Communication and Math’s, and Social, Moral,
Cultural and Spiritual developments are reflected in the teaching/learning experience of
students.
• Undertake a designated programmed of teaching.
• Ensure a high-quality learning experience for students which meets internal and
external quality standards.
• Prepare and update subject materials.
• Use a variety of delivery methods which will stimulate learning appropriate to student
needs and demands of the syllabus.
• Maintain discipline in accordance with the Academy’s procedures, and to encourage good
practice with regard to punctuality, behavior, standards of work and homework.
• Undertake assessment of students as requested by external examination bodies and
Academy procedures, including marking of classwork and homework.
Strategic/ Operational Planning
• Assist in the development of appropriate syllabuses, resources, schemes of work,
marking policies and teaching strategies in the curriculum area.
• Plan and teach well-structured lessons that reflect the abilities and needs of the students.
• Contribute to the design and provision of an engaging curriculum within the relevant
subject areas.
Curriculum Provision
• Ensure that the curriculum area provides a range of teaching which complements
the Academy’s strategic objectives.
• Assist in the process of curriculum development and change so as to ensure the
continued relevance to the needs of students, examining and awarding bodies and the
Academy’s mission and strategic objectives.
Staffing
• Take part in the Academy’s staff development programmed by participating in
arrangements for further training and professional development.
• Continue own professional development in the relevant areas including subject
knowledge and teaching methods.
• Engage actively in the performance excellence process.
• Ensure the effective/efficient deployment of classroom support.
• Work as a member of a designated team and to contribute positively to effective
working relations.
Quality Assurance
• Help to implement Academy quality assurance procedures and to adhere to those.
• Contribute to the process of monitoring and evaluation of the curriculum area in line with
agreed Academy procedures, including evaluation against quality standards and
performance criteria. To seek/implement modification and improvement where required.
• Review methods of teaching and schemes of work.
• Take part, as may be required, in the review, development and management of activities
relating to the curriculum, organization and pastoral functions of the Academy.
Management
• Maintain appropriate records and to provide relevant accurate and up-to-date information
for MIS, registers, etc.
• Complete the relevant documentation to assist in the tracking of students.
• Track student progress and use information to inform teaching and learning.
• Identify resource needs and to contribute to the efficient/effective use of physical resources.
• Co-operate with other staff to ensure a sharing and effective usage of resources to the
benefit of the Academy and the students.
Communication and Liaison
• Communicate effectively with the parents of students as appropriate.
• Where appropriate, communicate and co-operate with persons or bodies outside
the Academy.
• Follow agreed policies for communications in the Academy.
Pastoral System
• Promote the general progress and well-being of individual students and of the Tutor
Groups as a whole.
• Liaise with the Tutors to ensure the implementation of the Academy’s pastoral system.
 • Register students, accompany them to assemblies, encourage their full attendance at
all lessons and their participation in other aspects of Academy life.
• Contribute to the preparation of action plans and progress files and other reports
and references.
• Alert the appropriate staff to problems experienced by students and to
make recommendations as to how these may be resolved.
• Communicate as appropriate, with the parents of students and with persons or bodies
outside the Academy concerned with the welfare of individual students, after consultation
with the appropriate staff.
• Apply the Academy’s behavior management systems so that effective learning can take
place.
Academy Ethos
• Play a full part in the life of the Academy community, supporting its distinctive mission
and ethos and encouraging staff and students to follow this example.
• Promote actively the Academy’s corporate policies.
• Comply with the Academy’s health and safety policy and undertake risk assessments
as appropriate.
Signatures
The Academy will endeavor to make any necessary reasonable adjustments to the job and the
working environment to enable access to employment opportunities for disabled job applicants
or continued employment for any employee who develops a disabling condition.

This job description is current at the date below but will be reviewed on an annual basis
and, following consultation with you, may be changed to reflect or anticipate changes in the
job requirements which are commensurate with the job title and grade.

Signed .......................................... Signed ......................................

(Teacher) (Principal)

Dated ............................................ Dated .....................................

Person Specification / Selection Criteria
Main Scale Teacher
Selection Criteria Essential Source
Source
A = Application
I = Interview
R = References
T = Task/Observation
Qualifications
Qualified Teacher status with a good honor’s subject degree ✓ A
Evidence of continued personal and professional development ✓ A

Experience
Recent experience of working with students across the ✓ AR
secondary age range
Recent experience in raising students’ attainment ✓ ARI

Knowledge and Skills

A passion for learning and an outstanding teacher ✓ ARI
Secure commitment to a clear vision for the Academy ✓ ARI
Ability to match children’s needs in terms of curriculum, spiritual, ✓ AR
personal and social development
Understanding and awareness of current educational ✓ A
developments and the implications of relevant educational
legislation
Work as part of a team ✓ ARI
Motivate and inspire students and parents ✓ ARI
Knowledge of all necessary assessment, recording and reporting ✓ A
Communicate effectively, orally and in writing for a range of ✓ ARI
audiences and purposes
Manage good communications systems ✓ ARI
Excellent ICT skills ✓ ARI

Corporate Responsibility
Commitment to comply with the Academy’s policies ✓ AR
Commitment to continue personal development in relevant area ✓ A
Commitment to participate in the staff review and development ✓ AR
process
Commitment to raising standards for all staff and students ✓ AI
Commitment to equal opportunities and inclusion ✓ AI
Commitment to participation in the full life of the Academy ✓ A

Personal Qualities
Tact and a sense of humor ✓ I
Resilience ✓ RI
Deal sensitively with people and resolve conflicts ✓ RI
Ability to get the best out of people ✓ RI
High levels of motivation and commitment ✓ ARI
Ability to work under pressure and meet deadlines ✓ ARI
Achieve challenging professional goals ✓ A
Application
Accurate completion of Academy application form ✓ A
Letter which addresses person specification, evidence in letter ✓ A
and application
Technically accurate in terms of spelling, punctuation and ✓ A
grammar
Legally entitled to work in the UK ✓ A