Norton University

Faculty of Business: Year III, Academic Year 2020-2021

Chapter 3
Job Analysis

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 Chapter 3 Outline

1. Learning objectives
2. Key terms
3. Job Analysis: A basic HRM tool
4. Reasons for conducting job analysis
5. Types of data collected though job
analysis
6. Job analysis methods
7. Job description

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 Learning objectives

1. Describe why job analysis is a basic human

resource tool.
2. Explain the reasons for conducting job
analysis.
3. Describe the types of information required for
job analysis.
4. Describe the various job analysis methods.
5. Describe the components of a well-designed
job description.

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 Job analysis: A basic HRM tool

Job analysis is the systematic process of determining the

skills, duties, and knowledge required for performing
jobs in an organization.
Job is a group of tasks that must be performed if an
organization is to achieve its goals.
Position is the tasks and responsibilities performed by one
person; there is a position for every individual in
an organization.
Job description is a document that provides information
regarding the tasks, duties, and responsibilities for
a job.

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 Job analysis: A basic HRM tool
Job specification is a document that outlines the minimum
acceptable qualifications a person should posses to
perform a particular job.
The purpose of job analysis is to obtain answers to six
important questions:
1. What physical and mental tasks does the worker
accomplish?
2. When is the job to be completed?
3. Where is the job to be accomplished?
4. How does the worker do the job?
5. Why is the job done?
6. What qualifications are needed to perform the job?

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 Reasons for conducting job analysis

Responsibilitie
Tasks Duties HR Planning
s
Recruitment

Selection
Job
Training & Dev
Descriptions
Job Performance
Analysis Appraisal
Job Compensation&
Specification Benefits
Safety & Health
Employee &
Labor
Knowledge Skills Abilities Relations
Legal
Considerations
Job Analysis for
Job Analysis: A Basic HRM Teams
Tool
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 Types of data collected through job analysis
Work activities:
a) Work activities and process
b) Activity records (in film form, for example)
c) Procedures used
d) Personal responsibility

Worker-oriented activities:
a) Human behaviors, such as physical actions and
communicating on job
b) Elemental motions for methods analysis
c) Personal job demands, such as energy expenditure

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Types of data collected through job analysis:
Machines, tools, equipment, and work aids used:
Job-related tangibles and intangibles:

a) Knowledge dealt with or service or applied (as in accounting)

b) Materials processed
c) Products made or services performed

Work Performance:

• Work standards
• Work measurements, such as time taken for a task

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 Types of data collected through job
analysis
Job context:

a) Work schedule
b) Financial and non-financial incentives
c) Physical working conditions
d) Organizational and social contexts

Personal requirements for the job:

a) Personal attitudes such as personality and interests
b) Education and training required
c) Work experience

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 Job analysis methods
m Quick and economical to use
Questionnaires
m However, the information may not be reliable
m Use to gather info on jobs emphasizing manual skills
Observation m Help the analyst to identify inter-relationships
between physical and mental tasks.

m Firstly conduct interview the employees.

Interview
m Then, interview the supervisor for additional
information

Employee m Employee describe their daily work activities

Recording m The problem of employee exaggerating job
importance may have to be overcome.
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 Job analysis methods

m It’s often used to be more appropriate info

Combination
m Questionnaire method may be combined with the
interview and limited observation
of Methods
m In studying production jobs, interviews, supplemented
by extensive work observations, may provide the
necessary data.

m The people who participate in the job analysis should

Conducting include the employee’s immediate supervisor.
Job Analysis
m The Analyst should learn as much as possible about
the job (review org chart,…)

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 Job Description

m Major duties performed

The items frequently included
in a job description are:

m Percentage of time devoted to each duty

m Performance standards to be achieved
m Working conditions and possible hazards
m Number of employees performing the job and to
whom to whom they report
m The machines and equipment used on the job

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 Job description components

m Job title
Job m The department
Identification
m The reporting relationship
m A job number or code

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 Job description components

m It is placed on the job

description to aid in identifying job
changes

Date of the job

m Some firms have found it
analysis useful to place an expiration date
on the document
m It ensures periodic review of
job content and minimizes the
number of obsolete job
description.

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 Job description components

m Provides a concise overview of

the job
Job summery
m The short paragraph that states
job content

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 Job description components

m The body of job description

Duties m Duties performed usually
performed begin with an action verb
such as receives, performs,
establishes, or assembles

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 Job description components
m Document containing the
minimum acceptable
qualifications that a person
should posses in order to
Job perform a particular job.
specification m It’s included educational
requirements, experience,
personality traits, and physical
abilities.
m In practice, it’s included as a
major section of job description.

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 Sample job description of Conoco Inc.
Position Title Code: Salary Grade:
Administrative Support
Work location Report to Function:
Basic Purpose/ Accountabilities:
Responsible for providing and coordinating administrative to assigned functional groups.
Focus is on aligning contribution to department needs and company goals.
Primary Function Responsibilities Critical skills/leadership Criteria:
- Preparation of time sheets CRITICAL SKILLS
-Track employee attendance - Interpersonal skills/ team player
- Manage fixtures, and equipment necessary to support the function - Ability to influence other others
-Process invoices, monitor expenditures - Knowledge of business software application
-Coordinate and support meetings - Confidentiality
- Participate in planning process on projects - Planning organization, and time management
-Type documentation to individuals to Conoco - Written and oral communication
- Assist with presentation preparation and planning - Customer orientation
- Coordinate large scale documentation reproduction - Knowledge of operation and organization LEADERSHIP CRITERIA
- External mailing/facsimiles transmission - Able to lead others
-Coordinate central office supplies - Engenders trust
-Resource computer software applications - Understand and uses function expertise to contribute
-Coordinate work activities with other functions - Accepts ownership, is accountable, and delivers on commitments
-Generate alternative and makes recommendations on improving area - Oriented to wards continuous learning
work process
-Record retention/filing

Quantitative Factors/Business Model Activities: Business Model

Quantitative

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 Key terms

Job analysis
Job
Position
Job description
Job specification
Job analysis schedule (JAS)
Functional job analysis (FJA)
Position analysis questionnaire (PAQ)
Management Position description questionnaire (MPDQ)
Guideline-oriented job analysis (GOJA)

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