Difference Between Job Analysis and Job Description

Job Analysis can be understood as the process of gathering

information related to the specific job. The information encompasses
knowledge, skill, and ability, possessed by the incumbent, to perform
the job effectively. It is helpful in the preparation of job description
and job specification. Job description is a document indicating what a
job covers, i.e. tasks, responsibilities, duties, powers and authorities,
attached to a job.

In finer terms, Job Analysis means an in-depth examination and

evaluation of a particular Job. Conversely, Job Description is a
statement that characterizes of a particular job.

At present, these two concepts have gained much importance

because of extreme competition; all the organization wants to put the
right man at the right job. But it can only be possible if you
thoroughly investigate the details regarding the Job. so, here in this
article, we will explain the difference between job analysis and job
description, in tabular form.

Content: Job Analysis Vs Job Description

1. Comparison Chart
2. Definition
3. Key Differences
4. Conclusion
Comparison Chart
BASIS FOR
JOB ANALYSIS JOB DESCRIPTION
COMPARISON

Meaning A deep research A comprehensive

on a particular job job summary
to ascertain every depicting the job
small details contents in short
about it, is known but in an
as Job Analysis. exhaustive
manner.

What is it? Process Statement

Concept A process of A concise

determining all statement of what
the necessary a job demands.
requirements and
aspects of a job.

Incorporates Tasks, Duties and

responsibilities, Responsibilities,
skill, abilities, authority, purpose
working and scope of a
conditions and specific job.
adaptabilities of a
certain job.

Mode Oral or Written Written

Advantage Helpful in Helpful in

Recruitment and ascertaining
Selection of whether an
manpower applicant is eligible
as per the set
standards.
Definition of Job Analysis

Job Analysis is a detailed examination and evaluation of the job to

determine the necessary information regarding the nature of the job.
It includes thorough study, observation, and reporting of what the job
involves, qualifications of the job holder, working conditions, abilities,
skills, competencies, duties, responsibilities, etc. Job Description and
Job Specification are the two products of Job Analysis. It is performed
by an expert known as Job Analyst.

Uses of Job Analysis

Information for job analysis may be collected through interviews with
incumbents and supervisors, questionnaires, surveys, position
analysis, checklists, etc.

Job Analysis is carried out to pick the appropriate candidate from

some applicants who is best suited for the concerned job.
The analysis may include research of necessary skills, knowledge,
and qualifications required for doing a job because every job is
different in itself. The importance of Job Analysis in an organization is
as under:

• Performance Appraisal
• Compensation Management
• Job Re-engineering
• Health and Safety
• Job Evaluation

Definition of Job Description

Job Description is a written document which narrates the job contents

in a systematic manner describing, What are the tasks performed by
a worker? And How they are to be performed? It is prepared on the
basis of Job Analysis and therefore, the effectiveness of Job
Description depends on how well the procedure of Job Analysis is
accomplished.

Job Description is an explanatory prospectus which records the job

facts which are appropriate as well as authorised. It usually contains
the following content:

• Introduction of job
• Designation
• Job Summary
 • Duties and Responsibilities
• Training details
• Authorities
• Salary Range
• Reporting authority
• Performance Standards

Job Description is used as an essential tool for eliminating the unfit

applicants for the concerned job. Apart from that, it helped the
organisation to set standards for choosing the appropriate candidate
for the job by asking relevant questions at the time of interview.

Key Differences Between Job Analysis and Job Description

The points given below are substantial so far as the difference

between job analysis and job description is concerned:

1. The careful study of each and every aspect of a particular job is

known as Job Analysis. A descriptive statement that lists out all
necessary job facts is known as Job Description.
2. Job Analysis is performed first, on the basis of which Job
Description is created.
3. Job Analysis can be done either orally or written. Conversely,
Job Description is developed only in a written format.
4. Job Analysis is a process, whereas Job Description is a
statement.
5. Job Analysis is a basis for Job Evaluation but with the help of
Job Description Advertisement for the job can be placed for
recruitment purposes.
Conclusion

Job Analysis is a function conducted by the Job Analyst taking the

whole staff of the organisation into consideration. In this process first
of all the collection of background information is done in which the
details of a particular job are extracted in relation to other jobs. After
that, the job data are collected from the seniors, juniors, co-workers
etc. A trade job analyst is appointed to watch the employees while
they perform the job.

Finally, job description and job specification are created on the basis
of the collected information and facts. So the candidates must
possess the qualifications as described in the Job Description.

WHAT IS JOB ANALYSIS?

Job analysis refers to a systematic process of collecting all

information about a specific job, including skill requirements, roles,
responsibilities and processes in order to create a valid job
description. Job analysis also gives an overview of the physical,
emotional & related human qualities required to execute the job
successfully.

Job analysis is an important step in ensuring that the right

candidate is selected. Job analysis helps the employer in
recruitment and selection, performance management, choosing
compensation and benefits, etc. It helps the employees to have a
clear picture of what is actually required of them.
Job Analysis

Meaning & Definition

Job Analysis

Job analysis refers to a systematic process of collecting all

information about a specific job, including skill requirements, roles,
responsibilities and processes in order to create a valid job
description. Job analysis also gives an overview of the physical,
emotional & related human qualities required to execute the job
successfully.

Job analysis is an important step in ensuring that the right

candidate is selected. Job analysis helps the employer in
recruitment and selection, performance management, choosing
compensation and benefits, etc. It helps the employees to have a
clear picture of what is actually required of them.

Why is a job analysis important?

Manpower Planning

Job analysis is a qualitative aspect of manpower needs, as it

determines job requirements in terms of skills, qualities and other
human characteristics. This facilitates the division of labor into
different occupations.
Recruitment, Selection and Placement

In order to hire a good person for the job, it is very important to

know the requirements of the job and the qualities of the person
who will be doing the job. Information on these two elements
comes from the job description or job description and helps
management to tailor the job requirements as closely as possible
to the attitudes, skills, interests of employees, etc.

Training and Development:

Job analysis determines standard levels for job performance. Helps

manage learning development programs.

Job Evaluation

Job analysis provides the basis for job evaluation. The purpose of a
job appraisal is to determine the relative value of the job which in
turn helps determine job compensation.

Performance Appraisal

Job analysis data provides a clear standard of performance for

each job. Employee performance can be objectively evaluated
against the job performance standard.
Job Designing

Industrial engineers may use the job analysis information in

designing the job by making the comprehensive study of the job
elements.

Safety and Health

Management can take corrective actions to ensure the safety of

workers and reduce the risk of various hazards to eliminate
harmful conditions.

Promotions

The job analysis is mainly based on the effective policies. Effective

policies may be formulated in regard to promotions and transfers.

Employment Guidance

Job description, which is basically carried out on the basis of Job

analysis, helps the aspirates in ascertaining the job, for which they
have the necessary ability and skills.

Labour Relations
Job analysis serves as the basis for resolving disputes that may
arise due to quality of performance expected of workers.

How do you conduct a job analysis?

Gather information about a position

Observe and interview employees who are currently employed.

Encourage employees to perform their duties and be as specific as
possible when defining responsibilities. Read the manual or
document that explains your current position. Compare your
current job description with what your employees are actually
saying and doing. Record results by department or individual
position. Create an account for all the tasks and skills involved in
the job.

Evaluate the importance of each task and competency

Once you understand what skills are needed to perform each task,
you can rate the difficulty of each task and skill. Determine the
top-level skills for each location. Note which skills require entry
level and more experience. You may think differently from this job
as you thought it was an important part of the job.

Research industry standards

Find status data in your job analysis to make sure you’re tied to
your current workforce. Test your results using information from
government literature and corporate organizations. Seek expert
advice on the subject that can explain the tasks you need to do
your job. Compare your network and data with other businesses.

Revise job descriptions and standards

Once you’ve identified and discovered the most important

qualifications needed to do the job, make a list for each job and
skill. Use this to edit an existing job description or create a new
one to suit your analysis. Create a set of criteria for each position
that matches your employees’ feedback and your own work
observations. Include expectations that you may not have met, but
are based on professional guidelines from your research.

Use data to make changes

Look at the entire organization. Based on the analysis, determine if

the right task is assigned to the right task. If you find that a job in
one department is suitable for another team, move these tasks to
another job. You may also find that some departments handle
more than others. You can use job analysis data to find ways to
transfer job responsibilities based on the capabilities of each job.

What is job analysis vs job description?

Job analysis can be understood as the process of gathering
information related to a particular job. This information includes
knowledge, skills and abilities to work effectively. It is useful for
preparing job description and job description.

A job description is a document that indicates what the job covers,

that is, the functions, responsibilities, duties, powers and officers,
attached to the job.

In excellent terms, job analysis means an in-depth examination

and evaluation of a particular job. Therefore, the job description is
a statement that is characteristic of a particular job.

What are the components of job analysis?

Job Position

The position of the job and the employee holding that position in
the organization are known as the position of the job. Job status
serves as the basis of the compensation system in the
organization. Highly placed jobs as well as job holders get higher
returns than lower returns.

Job Description
Each situation is different from each other because each situation
requires different tasks and responsibilities, e.g. Experience,
expertise and level of knowledge. These tasks, duties, roles, and
responsibilities are detailed in how to perform this job.

Job Worth

Work value refers to the calculation of the value of work in the

organization. In other words, job value is an estimate of how much
the job contributes to the overall goal of the organization.

What methods can you use to conduct a job analysis?

Asking an employee to give details about their job is one way to

create an accurate job description. Employers will ask questions
about specific tasks and also request a breakdown of the duties
performed by those in a certain position.

Observations

An employer may also choose to watch as employees complete

their jobs, noting the tasks they complete and the skills needed for
those tasks. Observations work well for processes related to
physical task and product related outcomes.

Surveys
Survey are tools used to find out how often a certain task is
completed or how much a skill set is used. These surveys can be
highly structured forms where employees use a scale to answer
questions about the job. Surveys can also be used more informally
for employees to answer open-ended questions.

Work logs

Employers may request a written account of daily work for a

certain period of time. This allows an employee to give a clear
description of the regular duties of their job and the timeframe
required for each task.

When should a job analysis be conducted?

Job analysis should be conducted as a first step in the recruitment

process. Writing an analysis helps you to clarify your needs and
expectations. It also collects the information you will need to write
a job description.

What are the disadvantages of job analysis?

Time consuming

The biggest drawback of the job review process is being very time
consuming. This is a serious limitation, especially when jobs
change frequently. This emphasizes personal bias: if the supervisor
or analyst is an employee of the same organization, the process
may involve their personal likes and dislikes. This is a major
obstacle for the collection of reliable and accurate data.

Too much human effort

The process involves a lot of human effort. Because each job has
different information and there is no set pattern, custom
information must be collected for different jobs. The process must
be carried out separately to collect and record order-related data.

Lack of Skills

If the analyst is unaware of the purpose of the job analysis process

and doesn’t have the proper skills to carry it out, it is a waste of
company resources. You must be trained to obtain reliable data.

Lack of mental abilities

Last but not least, mental abilities such as intelligence, emotional

characteristics, knowledge, competence, mental and endurance are
intangible things that cannot be directly observed or measured.
People work differently in different situations. Therefore, general
standards for mental abilities cannot be set.

Who conducts a job analysis?

Job Analysis may be conducted by the employer’s Human
Resources department or by a trained Job Analyst/Consultant.

What is the difference between job analysis and job evaluation?

Job Analysis Job Evaluation

Meaning Job Analysis is a careful study of each and every aspect

of a particular job Job Evaluation is an attempt of assessing the
relative utility of a particular job in an organization.

Objective To develop the present methods and techniques of

doing a job. To determine a fair wage of a job.

Advantage Recruitment & Selection, Performance Appraisal,

Compensation etc. Helps in removing inequalities in the wage
system, making a comparative analysis of each job etc.

Techniques Questionnaire, Checklist, Interview, Surveys etc.

Non -Analytical system and Analytical system.

STEPS IN SELECTION PROCESS

-JOB DESIGN

-Position Description

-Forming a Selection Committee

-Recruiting
-Initial Screening of Candidates

-Phone, Video or other Pre-Interview Options

-Campus Visits and In-Person Interviews

-Recommendation for Hire

-Offers and Notices to Applicants

-Documentation and Record Keeping

-Onboarding and Preparing for New Hire

WHAT IS INDUCTION?

Induction is the process for welcoming newly recruited employees

and supporting them to adjust to their new roles and working
environments. Starting a new job can be a stressful experience and
new employees need help to settle in. The University’s induction
programme will provide new employees with all of the necessary
information, including local welcome events and activities

OBJECTIVES OF INDUCTION

1.To welcome the new employee, relieve his anxieties and make him
feel at home.

2. To develop a rapport between the company and the new employee

and make him feel part of the organisation as quickly as possible.
3. To inspire the new employee with a good attitude toward the
company and his job.

5. To acquaint new employees with company goals, history,

management, traditions, policies, department, divisions,
products and physical layouts.

6. To communicate to new employee what is expected of them,

their responsibilities and how they should handle themselves.

7. To present the basic information the employee wants to know –

rules and regulations, benefits, payday, procedures, and general
practices.
8. To provide basic skills, turns and ideas of the business world
and help the new employee in human relations

STEPS INVOLVED IN INDUCTION PROCESS?

1. Job Advert.
2. Application Pack.
3. Pre-Employment Handbook.
4. Primary Induction.