Chapter 2

Job Analysis
 LEARNING OBJECTIVES
At the end of the lesson, the students will be
able to:
1.Define job analysis
2.Enumerate the specific information
provided by the Job Analysis
3.Discuss the methods used in Job Analysis
4.Know how to write a Job Specification and
Job Description
 Job Analysis
It is conducted to determine the
responsibilities inherent in the position as
well as the qualifications needed to fulfill
its responsibilities. It is essential when
recruiting to locate an individual having the
requisite capabilities and education.
The procedure used for
determining/collecting information relating
to the operations and responsibility of a
specific job. The end results are job
description and job specifications.
 Importance of Job Analysis
• Successful HRM practices can lead to
outcomes that create competitive
advantage. When properly performed, job
analyses can enhance the success of
HRM practices by laying the required
foundation.
 Specific Information Provided
by Job Analysis
1. Job title and location
2. Organizational relationship - brief explanation of the
number of persons supervised (if applicable) and job title
of the position supervised. It also reflects supervision
received.
3. Relation to other jobs - describes and outlines the
coordination required by the job.
4. Job summary - condensed explanation of the content of
the job.
5. Information concerning job requirements - usually
provides information about machines, tools, materials,
mental complexity and attention required, physical
demands, and working conditions. It varies from job to
job.
Uses of Job Analysis Information
1. Preparing the job description and writing the
job specifications
Job Description - organized, factual statements of the
duties and responsibilities of a specific job. It tells what is
to be done, how it is done, and why. It is a list of job
duties, responsibilities, reporting relationships, working
conditions, and supervisory responsibilities
Job Specifications - a written explanation of the
minimum acceptable human qualities necessary for
effective performance of a given job. It designates the
qualitiess required for acceptable performance, which
are requisite education, skills, personality, and so on.
 Uses of Job Analysis
Information
2. Recruitment and selection
3. Determining the rate of compensation
4. Performance Appraisal
5. Training
6. Career planning and development
7. Safety
8. Labor relations
 Methods Used in Job
Analysis
1. Interview – can be obtained by interviewing
the incumbent or by group interviews with
group of employees doing the same job or
by interviewing the supervisor who is
knowledgeable about the job.
2. Observation – direct observation is
especially useful when jobs consist mainly of
observable physical activity. Ex. Janitor,
production workers, drivers.
 Methods Used in Job
Analysis
3. Questionnaires – usually the least costly
method for collecting large amount of
information in a short period of time.
4. Employee recording/use of log book –
a recording by job incumbents of job
duties, frequency of the duties, and when
the duties are accomplished.
 Steps in Conducting Job
Analysis
Step 1 - Examine the total organization and the fit of each
job.
Step 2 - Determine the purpose of JA.
Step 3 - Select job to be analyzed
Step 4 - Collect data by using acceptable JA techniques
Step 5 - Prepare JD
Step 6 - Prepare JS
Step 7 - Use information from Steps 1-6 for Job Design,
Planning, Selection and Training, Recruitment,
Performance Appraisal, Compensation, etc.
 Writing the Job Description
(JD)
1. Date written
2. Job status - full-time/part-time including salary
3. Job identification - includes such information as job
title, department, division, plant and code number of job.
4. Job summary - a brief one or two-sentence statement
describing the purpose of the job and what outputs are
expected from job incumbents.
5. Working relationship, responsibilities and duties
performed - shows the jobholder's relationship with
others inside and outside the organization. These include
supervision received (to whom the job incumbent
reports) and supervision exercised (who reports to the
employee).
 Writing the Job Description
6. Authority of incumbent - defines the limit of
the jobholder's authority, including his/her
decision-making authority, direct supervision of
other personnel, and budgetary limitation.
7. Competency requirements - education and
experience including special skills required to
perform a given job.
8. Working conditions - a list of the general
working conditions involved with job, location of
the job, and other relevant characteristics of the
immediate work environment such as hazards
and noise levels.
 Writing the Job Specification
(JS)
• The job specification uses the job
description to define the kind of human
traits and experience required to do a
specific job well.
• It shows what kind of person to recruit and
for what qualities that person should be
tested.
• It identifies the minimum acceptable
qualifications required for an employee to
perform the job adequately.
 The information in a JS
includes the ff. basic criteria:
1. Knowledge – body of information one
needs to perform the job
2. Skills – the capability to perform a
learned motor task such as word
processing skills
3. Ability – the capability needed to perform
non-motor tasks such as communication
abilities
 The information in a JS
includes the ff. basic criteria:
4. Personal characteristics – an individual’s
traits such as tact, assertiveness, concern
for others, etc.
5. Credentials – proof or documentation that
an individual possesses certain
competencies
6. Technical requirements – include criteria
such as educational background, relate work
experience, and training.