Job analysis

and
Job description
Ms Ruokuokhonuo Livi
MSc Tutor
 Introduction
• Jobs are very important for individual as well as organization
• Job analysis is the process of studying and collecting information
relating to the operations and responsibilities of a specific job.
• Job analysis defines the jobs within the organization and the
behaviors necessary to perform these jobs.
 Definition of Job Analysis
• Dale Yoder (1983) defines job analysis as “a process in which
jobs are studied to determine what tasks and responsibilities
they include their relationships to other jobs, the conditions
under which work is performed, and the personnel capabilities
required for satisfactory performance.”
• According to Gary Dessler, “Job analysis is the procedure for
determining the duties and skills requirements of a job and the
kind of person who should be hired for it.”
It involves two aspects:
1. Job characteristics:
 Duties
 Responsibilities
 Tasks/contacts
2. Personnel characteristics:
 Knowledge
 Skills
 Personal attributes
Types of Job Analysis:
1) Qualitative job analysis

2) Quantitative job analysis

1. Qualitative Job Analysis:
This type is done to gather information for personnel operations.
It includes information about duties, tasks, skills, knowledge,
abilities, responsibilities, efforts, working condition and equipment
etc.

2. Quantitative Job Analysis:

This develop the information for engineering purpose. The
information required are duties, tasks, movements and time
required.
 Manpower
planning
Job design and Recruitment
redesign

Purposes of
Job job analysis
Selection,
evaluation
placement

Training
Performance
and
appraisal
counselling
 Process of Job Analysis
Organizational Analysis

Selection of strategic choices

Collection of job analysis data and information
processing
Preparation of job description

Preparation of job specification

 Job analysis matrix
What the person does
How the person does
Duties
Methods
Tasks
Tools
Responsibilities
techniques

Knowledge and skills

Why the person does Skill/knowledge
Outcome Ability
Services Physical demand
Methods of collecting job analysis data
Observation
Technical
conferences Interview

Methods
Panel of
Questionnaire experts
Diary
method
 JOB DESCRIPTION

• A clear, concisely and clearly communicating written

statement of duties and responsibilities and organizational
relationship that constitute a given job or position.
• The requirements of a particular job
• A checklist of what a job involves, it’s essential and non-
essential
 Importance/purposes of job description

• Helps the applicant to know about the duties and responsibilities of a

particular job
• Facilitates the nurse employee to understand properly the requirements of
job and gives a summary of the important function and expectation of a
particular job
• Aids in job evaluation
• Provides basis for man power planning
• Helps in benchmarking the performance standards
• Classify the employees function according to their skill level
• Identify the training needs
• Serve as a channel of communication
• Helps in job evaluation
• Maintains discipline
• Helps in work scheduling
 Writing job description
1. Job title and location
2. Job summary
3. Job activities and duties
4. Skills and specifications
5. Education and qualifications
6. Reporting relationship
7. Extent of supervision
8. Working condition
 How to develop job description

• Step 1: decide to whom and who is going to develop job

description
• Step 2: Performing job analysis
• Step 3: Preparing and standardizing the job description
• Step 4: Evaluating the job description from time to time
 Principles for preparing job description
1. It should be up to date
2. Summary of duties should be clearly specified and defined and should
give an overview of what the job essentially is
3. It should be descriptive but short, but sufficiently complete and not over
detailed
4. Look at the job from all angles
5. Use clear and concise statement that can be understood by everyone
6. Use specific terms
 CONCLUSION

• Job Analysis is a systematic exploration, study, and

recording of a specific job’s responsibilities, duties,
skills, accountabilities, work environment, and ability
requirements.