FREE online courses on Job Analysis and Evaluation - Job Description

 

A job description (JD) is a written statement of what the job holder does, how it is done, under what conditions it is done and why it is done. It describes what the job is all about, throwing light on job content, environment and conditions of employment. It is descriptive in nature and defines the purpose and scope of a job. The main purpose of writing a job description is to differentiate the job from other jobs and state its outer limits.

 

Contents

 

A job description usually covers the following information:

• Job title: Tells about the job title, code number and the department where it is done.
• Job summary: A brief write-up about what the job is all about.
• Job activities: A description of the tasks done, facilities used, extent of supervisory help, etc.
• Working conditions: The physical environment of job in terms of heat, light, noise and other hazards.
• Social environment: Size of work group and interpersonal interactions required to do the job.

Table: Specimen of Job Description

         

Title:   Compensation manager

          Code:  HR/2310

          Department:   Human Resource Department 

Summary: Responsible for the design and administration of employee compensation programmes.

          Duties l       Conduct job analysis.

                   l       Prepare job descriptions for current and projected positions.

l       Evaluate job descriptions and act as Chairman of Job Evaluation Committee.

l       Insure that company's compensation rates are in tune with the company's philosophy.

l       Relate salary to the performance of each employee. Conduct periodic salary surveys.

                   l       Develop and administer performance appraisal programme.

                   l       Develop and oversee bonus and other employee benefit plans.

                   l       Develop an integrated HR information system

          Working Conditions:   Normal. Eight hours per day. Five days a week.

          Report to:               Director, Human Resource Department.

 

Guidelines

 

According to Ernest Dale, the following guidelines should be kept in mind while writing job descriptions:

• The JD should indicate the nature and scope of the job, including all important relationships.
• It should be brief, factual and precise; use active verbs such as collect mail, sort out mail, distribute mail, etc. Avoid statements of opinion. Give a clear picture of the job; explain all the duties and responsibilities of the job in greater detail.
• More specific words be chosen to show (i) the kind of work, (ii) the degree of complexity, (iii) the degree of skill required, (iv) the extent to which problems are standardized and (v) the degree and type of accountability.
• The extent of supervision available should also be clearly stated.
• The reporting relationships must also be clearly indicated (e.g., who reports to whom, frequency, etc.).

 

Mode of writing

 

The job analyst has to write the JD after proper consultations with the worker and the supervisor. The preliminary draft about the job must be discussed in the presence of both the worker and the supervisor to uncover gaps, deficiencies, etc. The following method is suggested by an expert in this connection:

 

• Firstly, get the questionnaire about the job filled in by the immediate supervisor of the employee.
• Secondly, the job analyst must observe the actual work done by the employee and complete the job description form.
• Thirdly, every effort must be made to involve the employee and the supervisor while finalizing the JD.
• Finally, keep the JD up-to-date by keeping track of changing conditions and incorporating the relevant ones as and when needed.