A job description is defined as a written document containing information pertaining to duties, tasks, responsibilities, years of experience and qualifications required for a job. This information is gathered during the job analysis phase which utilises a systematic process of collecting information about a specific job such as skill requirements, roles, responsibilities, processes and an overview of the physical, emotional and related human qualities required to perform the job successfully. Job descriptions are either used in the initial recruitment phase or in a performance management evaluation process.
Four steps in developing an effective job description:
Step 1: Perform a Job Analysis
This process involves gathering and analysing data specific to the job tasks. Information is gathered by various methods such as interviewing employees, observation and staff surveys. Once the information is analysed, the results should be reviewed by the employee currently in the position and the Line Manager. This review process should be over the following:
- Knowledge: Information and skills acquired through education and experience.
- Skills required: Ability to perform a learned activity with expertise.
- Ability: Competence to perform an observable behaviour.
- Physical characteristics: The physical requirements required to perform job tasks.
- Environmental factors: Internal and external working conditions.
- Qualifications required: The minimum level of education and certification required to perform the job tasks.
- Relevant experience: The minimum number of years of experience required to perform the job.
Step 2: Determining the essential functions
Once the job analysis step is complete, essential functions for the job must be determined. Essential functions include examining each task of the job to be performed, the frequency of each duty, the consequences of not performing the duty, and whether the tasks should be redesigned or reassigned to another employee. Once this process is complete, the essential functions of the job will be defined.
Step 3: Organise the Data
Once the essential functions are determined, data should be organised according to a standardised template utilised by the organisation for all job descriptions. A key job description includes the following:
- Title of the position: Name of position.
- Classification/Position Type: Type of contract (permanent or fixed term), full-time or part-time.
- Department: Name of department the employee belongs to.
- Reports to: Title of position this job reports to.
- Subordinates: Title of position/s reporting to this job position.
- Summary/Objectives: Summary and overall objectives of the job.
- Essential functions and responsibilities: Details regarding job function, how the individual should perform the job and the frequency of the tasks.
- Competency: Knowledge, skills, education, qualifications, professional registrations, certifications, expertise and experience required to perform the job.
- Work environment: Details pertaining to the internal and external work environments such as temperature and noise levels.
- Physical demands: Any physical demands required to perform tasks such as driving.
- Hours of work: Work hours required to fulfil duties, number of days per week, may include specific shift work etc.
- Travel: The type of travel and number of hours spent on the road to travel nationally and internationally that are required for the job.
- Salary/Benefits: Remuneration offered for this job. Include relevant benefits offered by the organisation.
- Attributes: Qualities and characteristics required from a person to perform the job and fit in with the culture of the organisation.
Step 4: Signature line and finalise:
This step involves adding a signature line for relevant parties involved to sign the job description which is usually the employee and Line Manager. A draft version of the completed job description should be presented to top management for review and finalisation. The final job description should be saved and stored in a secure location.
Dr Prishana Datadin
Human Resources Manager
Sources
https://explore.darwinbox.com/hr-glossary/job-analysis
