08 Ppt Job Descriptions Final

8/10/2019 08 Ppt Job Descriptions Final

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Job Descriptions Training for Supervisors



2 © SHRM 2008

INTRODUCTION

Job escriptions can be ver! usefu" to e#p"o!ers$ e#p"o!ees

an %ob app"icants &'en carefu""! &ritten an (ept up)to)ate*

Job escriptions out"ine t'e responsibi"ities for an e#p"o!ee+s

&or(* T'e! a"so serve as a too" to 'e"p e#p"o!ers gauge

e#p"o!ee perfor#ance an for recruiting,se"ecting caniates*T'is presentation &i"" aress t'e i#portance of 'aving %ob

escriptions$ &'at to inc"ue an tips for &riting %ob escriptions*

T'is sa#p"e presentation is intene for presentation to ne&

supervisors an to e-perience supervisors &'o nee refres'er

training* It is esigne to be presente b! an iniviua" &'o is(no&"egeab"e in eve"oping %ob escriptions* T'is is a sa#p"e

presentation t'at #ust be custo#i.e to inc"ue an #atc' t'e

e#p"o!er+s o&n po"icies an practices*



/ © SHRM 2008

OJ1CTI1S

3t t'e c"ose of t'is session !ou &i"" be ab"e to4

5 State &'at a %ob escription is*

5 State &'at %ob specifications are*

5 1-p"ain t'e ifference bet&een %ob escriptions an positionescriptions*

5 Cite tips for &riting %ob escriptions*

5 Out"ine &'at s'ou" be inc"ue in a %ob escription*

5 Cite t'e reasons &'! it is i#portant to 'ave &e"")&ritten an

upate %ob escriptions*



6 © SHRM 2008

7H3T IS 3 JO D1SCRITION9

3 %ob escription is a &ritten escription of a %ob &'ic' inc"ues

infor#ation regaring t'e genera" nature of t'e &or( to be

perfor#e$ specific responsibi"ities an uties an t'e e#p"o!ee

c'aracteristics re:uire to perfor# t'e %ob*



; © SHRM 2008

7H3T 3R1 JO S1CI<IC3TIONS9

Job specifications are t'e persona",iniviua" re:uire#ents

e-pecte fro# t'e e#p"o!ee* T'e! "ist an! eucationa"

re:uire#ents$ esire e-perience an specia"i.e s(i""s or

(no&"ege re:uire* Job specifications co#p"e#ent %ob

escriptions*



= © SHRM 2008

JO D1SCRITIONS S* OSITION

D1SCRITIONS

• Job escriptions ocu#ent t'e genera" nature of t'e &or( to be

perfor#e* T'e! inc"ue genera" responsibi"ities an uties as

&e"" as t'e e#p"o!ee c'aracteristics re:uire* T'e! are use

for %ob c"assification an as a basis for position escriptions*

5 osition escriptions custo#i.e responsibi"ities to epart#enta"

nees inc"uing supervisor! re"ations'ips* T'e! focus on

outco#es an accountabi"ities rat'er t'an uties* T'e! efine

t'e e#p"o!ee+s specific uties an are use to #anage

perfor#ance*


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TIS <OR 7RITIN? JO D1SCRITIONS

5 <ocus so"e"! on t'e %ob*

@ 3voi t'e A&is' "istB of s(i""s or persona"it! traits*

@ <ocus on t'e &or( not t'e person*

5 Use action verbs See e-a#p"es in 3ppeni- 3

5 Use c"ear$ concise an easi"! unerstoo "anguage

5 3""o& for f"e-ibi"it!*

5 Consier future epart#ent,co#pan! nees4

@ Eeep in #in t'e c'anging nees of t'e epart#ent,co#pan! to

'e"p ientif! gaps in &or(force*

@ Spea( &it' #anagers,epart#ent 'eas,#a%or ecision #a(ers toeter#ine future 'iring nees*

5 Fist %ob tas(s b! priorit!*

@ Organi.e t'e "ist fro# #ost essentia" tas(s to "east essentia" tas(s*


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TIS <OR 7RITIN? JO D1SCRTIONS

CONT+D

5 e specific*

5 3voi an! reference to protecte c"ass or pre%uicia" "anguage

i*e*$ race$ co"or$ gener$ nation origin$ isabi"it!$ etc**

@ 1-a#p"e of &'at to avoi4 Heav! "ifting re:uire ) on"! #a"e

caniates &i"" be consiere for 'eav! "ifting positions or bi"ingua"

abi"it! re:uire G on"! Hispanics &i"" be consiere*

5 Have reasonab"e e-pectations*

@ Setting t'e AbarB too 'ig' or too "o& can affect caniate poo"*

5 e consistent*

@ Define ter#s "i(e A#a!$B Aoccasiona""!$B an Aperioica""!B*

5 Obtain input fro# ot'ers*

@ So"icit infor#ation fro# e#p"o!ees$ #anagers,supervisors$ etc*

5 Inc"ue a #isce""aneous c"ause i*e*$ ot'er uties as assigne*



7H3T IS INCFUD1D IN 3 JO D1SCRITION9

5 Tit"e

@ Co##unicates t'e "eve"$ responsibi"it! an t!pe of &or(*

@ Use tit"es t'at are co##on in !our inustr!*

5 1#p"o!#ent status

@ <u"")ti#e$ art)ti#e$ Te#porar!*

5 <FS3 status e-e#pt or none-e#pt



7H3T IS INCFUD1D IN 3 JO D1SCRITION9

CONT+D

5 Focation4

@ 3ress an,or cit! &'ere %ob &i"" be "ocate*

@ Inc"ue infor#ation if position oes not report to a specific "ocation*

5 Duties,responsibi"ities4

@ Fist uties,tas(s4

5 Ma%or or #inor

5 Inc"ue essentia" functions of t'e %ob

@ Inc"ue (no&"ege$ s(i""s an abi"ities necessar! to perfor# %ob*

@ Incorporate ecision)#a(ing re:uire#ents*@ 3 scope of aut'orit! i*e*$ 'iring,firing*

@ Inc"ue escription of co#p"e- tas(s*



7H3T IS INCFUD1D IN 3 JO D1SCRITION

CONT+D

5 ua"ifications

@ 7or( e-perience4

5 Kears in fie" re:uire*

5 Inc"ue infor#ation if !ears of e-perience in ot'er inustries &i"" be

consiere*

@ 1ucation4

5 Hig' Sc'oo" Dip"o#a or e:uiva"ent$ 3,S$ M3$ 'D$ etc*

5 Inc"ue infor#ation if e:uiva"ent co#bination of eucation an,or &or(

e-perience as oppose to eucation on"! &i"" be consiere*

@ Certifications4

5 1-a#p"es4 HR,SHR,?HR$ Certifie Nursing 3ssistant$ Certifie

ub"ic 3ccountant$ Certifie Co#pensation rofessiona"$ Certifie

<inancia" "anner$ Certifie Nationa" Rea" 1state 3gent$ 1"ectrician$ etc*



7H3T IS INCFUD1D IN 3 JO D1SCRITION

CONT+D

5 ua"ifications cont+4

@ Ficenses4

1-a#p"es4 Doctors$ Nurses$ Fa&!ers$ Dietician,Nutritionist$ etc*

@ Desire &or( traits abi"it! to &or( inepenent"!$ etc

@ Co#puter s(i""s

@ Co##unication,Interpersona" s(i""s

5 Specia" consierations &or(ing conitions4

@ '!sica" re:uire#ents

@ Trave"@ 7or( 'ours on)ca""$ overti#e consieration$ etc



IMORT3NC1 O< 3 71FF)7RITT1N 3ND

UD3T1D JO D1SCRITION

5 1stab"is'es responsibi"ities*

5 1stab"is'es perfor#ance guie"ines*

5 Fi#its "ega" e-posure to issues suc' as e:ua" opportunit! an

iscri#ination "a&s*

5 3is in t'e estab"is'#ent of t'e <air Fabor Stanars 3ct<FS3 c"assification e-e#pt vs* none-e#pt*

5 He"ps to estab"is' pa! "eve"s*

5 He"ps to #anage e#p"o!ee e-pectations*

5 Serves as too" for recruit#ent an e#p"o!ee se"ection*

5 3ssists in eter#inations of 3#erican &it' Disabi"ities 3ct 3D3reasonab"e acco##oation*

5 3ssists &it' e#p"o!ee career eve"op#ent*

5 Supports t'e succession p"anning process*



SUMM3RK

5 3 %ob escription is a &ritten escription of a %ob &'ic' inc"ues

infor#ation regaring t'e genera" nature of t'e &or( to be

perfor#e$ specific responsibi"ities an uties$ an t'e

e#p"o!ee c'aracteristics re:uire to perfor# t'e %ob*

5 Job specifications are t'e persona",iniviua" re:uire#ents

e-pecte fro# t'e e#p"o!ee* T'e! "ist an! eucationa"

re:uire#ents$ esire e-perience an specia"i.e s(i""s or

(no&"ege re:uire* Job specifications co#p"e#ent %ob

escriptions*

•

osition escriptions iffer fro# %ob escriptions in t'at t'e!custo#i.e responsibi"ities to epart#enta" nees inc"uing

supervisor! re"ations'ips* T'e! focus on outco#es an

accountabi"ities rat'er t'an uties* T'e! efine t'e e#p"o!ee+s

specific uties an are use to #anage perfor#ance*



SUMM3RK CONT+D

5 Tips for &riting %ob escriptions pertain to using effective an

appropriate "anguage$ inc"uing accurate infor#ation$ an

organi.ing t'e infor#ation b! orer of priorit!*

5 T'e fo""o&ing ite#s s'ou" be inc"ue in a %ob escription G

tit"e$ e#p"o!#ent status$ <FS3 c"assification$ "ocation$ uties$

:ua"ifications an specia" consierations*

5 7e"")&ritten an upate %ob escriptions serve as too"s to 'e"p

an e#p"o!er &it' recruit#ent$ eva"uate e#p"o!ee perfor#ance$

an co#p"! &it' 1:ua" 1#p"o!#ent Opportunit! 11O an

non)iscri#ination "a&s*



3CTION 1RS ) 31NDIL 3

5 3ccu#u"ate

5 3#inister

5 3vise

5 3""ocate

5 3pprove

5 Co""aborate

5 Co""ect

5 Co##unicate

5 Co#pi"e

5 Conuct5 Consu"t

5 Counse"

5 Create

5 De"egate

5 De"iver

5 Deve"op

5 Direct

5 Distribute

5 Draft

5 1it

5 1ucate

5 1stab"is'

5 1sti#ate5 <or#u"ate

5 <urnis'

5 ?at'er



3CTION 1RS ) 31NDIL 3 CONT+D

5 ?uie

5 Interact

5 Invent

5 Issue

5 Manage

5 Mar(et

5 Motivate

5 Negotiate

5 Obtain

5 Orer 5 articipate

5 "an

5 resent

5 rovie

5 Reconci"e

5 Recruit

5 Researc'

5 Revie&

5 So"icit

5 So"ve

5 Sub#it

5 Supervise

5 Supp"!5 Test

5 Train

5 Trans"ate



UI

* 7'at is a %ob escription9

2* 7'at are so#e tips to fo""o& &'en &riting a %ob escription9

/* 7'at is inc"ue in a %ob escription9

6* 7'! it is i#portant to 'ave &e"")&ritten an upate %ob

escriptions9



UI 3NS71RS

* 7'at is a %ob escription9 3 %ob escription is a &ritten

escription of a %ob &'ic' inc"ues infor#ation regaring t'e

genera" nature of t'e &or( to be perfor#e$ specific

responsibi"ities an uties an t'e e#p"o!ee c'aracteristics

re:uire to perfor# t'e %ob*

2* 7'at are so#e tips to consier &'en &riting a %ob escription9

<ocus on t'e %ob$ use action verbs$ a""o& f"e-ibi"it!$ consier

future epart#ent nees$ avoi reference to protecte c"ass or

pre%uicia" "anguage$ etc*



UI 3NS71RS CONT+D

/* 7'at is inc"ue in a %ob escription9 Tit"e$ 1#p"o!#ent Status$

<FS3 C"assification$ Focation$ Duties$ ua"ifications$ 1ucation$

Certification$ Ficenses an Specia" Consierations*

6* 7'! it is i#portant to 'ave &e"")&ritten an upate %ob

escriptions9 To 'e"p estab"is' uties$ perfor#ance guie"ines$

recruit for vacancies$ estab"is' pa! "eve"s$ "i#it "ega" e-posure$

career eve"op#ent$ etc*



U1STIONS9 COMM1NTS9



COURS1 13FU3TION

5 "ease be sure to co#p"ete an "eave t'e course eva"uation !ou

receive &it' !our 'anouts*

5 T'an( !ou for !our attention an interest

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08 Ppt Job Descriptions Final