The Sequence of the Job From Job Analysis to Performance Appraisal

Job Analysis

Job Specification

Job Description

Development

Performance Appraisal

Training

Orientation

Recruitment

Advertising

Selection

Job Description Written Statement that explains the

duties,responsibilities, working conditions, and activities of a specific job.

Job Descriptions are used for: Describing the job Recruiting Selection Orientation Training Employee Evaluations Promotions and Transfers

Job Description – key elements

Job Identification Data Job title Work unit Title of immediate supervisor Pay Grade

Job Summary Brief general statement which highlights the

common functions and responsibilities of the job. Also called the general statement.

Job Description – key elements

Job Duties Usually a listing the tasks and responsibilities associated

with the job. Typically, each statement in this section begins with an

action verb and briefly states what this portion of the job accomplishes

Examples of verbs Administer,assist, collect, conduct,prepares,furnish

maintains,etc.

Job Description Example(Abbreviated)

Job Identification Data: Assistant Human Resources DirectorGeneral Statement of Duties: Perform complex technical work

in recruitment, examination, classification,wage and salary administration, training, and other functions of a personnel program.

Supervision: Reports directly to Director of H.R. Exercises supervision over assigned personnel.

Work Performed: % TimeRecruitment 20%Administer Examinations 15%Wage and Salary administration 20%Training 25%Working Conditions: Works Primarily in Office Setting.

Recruitment conducted in out-of house settings including schools, colleges and universities.

Job Specification

Outlines the minimum acceptable qualifications that a person must possess to perform the job effectively

Job specification Identifies Personal characteristics required:

Education Experience Certification Abilities Knowledge and skills

Job Specifications

Describe the qualifications required to perform the job Generally Relate to:

Training or Education Skills and experience Mental, physical and personal characteristics

These qualifications are the ones needed on the first day on the job

NOT knowledge, skills and abilities acquired after beginning and training on the job.

 Applies to both internal and external candidates (applicants).

Job Specification – KSA’s

KNOWLEDGE- A body of information, usually of a factual or procedural nature, that makes for successful performance.

SKILLS- An individual’s level of proficiency or competency in performing a task.

ABILITY- A more enduring, general trait or capabilities that an individual possesses at the time when s/he first begins to perform a task.

Job Specifications Elements (if separate document from job

description) Job Identification Immediate Supervisor Department Job Code Skill Factors

Education Experience Communication

Effort Factors Physical Demands Mental Demands

Working Conditions

Job Specification Example:(abbreviated)Job Identification: Assistant Director of HousekeepingImmediate Supervisor: Dir. of HousekeepingDepartment: HousekeepingJob Code: XXX123 Skill Factors

2-year college degree in hospitality management or related discipline Experience: 6 mos. management Communication: fluency in English & Spanish..

Effort Factors On feet entire shift. Ability to lift 60 pounds, bend, kneel, stretching. Must be able to multi-task and work under pressure. Manage staff. Some customer service. Early hours, some weekends, MOD rotation,…

Working Conditions Laundry room temperatures of 90°+F. Cleaning agents…

Job Description VS Job Specification A Job Description

defines What the job does a profile of the job

A job Specification describes what the job demands of those who do it describes the human factors that are required Requirements Include:

Experience Training Education Physical & Mental Demands

The are often combined in one document since they both focus on the job. (but please separate for purposes of your project)