Job Analysis is a primary tool to collect job-related data. The process results in collecting and recording two data sets including job description and job specification. Any job vacancy can not be filled until and unless HR manager has these two sets of data. It is necessary to define them accurately in order to fit the right person at the right place and at the right time. This helps both employer and employee understand what exactly needs to be delivered and how.
Both job description and job specification are essential parts of job analysis information. Writing them clearly and accurately helps organization and workers cope with many challenges while onboard.
Though preparing job description and job specification are not legal requirements yet play a vital role in getting the desired outcome. These data sets help in determining the necessity, worth and scope of a specific job.
Job description includes basic job-related data that is useful to advertise a specific job and attract a pool of talent. It includes information such as job title, job location, reporting to and of employees, job summary, nature and objectives of a job, tasks and duties to be performed, working conditions, machines, tools and equipments to be used by a prospective worker and hazards involved in it.
Purpose of Job Description
Job Specification
Also known as employee specifications, a job specification is a written statement of educational qualifications, specific qualities, level of experience, physical, emotional, technical and communication skills required to perform a job, responsibilities involved in a job and other unusual sensory demands. It also includes general health, mental health, intelligence, aptitude, memory, judgment, leadership skills, emotional ability, adaptability, flexibility, values and ethics, manners and creativity, etc.
Purpose of Job Specification
Job description and job specification are two integral parts of job analysis. They define a job fully and guide both employer and employee on how to go about the whole process of recruitment and selection. Both data sets are extremely relevant for creating a right fit between job and talent, evaluate performance and analyze training needs and measuring the worth of a particular job.
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Gathering job-related information involves lots of efforts and time. The process may become cumbersome if the main objective of it is not known. Any information can be gathered and recorded but may be hazardous for health and finances of an organization if it is not known what is required and why.
Before starting to conduct a job analysis process, it is very necessary to decide what type of content or information is to be collected and why. The purpose of this process may range from uncovering hidden dangers to the organization or creating a right job-person fit, establishing effective hiring practices, analyzing training needs, evaluating a job, analyzing the performance of an employee, setting organizational standards and so on. Each one of these objectives requires different type of information or content.
While gathering job-related content, a job analyst or the dedicated person should know the purpose of the action and try to collect data as accurate as possible. Though the data collected is later on divided in to two sets - job description and job specification but the information falls in three different categories during the process of analyzing a specific job - job content, job context and job requirements.
What to Collect ?
- Job Content: It contains information about various job activities included in a specific job. It is a detailed account of actions which an employee needs to perform during his tenure. The following information needs to be collected by a job analyst:
- Job Context: Job context refers to the situation or condition under which an employee performs a particular job. The information collection will include:
- Job Requirements: These include basic but specific requirements which make a candidate eligible for a particular job. The collected data includes:
Fig 1.1 Categorization of Job Analysis Information
The content depends upon the type of job in a particular division or department. For example, job content of a factory-line worker would be entirely different from that of a marketing executive or HR personnel.
Well like job content, data collected under this category are also subject to change according to the type of job in a specific division or department.
For different jobs, the parameters would be different. They depend upon the type of job, designation, compensation grade and responsibilities and risks involved in a job.
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