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Conducting A Job Analysis

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The chief executive officer deems it necessary for a job analysis exercise to be conducted on the various positions in the organisation.

Outline the various uses to which data from the job analysis can be put and discuss, in detail the steps you would take in accomplishing this task.

Job Analysis: Overview

Job Analysis is a process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job. Job Analysis is a process where judgments are made about data collected on a job.

The Job; not the person An important concept of Job Analysis is that the analysis is conducted of the Job, not the person. While Job Analysis data may be collected from incumbents through interviews or questionnaires, the product of the analysis is a description or specifications of the job, not a description of the person.

The following four steps are useful in performing a successful job analysis: -

1. Determining the organizational use of job content and other related data.

2. Learning about the structure, operations, and jobs of the organization.

3. Identify and select methods for collecting job content data and other related facts.

4. Schedule the necessary and logical work steps.

Step 1: Purpose of Job Analysis

The purpose of Job Analysis is to establish and document the 'job relatedness' of employment procedures such as training, selection, compensation, and performance appraisal.

Determining Training Needs

Job Analysis can be used in training/"needs assessment" to identify or develop:

* training content

* assessment tests to measure effectiveness of training

* equipment to be used in delivering the training

* methods of training (i.e., small group, computer-based, video, classroom...)


Job Analysis can be used in compensation to identify or determine:

* skill levels

* compensatable job factors

* work environment (e.g., hazards; attention; physical effort)

* responsibilities (e.g., fiscal; supervisory)

* required level of education (indirectly related to salary level)

Selection Procedures

Job Analysis can be used in selection procedures to identify or develop:

* job duties that should be included in advertisements of vacant positions;

* appropriate salary level for the position to help determine what salary should be offered to a candidate;

* minimum requirements (education and/or experience) for screening applicants;

* interview questions;

* selection tests/instruments (e.g., written tests; oral tests; job simulations);

* applicant appraisal/evaluation forms;

* orientation materials for applicants/new hires

Performance Review

Job Analysis can be used in performance review to identify or develop:

* goals and objectives

* performance standards

* evaluation criteria

* length of probationary periods

* duties to be evaluated

Other Users And Uses Include

Job analysis can also be uses in:-

 Organisational Design and Staffing

 Safety and Health

 Hiring the Handicapped

 Affirmative action planning

Some products of job analyses include:

1. Job Description and Specification

Job descriptions describe the job and not the individual who fills the job. They are the result of job analysis within a given organization and are essential to the selection and evaluation of employees. Job advertisements or postings are based on the job description.

The character of the organization is the basis for the description of positions. Information about the organization might include

* Name of Company

* Main Product(s) and/or Service(s)

* Location

* Number of Employees

* Company Structure

* Names of Officers

* Hours of Work

Job description

Job description is a written statement that defines the duties, relationships and results expected of anyone in the job. It is an overall view of what is to be done in the job. Typically it includes is a written statement that defines the duties, relationships and results expected of anyone in the job. It is an overall view of what is to be done in the job. Typically it includes

* Job Title

* Date

* Title of immediate supervisor

Statement of the Purpose of the Job

* Primary



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