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Sources of Job Data for Preparing Job Analysis Information

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a. Sources of job data for preparing job analysis information.

  • Job descriptions are statement of tasks, duties and responsibilities on jobs to be performance.  
  • Job specification are also sources of job data that consist of statement needed knowledge, skills, and abilities of the person who is to perform the job.

b. Job description


JOB TITLE:                  Head of Design

Division:                  Butterworth, Penang

Department:                  Design Department

Job Analyst:                  Puan Suhaila, HR Manager

Date Analysed:          30 May 2015

Wage Category:          Exempt

Report to:                  En Jeffery, Production Director

Job Code:                  HD201

Date Verified:          12 June 2015


1.        Responsible for all production work completed by the Design Team and providing the strategic direction for the department in advancing the organization to its potential (28%).

2.        Oversee the personal design of all team members including performance appraisals (including code review) (25%).

3.        Ensure that the working process (planning, testing and documentation are efficient and adhered to by the Design Team (15%).

4.        Control the quality and the improvement of the department output.


a. Education and work experience

  1. Degree in Art and Design from recognized universities in Malaysia or overseas.
  2. At least 3 years working experience in related area.

b. Specialized knowledge and skills

  1. Inspiring creativity throughout all design work.
  2. Maintaining communication and relationship between design and other departments within Red Web.


a. Relationship between job requirements to any human resources functions.

  • Training and development-determine training needs and develop instructional programs.  In human resources department they need to determine which employee need training and what the training they need.  Human resources department also need develop instructional programs to employee because they know what employee need to improve.
  • Performances appraisal-provide performances criteria for evaluating employee.  Human resources need to evaluate employee on their performances in doing the job.  If their performances need to improve, human resources can send them to training and dismiss employee that not achieve company target.

b. Problems of job descriptions. 

  • Using vague rather than specific terms, so they provide the guidance to the jobholders.
  • Sometimes bot updated as job duties and specification change.
  • Not tally with the job specification and job design.
  • They can limit the scope of activities of the jobholder reducing an organization’s flexibility

c. Ways on how an organization can recruit externally.

  • Advertisement.
  • Walk-ins and unsolicited Applications and resumes.
  • The internet, social networking, and mobile recruiting.
  • Job fairs.
  • Employee referrals.
  • Recruiting.
  • Executive search firms.
  • Educational Institutions.

d. Types of tool that managers use to evaluate the effectiveness of recruiting efforts.  

  • Using realistic job previews-informing applicants about all aspect of the job, including both its desirable and undesirable facets.  Managers use RJP to inform new hire about details of the jobs.
  • Surveys-this form is use to see if new hire is satisfy they are.
  • Recruiting metrics-statistical on the recruiting sources which work best for different employee, and allow finding better employee faster and at lower cost.

e. Parties who should do the recruitment.

  • Large firms have full-time, in-house Human Resources recruiters.
  • Small firms there might be done by Human Resources Generalist.
  • If there no HR department, manager or supervisor can do recruit.
  • Member of work can helps select new employee.


a. Types of employment interview.

  • Nondirective Interview
  • The application determines the course of the discussion, while the interviewer refrains for influencing the applicant remarks.
  • Structured Interview
  • An interview in which a set standardized questions having an established set of answers is used.
  • Situational Interview
  • An interview in which an applicant is given a hypothetical incident and asked how he or she would respond to it.
  • Behavior Description Interview (BDI)
  • An interview in which applicant is asked question about what he or she actually did in a given situation.
  • Panel and Sequential Interview
  • An interview in which a board of interviewers questions and observes single candidates.

b. Ground rules for an interviewer to perform effectively in the employment interviews

  • Understand the job.
  • Established an interview plan.
  • Established and maintain rapport and listen actively.
  • Pay attention to nonverbal cues.
  • Use questions effectively.

c. Types of employment tests

  • Job Knowledge Test
  • An achievement test that measure a person level of understanding about a particular job.  It is tests that measure how new hire know about company and job positions that they apply.  
  • Work sample tests
  • Requires the applicant to perform tasks that are actually a part of work required on the job
  • Biodata test
  • Collect biographical information about candidates that has shown to correlate with on the job success.  

d. Advantage of online applications.

  • Do not need large space to store applicant form.
  • Faster received application from applicant.
  • Systematic
  • Save cost on advertising.
  • Easy to retrieved file about applicant.


a. Performance appraisal for both development and administrative purpose.

  • Development
  • Provide performance feedback
  • Help employees identify goods
  • Improve communication

  • Administrative
  • Document personnel decision
  • Promote employee
  • Validate selection criteria

b. Types of appraisal.

  • Tell-and-sell interview
  • This need skill required includes ability to persuade an employee to charge in a prescribed manner
  • Tell-and-listen interview
  • The appraiser communicates the strong and weak points of an employee job performance during the first part of the interview.  It is good for both parties because the opportunity to release, iron out any frustrating feeling they might have.
  • Problems-solving interview-Listening
  • There are element interesting, accepting, responsibilities. It is to stimulate the growth & development of employee by discussion problems, needs & on the job satisfaction & dissactification.

c. Sources of performance appraisals.

  • Teams member
  • Superior
  • Peers
  • Customers



a. Methods that are used by job analyst

  • Task Inventory Analysis
  • Organization-specific list of tasks and their descriptions use as a basis to identify components of jobs.  The organization collect task or list it out and ask people about the position and task.

  • The Critical Incident Method
  • A job analysis method by which important job tasks are identified for job success.  It’s based on behavior or skill of the employee to do a task until the job or task is completed.

b. job description

Job Description for Visa Assistant

Job Title:                Visa Assistant

Division:                Johor Bahru

Department:                Public Affairs Department

Job Analyst:                

Date Analyst:                2nd June 2015



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