JOB DESCRIPTION and JOB SPECIFICATION
Human
Resource Management's main objective is to analyze jobs, roles, skills and
competencies. This information will help produce Job descriptions, Role
profiles and Person and learning specifications. It will be the base for
organization to job design, recruitment and selection process, performance
management, learning and development, job evaluation, to design of grade and
pay structures (Armstrong, 2009).
Job Description
A job description illustrates what employees must do regarding activities, duties or tasks. It defines the tasks that employee needs to do rather than the results. It explains what duties must be completed rather than the capability to perform them (Armstrong, 2009). According to (Bhattacharyya, 2011) job description can be defined as a methodical process of collecting, analyzing and documenting essential information about the job. Therefore, the identity of the job can be set by the job description.
For an organization, job descriptions help recruit suitable candidates by identifying good profile matching and additionally help to develop performance standards. The job description will help to standardize the performance throughout the organization. It can be identified as the first stage of the performance management cycle of any organization (Bhattacharyya, 2011). The recruitment process will be cleared for all parties involved because of the clear overview of the role provided by the job description. It can also supply clarity for the induction and later for performance and objectives (CIPD, 2021). Even if it is generic or specific, all the positions in an organization should have a job description. Similar positions in different departments could use the same generic job description. For example, "administrative assistant" in different departments can use the same generic job description (Arthur, 2006).
Even though a job description is not a legal necessity, it will help the organization avoid future liability. Minimum qualifications may be necessary for specific jobs, and clearly outlining them in the job description will help the organization if any applicant claims he or she did not receive a job offer based upon a discriminatory reason. For example, specific physical activity required for a job. If an applicant with a disability is not hired, the applicant cannot take legal action against the company because it is mentioned in the job description. The same applies to gender as well. Because it's mentioned in the job description, the employer has a solid defense against any lawsuit (Word and Sowa, 2017). A precise job description will save time and trouble in the long run. It will set the expectations for a new hire, individual performance throughout his career in the job, and others interested in that job. For managers, it will be a great opportunity to determine the present situation of the team, their skills, and how to succeed in future challenges. If there are improvement areas, that can include in the job description as skills and functions (Mader-Clark, 2013).
As mentioned by Zeuch(2016), Job descriptions can have many formats. However, generally can list components as below.
Components of a Job Description
1. Organization brief -
Short company description and background.
2. Functions of the position -
Detailed information about the tasks needed to perform daily and priorities.
Should include customer engagements if required.
3. Competencies -
This section includes technical and educational requirements that are required.
The organizational environment that is maintained can also be included here.
4. Reporting -
This section provides details on the reporting and organizational structure.
5. Evaluation criteria -
It should be specific. This will help to define what is more important for the
organization and for the employee.
6. Compensation -
Better to have a specific amount. Can use organization salary grades.
7. Physical location and surroundings -
Description should be short and simple and easy to understand. Should create a bigger picture. Can start with organization history, description, current situation and
future strategy. Should differentiate between crucial and cultural competencies.
FIGURE 1.0 Example of a Job Description
Source : (Armstrong, 2009).
Job Specification
Job specification is also known as person specification or role specification. It explains attributes like education, qualifications, training, experience, personal characteristics, and competencies that an employee needs to perform his job satisfactorily. It will be helpful in the recruitment and selection process (Armstrong, 2009). The minimum credentials required for a candidate to select for a job can mention as job specifications (Rothwell, 2012).
As mentioned by Armstrong and Taylor (2014) employees need below attributes to perform their roles.
Components of a Job specification
1. Knowledge -
Employee's know-how about the job role.
2. Skills and abilities -
Employee's talent and capability to perform it.
3. Behavioral competencies -
Employee's behavior needs to perform the job successfully. It should also align with the organization's core values and culture.
4. Qualifications and training -
Professional and technical qualifications and the training employee or candidate have.
5. Experience -
Type of achievements.
6. Specific demands -
Anything that the role holder will be expected to achieve in specified areas.
7. Special requirements -
Other requirements like traveling, mobility and unsocial hours.
As I mentioned in the previous blog my organization requires its ERP consultants to travel to overseas projects. It can be a shorter period or an extended period. Job description specifically mentioned this and employees should be ready to adhere to the requirement. As a global organization, consultants are bound to work for global customers and their working hours. The organization has a separate managed services department for global support that operates 24/7. All the consultants who recruit for this department should adhere to this and work for rosters. There are no gender differences, but staff traveling provided overnight rosters. The recruitment process adheres to the Job description. HR department mentions these special requirements when posting advertisements. The employee's designation will depend on his or her qualification, skills, and experience. For example, an Associate consultant level 3(fresh) should have a bachelor's degree as the primary qualification. If the candidate has more than one year of experience in the same industry, he will be recruited for the subsequent levels. These qualifications are mentioned in the job description and are equal across the organization. Therefore, as mentioned in the previous blog, it will not lead to any wrong recruiting that will create an unpleasant atmosphere.
Job specification describes what the job demand from the employee and the human factor needed to perform it. It is a profile of human characteristics needed for the job (Chelladurai, 2006).
REFERENCES
Armstrong, M. and Taylor, S., 2014. Armstrong's
handbook of human resource management practice, 13th edition. 13th ed.
London: Kogan Page.
Armstrong, M., 2009. HANDBOOK OF HUMAN
RESOURCE MANAGEMENT PRACTICE. 11th ed. London: www.koganpage.com.
Arthur, D., 2006. Recruiting,
interviewing, selecting & orienting new employees. 4th ed. New York:
Arthur Associates Management Consultants, Ltd.
Bhattacharyya, D., 2011. PERFORMANCE
MANAGEMENT SYSTEMS AND STRATEGIES. 1st ed. New Delhi: Dorling Kindersley
(India) Pvt. Ltd.
Chelladurai, P., 2006. Human Resource
Management in Sport and Recreation. [online] Google Books. Available at:
<https://books.google.lk/books?id=THa2M91b938C&pg=PA166&dq=JOB+Description+and+Job+Specification&hl=en&sa=X&ved=2ahUKEwjMooe74bL5AhXSArcAHY0VCjoQuwV6BAgHEAc#v=onepage&q=JOB%20Description%20and%20Job%20Specification&f=false>
[Accessed 3 August 2022].
CIPD. 2022. Recruitment Process Overview
| Factsheets | CIPD. [online] Available at:
<https://www.cipd.co.uk/knowledge/fundamentals/people/recruitment/factsheet#gref>
[Accessed 3 August 2022].
Mader-Clark, M., 2013. The job
description handbook. 3rd ed. Berkeley, CA: Nolo.
Rothwell, W., 2012. The encyclopedia of
human resource management HR Forms and Job Aids. San Francisco: John Wiley
& Sons.
Zeuch, M., 2016. Handbook of Human
Resources Management. 1st ed. Berlin, Heidelberg: Springer-Verlag.
Hello, In a job description, the essential function of the works is identified. It is also used as a trick in the process of hiring employees. And the job description allows the employees of the company to work together and efficiently. It also keeps the employees' minds happy. (Arthur and Diane, 2006).
ReplyDeleteYes, What you mentioned is correct, Job description helps Performance appraisal process , helps to decide the rate of remuneration of the job and helps training and development programs ultimately helping employees motivation (Dessler and Varkkey, 2009).
DeleteA job description is a document that describes the work scope, functions, activities, and obligations that must be carried out. A job description is a guide that is used to organize tasks for each position in an organization. This job description's objective is to clarify the purpose, job scope, tasks, and responsibilities of a given employment. Furthermore, job descriptions are utilized in the processes of recruiting, selecting, orienting, evaluating competency, and promoting (Ahmad et al. 2019).
ReplyDeleteThe job description is about systematically processing of, collecting, analyzing and documenting of the essential facts about the job. Job descriptions provide the basis for job-related selection procedures and thereby help set performance standards and performance benchmarking within and outside organizations (Bhattacharyya,2011).
DeleteAsitha, Job descriptions are capable of communicating the company’s expectations and permit the employees to understand what it takes in order to be capable of excelling in the job. Gan and Kleiner (2005) and Mader-Clark (2008) believe that job descriptions when formulated properly, are capable of affording the organization with the following benefits:
ReplyDelete• Improving morale of employees.
• Enhancing communication between employer and employee.
• Being able to measure future performance.
• Setting the stage for the fair and legal discipline or terminating the employees that are unable to meet expectations.
• Enhancing the ability to retain stellar employees.
• Assisting in planning for the future
Agree with you Indrajith, As per Armstrong and Taylor(2014), 'The role culture in which work is controlled by procedures and rules and the role, or job description, is more important than the person who fills it. Power is associated with positions not people'.
DeleteA job description thus provides “a list of duties that a person must do, the responsibilities that need to be assumed” (Dessler, 2013) and what the organization expects from the employee (Marsden, Caffrey and McCaffery, 2013). This shouldn't be confused with job specification, which describes what criteria a person must meet and what the job requires (Sparrow, 2000), and these criteria help managers conceptualize the scope of duties appropriate to the employee (Schell & Kieshauer, 1987).
ReplyDeleteJob description usually consists of the job title, where the job located, what the essential purpose of the job is, what are the primary duties that the job entails and what role it plays in the organization's success, is compiled (Sunday,Olaniyi,Mary,n.d).
DeleteAgree with you Asitha. To attract the right people for the right positions of the job, a thorough job analysis, which involves job description and job specification, must be carried out. A proper job analysis will inform the management on the right people for a specific job role (Emechebe, 2009).
ReplyDeleteHuman resource professionals and consultants use job descriptions and analyses as essential building blocks for many human resource functions, including recruitment and hiring, performance evaluations, and salary ranges. In addition, job descriptions and job analyses are essential to businesses. For example, they help ensure that the correct people are hired for the job and protect businesses against lawsuits. Therefore, it is vital to see that job descriptions and job analyses are correctly done and thorough because these tools' accuracy will affect the quality of many HR functions (Royer,2010).
DeleteCompensation is one of the important factor in job Description. Levine and Alaina (2017) stated that the most straightforward method to recruit and retain top people for any position is to offer competitive salary and benefits. Employees increasingly associate job happiness with higher salary and perks, making it a top priority for any applicant interested in working for the company. It will help minimize employee turnover because your best employees will be more inclined to stay with your organization.
ReplyDeleteCampus recruitment is one method to overcome this issue you mentioned.
DeletePrimary screening is done within the campus and the short-listed students are then subjected to the remainder of the selection process.
The advantage of this method is that applicants will not have high salary expectations (Chakravarthy, Poornima,2018).
According to Suthar et al. (2014), one of the most crucial aspects of human resource management is job analysis, which serves multiple purposes. The elements that influence an employee's motivation and job satisfaction can be found with the aid of proactive or routine job analysis procedures.
ReplyDeleteJob analysis is an attempt to discover the position or work related to the tasks performed in that position. It contains a detailed description of the tasks that must be performed based on the position, knowledge, skills and other abilities required by the employee to perform the job effectively and efficiently. Employee motivation and organizational performance are decided by suitable job analysis and Tasks allocated according to the job analysis (Nasution,Yeni,Yondra and Putri,2021).
Deletewell explained. Raju and Banerjee (2017) stated that the writing of job description is important to structure the company properly in order to achieve the stated goals of the organization because identifying and classifying the work helps the managers to concentrate on activities which are important. Also, the job description will lead to a good design structure which creates high performance standard that will motivate employees.
ReplyDeleteJob description as a document serves many essential functions in an organization, If appropriately written and constantly updated, it provides the employees with the structure they need to carry out their jobs. When taken together, job descriptions reflect the challenges facing the organization and its goals. As organizations grow in response to changing business environments, job descriptions must be updated to address the current requirements of the jobs (Al-Marwai,Subramaniam2009).
Delete