HUMAN RESOURCES MANAGEMENT
CHECK POINT 24: JOB DESCRIPTIONS AND JOB SPECIFICATIONS

Please Select Any Topic In Check Point 24 Below And Click.

1. what is a job description?
2. advantages of job descriptions
3. small business example
job description
4. what is a job specification?
5. questions addressed by a job specification
6. a broad range of job descriptions and job specifications
7. small business example
job specification
8. application of job descriptions and job specifications
9. importance of job descriptions and job specifications
10. for serious business owners only
11. the latest information online
 

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1. WHAT IS A JOB DESCRIPTION?

JOB DESCRIPTION

Business owners and managers must be able to prepare job descriptions and job specifications for various positions within a company to ensure its successful performance in a competitive market environment.

The prime purpose of a job analysis is to provide sufficient information and to prepare comprehensive job descriptions and job specifications for a broad range of positions within an organization.

A Job Description is a detailed statement which summarizes the relevant duties, responsibilities, authority, and accountability of a specific job. The prime elements of a job description are outlined below.

ELEMENTS OF A JOB DESCRIPTION

No.

Details

1.

The Job Title Or Job Description Identification.  
This specifies the title of the job, e.g. president, marketing manager, or typist.

2.

The Job Summary.
This specifies the nature of the job in a condensed form by listing the primary functions only.

3.

Details Of Accountability.  
These specify the reporting procedure, i.e. to whom  the person is accountable  within  the organization.

4.

Details Of Responsibilities And Duties.  
These include a detailed description of all responsibilities and duties of the job.

5.

Details Of Authority. 
These define the authority of the job holder within the organization and specific limits of authority in decision-making, direct supervision, expenditure, and other activities.

6.

Participation In Management Teams.
This identifies the job holder's membership in specific management teams.

2. ADVANTAGES OF JOB DESCRIPTIONS

ADVANTAGES OF JOB DESCRIPTIONS

The core of any Job Description is the summary of all duties prescribed for a specific job. This is achieved by means of detailed description of all activities and their corresponding goals. A well prepared job description represents an efficient tool that provides guidance and control of employees' performance in the company.

The List Of Duties for employees may vary from one position to another depending upon the company's specific needs. However, it is always important to include an item, "Other Duties As Assigned", in every job description. Having such a "duty" in a job description will avoid any possible arguments in the future over task assignments and eliminate the "It's not my job" statements from employees to their supervisors.

A typical job description is illustrated next.

3. SMALL BUSINESS EXAMPLE
JOB DESCRIPTION

JOB DESCRIPTION

Job Title: Company President.

Job Summary: To plan, organize, direct, and control the company's strategic and operational activities and to ensure a satisfactory return on shareholders' investment.

Accountable To: The Board of Directors.

List Of Duties:

1.

Establish the company's executive management team.

2.

Develop and implement an effective decision-making process within the organization.

3.

Formulate organizational objectives, strategies, policies, tactics, and rules in collaboration with other members of the executive management team.

4.

Develop a sound and realistic plan of management for the forthcoming fiscal period.

5.

Authorize and coordinate the implementation of all aspects of strategic and operational planning activities.

6.

Develop an effective organizational structure and prepare an organizational chart.

7.

Allocate responsibilities, duties, and authority and determine the level of accountability of each member of the executive management team.

8.

Ensure effective selection, appraisal, training, development, and compensation of management personnel and other employees.

9.

Encourage and consider suggestions from subordinate executives regarding  all company activities.

10.

Lead the executive management team toward the achievement of organizational objectives.

11.

Develop effective communication between all members of the executive management team.

12.

Maintain continuous control over all major operational activities on a personal basis or through delegation of functions.

13.

Deal on the company's behalf with various government, trade, and commercial organizations.

14.

Ensure the existence of adequate arrangements to ensure the continuity of the company's operational activities.

Details Of Authority:

Authorized to incur capital expenditure up to $100,000 during one fiscal year. Any additional capital expenditure will require the specific approval of the Board of Directors.

Immediate Subordinates:

1. Vice President, Finance.
2. Vice President, Operations.
3. Vice President, Marketing and Sales.

Participation In Management Teams:

1. Chair of the company's executive management team.
2. Member of the company's financial, operations, marketing and sales management    teams.

4. WHAT IS A JOB SPECIFICATION?

JOB SPECIFICATION

Another result of the job analysis process is development of job specifications. The main objective of a Job Specification is to outline the minimum level of knowledge, skills, education, and attributes necessary to ensure an acceptable standard of work.

The initial stage of any job specification is usually based on a comprehensive assessment of the job description. The latter provides detailed information regarding any specified position within the company. The quality of the job specification depends primarily on the correct understanding of the relevant job description, i.e. nature of work, specified duties and responsibilities, limits of authority and accountability.

5. QUESTIONS ADDRESSED BY A JOB SPECIFICATION

During the process of preparing a Job Specification, a number of questions will have to be answered as outlined below.

QUESTIONS RELATED TO A JOB SPECIFICATION

No.

Details

1.

What is the minimum standard of school, professional, or university education required?

2.

What is the minimum level of professional experience required?

3.

What knowledge, skills, and abilities does the job require?

4.

What is the period of experience required?

5.

Can specific knowledge, skills, and abilities be developed on the job and how long would it take?

6. A BROAD RANGE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

JOB DESCRIPTIONS AND JOB SPECIFICATIONS

Job Descriptions and Job Specifications can be prepared for a broad range of positions, depending upon the company's specific needs and may include the following positions outlined next.

A typical example of a job specification in a small company for a design engineer is illustrated below.

A RANGE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

  • • President
  • • Vice President, Human Resources
  • • Vice President, Finance
  • • Vice President, Production
  • • Vice President, Operations
  • • Vice President, Marketing
  • • Vice President, Sales
  • • Vice President, Merchandising
  • • Vice President, Contracts
  • • Controller
  • • Treasurer
  • • MIS Manager
  • • Project Manager
  • • Operations Manager
  • • Financial Manager
  • • Production Manager
  • • Engineering Manager
  • • Marketing Manager
  • • Sales Manager
  • • Credit Control Manager
  • • Bookkeeper
  • • Operator

7. SMALL BUSINESS EXAMPLE
JOB SPECIFICATION

JOB SPECIFICATION

Job Title: Design Engineer.

Accountable To: Vice President, Engineering.

Background: Due to expansion of our manufacturing facility and to development of new products, it is essential to employ a suitable design engineer who will be able to handle the increased workload in the design department.

Required By: March 2013.

Job Summary: To take full responsibility for new product and process design, testing, and collaboration with the manufacturing department in this regard.

Desired Education: B.S. Mechanical Engineering.

Desired Experience: At least 2 years of product and process design experience in similar industry.

Special Requirements: The candidate needs to be familiar with CAD/CAM design and also be familiar with plastic products design.

On-The-Job-Training: The candidate should be prepared to receive additional on-the-job training during the initial six-month period of employment.

Travel Requirements: The candidate will be required to travel to customers and to deal with suppliers.

Salary Range: $70,000 - $100,000 per year.

Employee Benefits: Medical and life insurance, pension plan, company vehicle, one month paid vacation.

Additional Information: The above position is suitable for a candidate who is eager to grow with the company.

8. APPLICATION OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

USEFULNESS OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

The success of the employee-hiring process often depends upon the quality of the Job Descriptions and Job Specifications prepared by the company's management.

Both, job descriptions and job specifications, the prime products of the job analysis process, are commonly used in various applications outlined below.

APPLICATION OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

No.

Details

1.

Employee planning and forecasting.

2.

Employee hiring procedures.

3.

Employee orientation programs.

4.

Employee training programs.

5.

Employee performance appraisal.

6.

Employee career development programs.

7.

Employee counseling procedures.

8.

Examination of organizational structure and its effectiveness.

9.

Specific job evaluation for purposes of compensation.

10.

Examination of labor relations.

11.

Modification of organizational structure.

12.

Modification of specific jobs.

9. IMPORTANCE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

IMPORTANCE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

Business owners and managers often underestimate the importance of Job Descriptions and Job Specifications. This may cause a poor utilization of skills and experience of the company’s employees and result in ineffective implementation of human resources management practices within the organization.

It is necessary, therefore, to ensure that clear, concise, and meaningful job descriptions and job specifications are prepared well in advance for all essential positions within the organization. This will equip the company’s management team with an important tool to handle a broad range of operational activities, provide effective guidance to subordinates, and contribute to the company’s profitable performance.

10. FOR SERIOUS BUSINESS OWNERS ONLY

ARE YOU SERIOUS ABOUT YOUR BUSINESS TODAY?

Reprinted with permission.

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LESSON FOR TODAY:
A Good Job Description Is Worth A Thousand Words!