Research synopsis

Introduction

Job analysis is the systematic study of jobs to determine what activities and responsibilities they

include, their relative importance in comparison with other jobs, the personal qualifications

necessary for performance of the jobs and the conditions under which the work is performed. An

important concept in job analysis is that an evaluation is conducted of the job, not the person

doing the job (even though some job analysis data may be collected from incumbents). A job

analysis contains the following element, task involved, methods and equipment required, and the

qualifications needed for the job. On the task, involved different positions and different

organizations involve different tasks. An example is a supervisor has a different role than that of

a manager. In addition, a manufacturing company involves different tasks to that of a processing

company. Therefore, a job analysis outlines the task that an individual should perform. Other

than just the task involved, a job analysis should describe the methods and equipment necessary

in accomplishing the task. The element of qualification describes the attributes and the skills

required in order one to do the job properly and accurately. An example is applying for a driving

job, on needs a driving license to qualify for the job. In order to come up with a good job

analysis, the person responsible for the process should first gather information regarding the job.

The success of every organization is dependent upon the performance of its employees. Ideally,

all of the jobs in an organization should interrelate to optimize the achievement of the

organizations mission, goals and objectives. The stakeholder return on investment of this

synergistic effect will be influenced to a large extent by how well each employee understands his

or her role in the organization. As a result, job analysis is considered by many HR practice

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leaders to be a pivotal aspect of effective human resources administration. Lastly, a job analysis

outlines the conditions required by the performance of the job.

Since a job analysis outline the skills required to perform a task, the human resource

manager can train the existing employees to meet the required skills and qualification. This

can also apply to the new recruits. A job analysis allows the manager to discover any

unassigned duties in an organization. This is because it contains different duties and when

each employee gets a duty, it will be easy to notice the unassigned duties. A job analysis is the

key to a job description. The human resource department cannot come up with a job

description without the aid of job analysis.

Questionnaires normally serve the general purpose of obtaining information, which in

most cases is first-hand information. Job analysts use questionnaires by either giving it to the

job incumbent to fill or to use them for conducting interviews. Incumbents do not like the idea

of filling the form but it is the best method since one has a humble time and privacy to fill

them. It takes a maximum of two hours for one to complete filling the form and it applies in

all kind of jobs. The design of the questionnaire is specifically for conducting a job analysis.

The structure of the questionnaire contains 194 items referred to as the job elements, which

are worker oriented. These items are in six divisions; mental processes, relationships with

other workers, job characteristics, job context, work output and information input. The

questionnaire also contains six specific rating scale used for each job element: importance to

the job, possibility of occurrence, extent of use, amount of time, applicability and special

code. Through its structure, a PAQ is crucial in the analyzing a job since it provides the job

analysts with first-hand information and information that is more accurate. The main duties

involved with a customer service job are to provide the customers with information regarding

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 the products and listening to customers complains then provides them with appropriate

solutions. For instance, a bank customer representative helps the customers to open their

accounts and access their blocked accounts. Therefore, a customer service representative

should be able to communicate with others well in order to help them out. Looking at a PAQ,

results on relationship with others and characteristics of the worker plays a vital significance

in this kind of job. The results should provide someone with good listening skills and

someone who can interact with customers easily and freely. This means that a PAQ will

provide a job analyst with a correct type of person fill the vacancy. Right type of worker

means a higher quality output since they are able to work efficiently in areas they perform

best.

Background to the study

Comfort Assisted Living recently decided to announce a new Human resources position within

their company. This new position has been advertised as the Deputy Vice President for Human

Resources. Mr. Samson, the current Senior Human Resource Specialist with Comfort Assistance,

has filed a grievance against the company due to his feeling that his current position should have

been reclassified as the VP for Human Resources instead it being announced as a new position.

One complicating factor is that it has been years since Comfort Assisted Living last went through

a job analysis so some of the information found in Mr. Samson job description may no longer be

accurate.

Principles of job analysis

Recruitment and selection

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The job analysis provides information about how and what the human characteristics are

required to perform these activities and what job entails. Job analysis information, one of the

form of job specifications and descriptions, also helps decide for managers what sort of people to

hire and recruit.

Compensation

The Job analysis information is indispensable for estimating the value of each job and its

appropriate compensation. Compensation is one of form of insurance that provides such as

medical care, bonus and salary, usually depends on the job's required experiences in education

level and skill, degree of responsibility. On all factors you can assess though job analysis. Follow

as above we can say that job analysis provides information to determine the relative deserving of

each job and thus earmark type

Performance Appraisal

Performance appraisal compares each employees actual performance with his or her

performance standard. Doing for check requires knowledge of job's responsibilities and

standards. Furthermore, many managers use job analysis to find what these performance

standards and duties are.

Job Analysis Steps

Gathering the necessary information - One of the first steps of the job analysis will be to

find out exactly when the last time Comfort Assisted Living went through a job analysis. Due to

the ever changing nature and periodic updates of government regulations like the ADA, the

FLSA or other federal rules and regulations, it is a job analysis and an updated job description

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that ensures that organizations are compliant with relevant rules and regulations. Even if a

position description does exist, if too much time has passed since the last review the actual

position duties and responsibilities might have shifted which can result in an inaccurate positon

description.

Once it is understood when the last job analysis occurred, the next step will be to look and

comprehend how the organization has set up their Human Resource Department and what is their

desired set up and what it will look like after the new Deputy VP position has been filled.

Currently the organizational structure at Comfort Assisted Living is with a Vice President of

Human Resources with the EEO Director, the HR Director for Benefits and Payroll, the Labor &

Employee Relations Director and the Director for Training & Development which all fall under

the VP for HRs preview. The desired, new organizational structure will instead have the Deputy

Vice President for HR directly overseeing the 4 departments listed above while answering

directly to the VP for HR. In a sense, Comfort Assisted Living is just adding an additional

executive position that falls within the HR Department.

The ensuing step will be to collect information about both the new Deputy VP position

and the current Senior HR Specialist position. Upon the successful data collection, the follow-on

task will be to review the listed job requirements for the new Deputy VP position and compare

them to Mr. Samson current job description as the Senior HR Specialist (Six Steps, ND).

According the OPM Job Analysis Presentation (ND) one of the objects is to ensure that vague or

ambiguous terms are not used in the development of a job description.

Job Analysis interview

There are various methods of collecting information which are; questionnaires,

interviews, observation, checklists, work diaries and lastly Position Analysis Questionnaire

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 (PAQ). A job analysis has a number of significance in the human resource department. First, it

provides the job entails and the human characteristics that are suitable for the job thus helping

in the recruitment and selection process. It also helps in construction of a performance

appraisal used to evaluate workers performance. This is possible because it describes the role

of the employees and their actual performance, compared to their standard performance.

Job Analysis interview questions

The next strategic step to be taken in the job analysis will be to conduct interviews with

both Mr. Samson and his direct supervisor. By interviewing both parties, the job analysis will be

better able to minimize any of the natural biases that exist between an employee and a

supervisor. For example, sometimes an employee might believe that their position is more

important for organizational success whereas the supervisor might not necessarily agree and

might state that another position is more important in comparison.

The first interview conducted will be with Mr. Samson supervisor. There is employees

chatter within the organization stating that supposedly Mr. Samson that he has been slacking on

the job recently, been taking longer than usual lunches, come sin late and has been having issues

on tardy submissions of his work. Additionally, there are supposed, unsubstantiated within

employee records, serious health issues with either Mr. Samson or his family. These are

questions can only be answered by the supervisor, employees do not always know what is going

on or have any knowledge of any permissions other employee have received. The supervisor will

also be asked about Mr. Samson performance review history - why has he gone from 4

consecutive outstanding ratings to a "meets expectations" rating during the last performance

review. The final set of questions that will be asked of the supervisor deal with both the Senior

HR Specialist Position and the new Deputy VP positions

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 what are the list of tasks and competencies required for the Senior HR Specialist position

and how does the position meet the organizations strategic goals?.
How does Mr. Samson supervisor believe the Senior HR Specialist duties are different

from the duties for the Deputy VP of HR?

What is the organizations desired goals with the deputy VP of HR position?
Where exactly do both the supervisor and Mr. Samson fit in the current organizational

chart and where would they fit in with the new organizational chart?
During the interview with Mr. Samson the main focus will be on his current job duties.

This will be a basic job questionnaire completed verbally. The type of questions that will

be asked are what are the tasks associated with your current duties?
How often do you perform them? How do you start your day, what is the last duty you

accomplish before your duty day ends?

Do you directly supervise employees and if so, how many employees do you directly

supervise? How do your actual currently duties compare to your tasks and duties stated in

your position description?

Upon completion of the interview phase of the job analysis it would then be

recommended that a brief observation phase be completed. The observation phase will allow the

analysist to overserve Mr. Samson complete and accomplished his tasks and duties during the

course of his business day. Since most people act differently when they know that they are being

observed the best option will be to stagger the observations at different parts of the day. Observe

a few early mornings, late mornings, early afternoons and late afternoons so that the analysist

can gain a more accurate record of what tasks are accomplished when, and how they are

accomplished. This staggering will also allow the analysist to verify some of the employee

complaints of lateness of work submission, long lunches, late arrival to work.

Job Descriptions

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The process of developing a job description helps you articulate the most important outcomes

you need from an employee performing a particular job. Job descriptions are the duties and

requirements that are necessary for the recruitment of an employee. It is a list of general chores,

duties and role of the employee for a specific and general job. Without job description a person

cannot perform his role accordingly. In simple words job description is the basic or main

responsibilities that an employee is supposed to perform for any organisation or company. A

well-written job description tells an employee where their job fits within the overall department

and the overall company. Effectively developed, job descriptions are communication tools that

are significant in your organization's success. Poorly written job descriptions, on the other hand,

add to workplace confusion and hurt communication. The Human Resources Manager will be

highly regarded with an excellent track record in his/her current environment. The successful

candidate must be a strong, decisive, results oriented leader who can develop and manage

relationships across the company and with a wide variety of partners based on trust, teamwork

and knowledge. In specific job description the employee needs some specific qualifications or

skills to perform his/her job. Sometimes it also explains some extra information regarding

benefits, allowances and nature of the job. For example if there is an ad that says company needs

a manager who must have computer skills, needs some experience in public dealing and also

explains the information regarding pay, tax, working hours, then its comes under specific job

description.

The following details specific responsibilities for this critical role of Deputy VP positions

Serve as a key member advising business leadership team responsible for HR processes

for Associates.

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 Function in an active and influential business advisory role with executives in order to

drive business results

Leverage broader HR team resources to drive change in leadership & organizational

development, compensation and staffing.

Specific areas of focus over the next 12 - 24 months include: developing and

implementing staffing and learning strategies, developing retention strategies, leadership

and organizational development, talent planning, diversity, compensation management

and delivery, performance management, workforce planning,, increasing associate

satisfaction and engagement, build-out campus recruiting program.

Qualifications

Minimum of 6 years human resources experience

Preferable to have experience in two or more of the following areas: human resources

management, organizational development/change management, process improvement

(Six Sigma preferred), compensation, staffing.

Excellence in a client management model: mobilizing the best people and integrating the

tools and processes required to meet the needs of the business

Business driven with strong financial acumen.
Strategic planning, complex problem resolution and general management expertise.
Outstanding communication and presentation skills.
High level of interpersonal skills and integrity; solid team player.
Ability to influence senior management, establish and maintain collaborative partnerships

and provide thought leadership.

Ability to architect and drive change
Ability to lead in a global, matrixed environment

Key Responsibilities

Plan, develop and implement strategy for HR management and development (including

recruitment and selection policy/practices, discipline, grievance, counselling, pay and

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 conditions, contracts, training and development, succession planning, moral and

motivation, culture and attitude development, performance appraisal and quality

management issues)
Establish and maintain appropriate systems for measuring necessary aspects of HR

development
Monitor, measure and report on HR issues, opportunities and development plans and

achievement within agreed formats and timescales

Manage and develop direct reporting staff.
Manage and control departmental expenditure within agreed budgets.
Liaise with other functional / departmental head so as to understand all necessary aspects

and needs of HR development, and to ensure they are fully informed of HR objectives,

purpose and achievements.

Maintain awareness and knowledge of latest HR development theory and methods and

provide suitable interpretation to directors, managers and staff within the organisation.
Contribute to the evaluation and development of HR strategy and performance in co-

operation with the executive team.

Ensure activities meet with and integrate with organisational requirement for quality

management, health and safety, legal requirement, environmental policies and general

duty of care.
Audit and authenticate all documents related to legal, salary statements and distribution,

policies etc.
Plan for employee's performance appraisal; develop tools for appraisal, job evaluation

and development.
Plan and direct for Training of employee including senior managers, maintain contact

with outside resources for training.

The Senior HR Specialist Duties currently consist of:

Serve as a link between management and employees by handling questions, interpreting

and administering contracts and helping resolve work-related problems.

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 Analyze and modify compensation and benefits policies to establish competitive

programs and ensure compliance with legal requirements.

Advise managers on organizational policy matters such as equal employment opportunity

and sexual harassment, and recommend needed changes.

Perform difficult staffing duties, including dealing with understaffing, refereeing

disputes, firing employees, and administering disciplinary procedures.

Plan and conduct new employee orientation to foster positive attitude toward

organizational objectives.
Identify staff vacancies and recruit, interview and select applicants.
Plan, direct, supervise, and coordinate work activities of subordinates and staff relating to

employment, compensation, labor relations, and employee relations.

Plan, organize, direct, control or coordinate the personnel, training, or labor relations

activities of an organization.
Represent organization at personnel-related hearings and investigations.
Administer compensation, benefits and performance management systems, and safety

and recreation programs.

A careful review of both positions could find some overlap of duties due to the definition

of the words and terms used in both position descriptions, which can result in both employee and

management confusion. Because neither job descriptions have been generated by the execution

of a proper job analysis, this comparison can only be used to give the analysis an idea of where

to go next. Then the task either becomes one of verifying if Mr. Samson current job description is

accurate or possibly needs modifications in order to properly correlate with his actual duties.

Only once the job analysis has an accurate idea of what his real job description can a true

comparison between the HR Specialist and the Deputy VP positions can be made.

Reflections

The purpose of a job analysis in human resources is to collect information about a job by

analyzing the duties, responsibilities, tasks and activities of the job. A job analysis should

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identify the types of technologies and equipment that are to be used on the job and point out the

types of education and experience that are required for the job to be done successfully. This

information is used to prepare a job description, which states the specific duties and

responsibilities of a person in the job. Human resource managers also use the job analysis data to

conduct other human resources activities, such as recruitment and selection, performance

evaluation, and the design of training and career development programs. To successfully plan for

the future, organizations working on a strategic plan need to conduct a job analysis for their

current positions and possible future positions. This will help them to determine whether the

needed abilities and qualifications can be found in their current employees, whether it would be

beneficial to undertake extensive training for current employees, or whether hiring new people is

the best solution. A job is a collection of tasks and responsibilities that an employee is

responsible to conduct. Jobs have titles. A task is a typically defined as a unit of work, that is, a

set of activities needed to produce some result, e.g., vacuuming a carpet, writing a memo, sorting

the mail, etc. Complex positions in the organization may include a large number of tasks, which

are sometimes referred to as functions. Job descriptions are lists of the general tasks, or

functions, and responsibilities of a position. Typically, they also include to whom the position

reports, specifications such as the qualifications needed by the person in the job, salary range for

the position, etc. Job descriptions are usually developed by conducting a job analysis, which

includes examining the tasks and sequences of tasks necessary to perform the job. The analysis

looks at the areas of knowledge and skills needed by the job. Note that a role is the set of

responsibilities or expected results associated with a job. A job usually includes several roles..

Employees are the most important asset of any organization. The future of the firm depends on

the performance of its employees. The role of a human resource manager is pivotal in managing

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the needs of the employees. Read on to know more about human resource manager's job

description, human resource manager's duties and the requirements of a human resource

manager. In conclusion it is conceivable that job analysis is used by human resources to establish

job specifications, descriptions and standards. But their horizon isn't limited to that; its

information is used in other contexts such as personnel selection, recruiting by providing realistic

job data. For legal compliance, it allows organizations to implement employment equity

programs, ESA compliance. It is used to set a guide for performance appraisals. It allows HR to

identify job similarity to ease transfers.

Conclusion

The interest of job analysis stems from the foundations of human resources. To be successful in

the profession the understanding of job analysis is paramount to the industry. The ultimate

purpose is to improve the performance of individuals in the organization. Executing a job

analysis is very important, because it allows companies to access their jobs and meet compliance

with the legal framework. It will provide employees with a legal validation of employment

decisions. Job analysis is an important function of human resource management, human resource

managers can fully understand the various important business links and business processes of

organization and management, it contributing to human resource management functions to truly

rise to strategic position. It can better understand the importance of job analysis through analysis

of the role of enterprises. It describes the process of job analysis which enables enterprises better

application of the results of job analysis.

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