Job Analysis: A Comprehensive Guide for HR Professionals, Slides of Human Resource Management

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Job Analysis

Job Analysis

• Why analyze jobs?
• What is a job?
• Job analysis
• The end result: the job description

What is Job Analysis?

• “The systematic process of collecting relevant,

work-related information related to the nature

of a specific job”

• Job analysis includes information about:

• Tasks
• Job skills or KSAOs
• Physical setting and job demands
• Performance behaviors

Job Analysis: Purpose

• Describe the job as it is
  • Focus on “standard” or “adequate” level of job performance
• Designed to support HR functions
• Level of analysis
  • Focus is on describing each job, one by one
  • Some aggregation to job families, but not necessary
• Type of information gathered
  • Can range from very general to very specific
  • Normally quite specific

Sample Job Tasks

• Provides information to patient or patient family

members regarding diagnostic or care procedures or

surgery.

• Maintains and repairs warehouse equipment, such as

forklifts and pallet jacks.

• Determines caller needs and refers call to the

appropriate department.

• Makes work assignments to employees and follows

up to ensure work is completed on a timely basis.

KSAOs

Knowledge : “An organized body of information, usually of a factual or procedural nature, which, if applied, makes job performance possible.”

Knowledge of rules of spelling, grammar and punctuation as might be acquired through graduation from high school. Skills: “The proficient manual, verbal, or mental manipulation of people, ideas, or things”

Skill in operating computer peripherals such as printers.

Abilities: “The present power to perform a job function, to carry through with the activity while applying or using the associated knowledge”

Ability to lift and move patients up to 250 pounds.

Other: Physical abilities, traits, miscellaneous requirements.

Color vision; possession of a valid driver’s license

Job Families: Example

Secretarial and Reception Teller Susan Smith Purchasing

of monthly insurance premiums^ Determine total amount from temporary agencies^ Verify and pay invoices wages from timecards^ Calculate employee

Human Resources^ Ann Green Maintenance^ Ed Jones

Bookkeeper Budget Clerk

Accounting and Bookkeeping

Shipping and Warehouse

Clerical Jobs

Job Analysis: End Results

• Narrative job descriptions
  • Typically filed away and referred to only as needed
  • Rarely updated or revised
• Statistical display (less frequently)

Organizational Information

• Identifying information useful for the organization: - Position and / or job title - Job family - Job code, salary grade - Supervisor’s title - Unit, department, location - Date of description, approval - Other information for HR purposes: - Interpersonal demands - Supervision given /received - Scope of responsibilities - Physical demands

Job Summary

• A brief statement giving the purpose of the job and its major responsibilities. It should be, at most, one to two sentences long, but should include enough information to distinguish this job from other jobs. The job summary should tell the reader the job's purpose; that is, why the job exists.

The RN is responsible for providing nursing care to patients admitted to the unit, utilizing the nursing processes of assessment, planning, implementation and evaluation, in accordance with professional standards and hospital standards of patient care.

Looking at Task Statements

• To clarify and evaluate task statements you should ask:
  • Who is doing this action?
  • What is the action?
  • Who or what is the object of the action?
  • Why is it being done?
  • How is the action done?

What is the action? What is the object? Why is it being done? How is the action done?

Sorts correspondence, forms, and reports to facilitate filing them alphabetically.

Moving From Tasks to Job Skills

• What is the difference between a good and a poor employee?
• Why can some employees perform the task better than others?
• Think of examples of good and poor performance; what made the difference?
• What does a person need to know to perform the task?
• If you were to hire an employee to perform the task, what would you look for?

Job Skills vs. Minimum Qualifications

• Job skills
  • All KSAOs needed to perform job
  • Some knowledge or skill may be acquired after

incumbent begins job

• Minimum qualifications (MQs)
  • Only those KSAOs necessary to begin the job
  • Typically part of selection specifications

Competency Modeling

• What is “competency modeling”?

• Why does it matter?

• Competency modeling vs. traditional job

analysis

• Examples