Job descriptions

JOB DESCRIPTIONS

BY
MANISHA VAGHELA

vaghela_manisha13@yahoo.co
BY:MANISHA VAGHELA 1
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FLOW OF PRESENTATION
 Introduction
 Definition
 Importance
 Content
 How to write job description?
 Purpose of job description
 Uses of job description
 Advantages

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 Disadvantages
Conclusion
 Review of topic
 Bibliography

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introduction
 The data collected through job analysis
provides the basis for preparing job
description and job specifications. Job
description is a written description of a job
and the types of duties it includes. Since
there is no standard format for job
descriptions, they tend to vary in
appearance and content from one
organization to another.
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 However, most job descriptions will
contain at least three parts: the job title, a
job identification section and a job duties
section. If the job specifications are not
prepared as a separate document, they
are usually stated in the concluding
section of the job description. Highlight in
HRM 1 shows a job description for an HR
employment assistant.
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This sample job description includes both job
duties and job specifications and should
satisfy most of the job information needs of
managers who must recruit, interview and
orient a new employee.
 Job descriptions are of value to both the
employees and employer. From the
employees standpoint, job descriptions can
be used to help them learn their job duties
and remind them of the results they are
expected to achieve.
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From the employer’s standpoint, written
job descriptions can serve as a basis for
minimizing the misunderstandings that
occur between managers and their
subordinates concerning job requirements.
They also establish management’s right to
take corrective action when the duties
covered by the job description are not
performed as required.
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definition
1. A job description typically is a narrative
that identifies a job title, a brief summary of
the job, a description of essential job tasks
and duties, and all or some of the following
elements:

• What, where, when and how job tasks
are done.
• What equipment, machines or tools are
used.
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• Minimum skills and qualifications required
to perform the job.
• Supervision and direction for the position.
• How the job interacts with customers,
fellow workers, or others.
• Job procedures related to the job.
• Communications requirements.
• Other information required to appropriately
define the job.

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2. A broad, general, and written statement
of a specific job, based on the findings of
a job analysis. It generally includes
duties, purpose, responsibilities, scope,
and working conditions of a job along with
the job's title, and the name or
designation of the person to whom the
employee reports. Job description usually
forms the basis of job specification.
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importance
 All employees like to know what is
expected of them and how they will be
evaluated. Job descriptions can also be a
great value to employers. Creating a job
description often results in a thought
process that helps determine how critical
the job is, how this particular job relates to
others and identify the characteristics
needed by a new employee filling the role.
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 A job description typically outlines the
necessary skills, training and education
needed by a potential employee. It will
spell out duties and responsibilities of the
job. Once a job description is prepared, it
can serve a basis for interviewing
candidates, orienting a new employee and
finally in the evaluation of job
performance. Using job descriptions is part
of good management.
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 Descriptions of job titles appear in a
variety of forms in the workplace.
Recruitment ads, compensation surveys
and other benchmarking tools, as well as
corporate or departmental development
plans all use some method of describing a
job.

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content
1. Job Identification.
2. Job Summary.
3. Job Duties and Responsibilities.
4. Working Conditions.
5. Social Environment.
6. Machines, Tools and Equipment.
7. Supervision.
8. Relation to other Jobs.
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1. Job identification:
Job identification & organizational position
which includes job title, code number of
the job, department or division where the
job is located. This part of job description
helps to identify and designate the job.

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2. Job summary:
Job summary serves two important purpose.
First, it provides a short definition which is
useful as an additional identification
information when a job title is not adequate.
Second, it server a summary to orient the
reader towards an understandings of
detailed information which is follows. It gives
the reader a “quick capsule explanation” of
content of a job usually in one or two
sentences.

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3. Job duties and responsibilities:
Job duties and responsibilities give a
comprehensive listing of the duties
together with some indication of the
frequency of occurrence or percentage of
time devoted to each major duty. It is
regarded as the heart of job.

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4. Working condition:
Working condition usually give us
information about the environment in
which a job holder must work. These
includes heat, cold, dust, noise level,
moisture, fumes, etc. Nature of risk their
possibility of occurrence are also given.

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5. Social Environment:
Size of work group and inter personal
interactions required to perform the job
are given. Training and development
facilities may also be mentioned.
6. Machines, tools and equipment:
The names of major machines, tools and
equipment materials used in the job are
described.

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7. Supervision:
Under it is given the number of persons to be
supervised along with their job titles and extent
of supervision.

8. Relation to other jobs:
The jobs immediately below & above are
mentioned. It provides an idea of vertical work
flow and channels of promotion. It also
indicates to whom the job holder will report and
who will report to him.

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How to write job description
 There is no standard format for writing job
description. But most widely used formats
contain the following sections:
1. Job identification.
2. Job summary.
3. Responsibilities and duties.
4. Accountabilities.
5. Job specifications.
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Job identification
 The job identification section of a job
description usually follows the job title. It
includes such items as follow:
 Job Title
 Job Code
 Plant/Department
 Division
 Immediate Supervisor (title)
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• The most important element in this section is the
job title. A good Job title accomplishes the following
objectives:
1. It should tell, in a word or two, what the job
consists of.
2. It should indicate the job’s specific-field-of activity,
its relationship to that field, and its professional
standing.
3. It should be as brief as possible, and if it consists
of more than one word it should be in natural
order (for example, "Computer Operator," not
"Operator, Computer") so that it will be easy to
use in written or spoken form.
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4. It should indicate skill level or supervisory level,
where valid distinctions exist.
5. It should be similar or identical to one of the
titles the job has had in the past, so employees
and supervisors won't have to learn a
completely new vocabulary every time job
descriptions are written or revised.

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Job summary
 The second section of a good job
description format is known as the "job
summary." It is a brief narrative picture of the
job that highlights its general characteristics.
The job summary should provide enough
information to differentiate the major
functions and activities of the job from those
of other jobs.

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• Since brevity, accuracy and objectivity are
primary goals in writing the job summary, it
is wise to follow these three basic rules:
1. Start the job summary with an action
word (verb).
2. Explain the job's requirements; in other
words, tell what is done.
3. If necessary, explain the why or how of
the job ? & its purpose. If it is necessary
or helpful to do so, use an example.
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Responsibilities & duties
 It is regarded as the heart of job
description. It describes the duties
performed along with frequency of each
major duty. Responsibilities concerning
custody of money, supervision and training
of staff, etc are also described in this
section.

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accountabilities
 Once job objectives have been made
clear responsibilities and duties have been
defined, the incumbent is accountable to
his or her superior for success or failure in
accomplishing these objectives. The
section of “accountabilities” not only
describes the end results achieved when
job duties are performed satisfactorily, but
also mentions specific standards for
measuring performance. It is therefore
particularly useful when preparing for
performance appraisal.
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Job specifications
 As started earlier, the personal
qualifications an individual must process in
order to perform the duties and
responsibilities contained in a job
description are compiled in the job
specification. Typically the job
specification covers two areas:
• The skill required to perform the job
• The physical demands the job places on the
vaghela_manisha13@yahoo.co performing it
employee BY:MANISHA VAGHELA 29
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• Skills relevant to a job include education or
experience , specialized training, personal traits
or abilities and manual dexterities. The physical
demands of a job refer to how much walking,
standing, reaching, lifting or talking must be
done on the job. The condition of the physical
work environment and hazards employees may
encounter are also among the physical demands
of a job. Job specifications should also include
interpersonal skills or specific behavioral
attributes necessary for job success.
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Purpose of job description
 The primary purpose of a job description is
to identify the duties, essential functions and
requirements of the position.
 A good job description can assess work
flow and eliminate duplication of effort and
also help assist in the evaluation of the
employees job performance.

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 It should be a statement of what duties
and responsibilities the employee is
expected to complete and a means for
achieving them.
 For understanding new assignments and
working conditions.
 For understanding and establishing
training objectives and developmental
goals / objects.
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 Assist in hiring and placing employees in
positions for which they are best suited.

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Uses of job description
 Job description is helpful in the following
areas of HRM :
• Job grading and classification.
• Placement of new employees on a job.
• Orientation of new employees towards
basic duties and responsibilities.
• Promotions and transfers.
• Defining and outlining promotional steps
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• Adjustments of grievances.
• Investigating accidents.
• Locating faulty work procedures and
duplication of papers.
• Work measurement and work
improvement.
• Defining the limits of authority.
• Health and fatigue studies.
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• Developing performance standards.
• Establishing a common understanding of
a job between management and workers.
• Determining jobs for occupational
therapy.
• Time and motion studies.
• Employee counseling and vocational
guidance.
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• Maintaining, operating and adjusting
machinery.
• It can be used for job evaluation, a wage
and salary administration technique.
• It aids in a development of job of
specifications, which are useful in planning
recruitment, in training and in hiring people
with required skills.

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advantages
 It enables us to compare potential candidates to
it, helping with the selection process.
 Allows possible candidates o compare
themselves with the job.
 Its legal requirement and allows candidates to
know the relevant information needed about
what the job involves and the responsibilities
they will have.

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 Enables us to draw up a constructive job
advert, which had relevant information on
it and allowed us to obtain candidates who
could the necessary tasks.

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disadvantages
 You can lose an ideal candidate for
another type of job within the job.
 They cant carry out a particular task then
the job description.
 They can limit the scope of activities of
the jobholder, reducing organizational
flexibility.

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conclusion
 A job description is a list of the general
tasks, or functions, and responsibilities of
position. Typically, it also includes to
whom the position reports, specifications
needed by the person in the job. A job
description is usually developed by
conducting a job analysis, which includes
examining the tasks and sequences of
tasks necessary to perform the job.
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Review of topic
• Introduction
• Definition
• Importance
• Content
• How to write job description?
• Purpose of job description
• Components of job description
• Uses of job description
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• Advantages
• Disadvantages
• Conclusion

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bibliography
• Human Resource Management :
By - Gary Dessler
• Human Resource & Personal
Management:
By - K. Ashwathapa
• Human Resource Management :
By – Dr. Tripathi
• www.google.com

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Thank you
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Job descriptions

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Job descriptions