JOB ANALYSIS

Introduction

Human resource is the heart of every organization. The success and failure of
every company depend mainly on the people encompassing it. This is the reason why
companies invest in the recruitment, management, and direction of the people who
work for it.
The selection of human resource starts with job analysis. Job analysis is a
process of identifying and determining in detail the particular job duties and
requirements and laying down the specified qualities of the person fitted to do the job.
When job analysis is done properly, it can contribute to the success of human resource
management, hence, it will lead to the overall company direction and the
accomplishment of its goals and objectives.

Body of the Discussion

Job analysis is the process of gathering and analyzing information about the
content and the human requirements of jobs, as well as, the context in which jobs are
performed. This process is used to determine the placement of jobs. (Human Resource,
University of Nebraska-Lincoln, 2019)

Importance of Job Analysis

Successful Human Resource Management can lead to outcomes that create a
competitive advantage. When properly performed, job analyses can enhance the
success of Human Resource Management practices by laying the required foundation.

Definition Job Terms

1. Position – consists of the responsibility and duties performed by an individual.
2. Job – a group of positions that are similar in their duties.
 3. Occupation – a group of jobs that are similar to kind of word and are found
throughout the industry.
4. Job Analysis – the procedure used for determining/collecting information
relating to the operations and responsibility of a specific job. The end results are
job description and job specifications.
5. Job Description – organized, factual statements of the duties and responsibilities
of a specific job. It is a list of job duties, responsibilities, reporting relationships,
working conditions, and supervisory responsibility.
6. Job Specifications – a written explanation of the minimum acceptable human
qualities necessary for the effective performance of a given job.
7. Job Classification – a grouping of jobs on some specified basis such as kind of
work or pay. It can refer to a grouping by any selected characteristics but
preferably used most often in connection with pay and job evaluation.
8. Job Evaluation – systematic and orderly process of determining the worth of a
job in relation to other job. The objective is to determine the correct rate of pay.
9. Tasks – coordinated and aggregated series of work elements used to produce an
output.
10. O*Net – an online resource which has replaced the Dictionary of Job Titles; List
of Job requirements for a very large number of jobs
11. Functional Job Analysis – a task-based or work-oriented technique describing
the work performed
12. Position Analysis Questionnaire (PAQ) – an example of a job analysis method.

Job Analysis provides information in several cases that serve as the foundation of
other Human Resource activities. These include:
1. How much time is taken to complete basic tasks?
2. How are tasks grouped together into a job?
3. How can a job be designed so that employee performance can be improved?
4. What kind of skills is needed to perform a given job?
5. What kind of person best suited to perform a certain type of job?
Specific Information Provided by Job Analysis
1. Job Title and Location
2. Organizational Relationship – a brief explanation of the number of persons
supervised (if applicable) and job title of the position supervised. It also reflects
the supervision received.
3. Relation to other jobs – describes and outlines the coordination required by the
job.
4. Job Summary – condensed explanation of the content of the job.
5. Information concerning job requirements – usually provides information about
machines, tools, materials, mental complexity and attention required, physical
demands and working conditions. It varies from job to job.

Uses of Job Analysis Information

1. Preparing the job description and writing the job specifications

The result of job analysis provides a complete description that contains
job summary, the job duties and responsibilities, machine and equipment used,
and some indications of the working conditions. it also used to describe the
individual traits and characteristics required in performing the job well.

2. Recruitment and selection

Job analysis information is useful when searching for the right person to
fill the job. It helps to seek and find the type of people that will contribute to
and suit the needs of the organization.

3. Determining the rate of compensation

Job analysis information is also essential for estimating the value of
appropriate compensation for each job. This is because compensation usually
depends on the job’s required skill and educational level, safety hazards, degree
of responsibilities and so on, all of which are assessed through job analysis.
4. Performance appraisal
It involves a comparison of actual versus planned output. Job analysis
information is used to identify the standards and performance objectives and
specific activities to be performed against which employees are evaluated. It is
used to acquire an idea of an acceptable level of performance for a job.

5. Training
Job analysis information is used to design training and development
programs because of the analysis and resulting job description show the skills
and therefore the kind of training that is required. Training and development
are conducted to satisfy these skills and competency requirements.

6. Career planning and development

The movement of individuals into and out of positions, jobs, and
occupations a common procedure in organizations. Job analysis provides clear
and detailed information to employees on career movement.

7. Safety
The safety of a job depends on the proper layout, standards,
equipment, and other physical conditions. What a job entails and the type of
people needed contribute information to establish safe procedures so that
unsafe practices can either be changed or discontinued.

8. Labor relations
An attempt of an employee to add or subtract from the duties listed, as
a result of job analysis, is already a violation of this standard. The labor union, as
well as the management, is interested in this matter. Controversies often result
and a written record of the standard job jurisdiction is valuable in resolving such
disputes.
Methods Used in Job Analysis

1. Interview
Job analysis information can be obtained by interviewing the job
incumbent or by group interviews with a group of employees doing the same
job or by interviewing the supervisor who is knowledgeable about the job.

2. Observation
Direct observation is especially useful when jobs consist mainly of
observable physical activity. Jobs like those of janitor, production workers, and
drivers are examples of these. However, it is not usually appropriate when the
job entails a significant amount of mental activity such as the work of the
lawyer, financial analyst and the like.

3. Questionnaires
The use of questionnaires is usually the least costly method of collecting
a large amount of information in a short period of time. Advantages of using the
questionnaire method include the information gathered is quantitative in nature
and can be easily updated as the job changes. It usually includes questions
asking the worker to describe the kinds of experiences, qualifications, and
attitudes needed to perform the job. It also includes a detailed list of activities
performed and the importance of each activity or the percentage of time spent
in performing it.

4. Employee recording/use of log book

This is a recording by job incumbents of job duties, frequencies of the
duties and when the duties are accomplished. This can produce a complete
picture of the job especially when supplemented with subsequent interviews
with the worker and the supervisor.
Steps in Conducting Job Analysis

STEP 2 STEP 3
STEP 1 STEP 4
Determine Select job
Examine the Collect data
the purpose to be
total by using
of Job analyzed.
organization acceptable
and the fit Analysis
Job Analysis
of each job. technique

STEP 7 STEP 6 STEP 5

Use information from steps 1-6 Prepare Job Prepare Job

Recommended Steps
for Job Design, Selection and in Conducting Job Analysis
Specification Description
Training, Recruitment,
Performance Appraisal,
Step 1 – Provide a broad view
Compensation, etc. of how each job fits into the total fabric of the
organization. This is to determine how the data will be used in human resource
planning. Human Resource managers should decide what data needs to be collected,
the best method of collection, and the uses of the information in the comprehensive
HRM strategy.

Step 2 – Identify the use to which the information will be put, since this will determine
the type of data to be collected and how to collect data. This requires studying the
organization charts, job descriptions, and work process charts.

Step 3 – Since it is usually too costly and time-consuming to analyze every job, a
representative sample of jobs needs to be selected. Review relevant background
information such as organization charts, process charts, and existing job descriptions.
The organization chart shows how the job in question relates to other jobs and where it
fits in the overall organization. It should identify the title of each position and, by means
of interconnecting lines, show who reports to whom in the hierarchy.
Process charts show of inputs to and outputs from the job under study. The existing job
description can provide a starting point for building the revised job description.

Step 4 – This involves the actual analysis of job by collecting data on job activities,
required employee behavior, education, training, experience requirements, working
hours, equipment used, required job duties, process workflow, working conditions, and
human traits and abilities needed to perform the job. This is done using acceptable job
analysis techniques. The information collected in Step 4 is then used in Step 5 and Step 6
to develop the job description and job specifications. A job description and a job
specification are usually two concrete products of the job analysis.

Writing Job Description

The first and immediate product of job analysis is a job description. This
basically descriptive and constitutes a record of existing and pertinent job facts. The
original purpose of a job description is to establish the level of difficulty of the position
for the purpose of establishing pay levels. It also provides clarity as to how what and
even why of the position.
The suggested contents of the job description are as follows:
1. Date written
2. Job status – full time/part time including the salary
3. Job identification – the identification section includes information about the job
title, department, division, plant and code number of the job.
4. Job summary – a brief one or two-sentence statement describing the purpose of
the job and what outputs are expected from job incumbents.
5. Working relationship, responsibilities and duties performed – relationship
statement shows the jobholder’s relationship with others inside and outside the
organization. This includes supervision received (to whom job incumbent
reports) and supervision exercised (who report to the employee).
 6. Authority of the incumbent – defines the limit of jobholder’s authority, including
his/her decision-making authority, direct supervision of other personnel, and
budgetary limitations.
7. Competency requirements – education and experience including special skills
required to perform a given job.
8. Working conditions – a list of the working conditions involved with the job,
location of the job, and other relevant characteristics of the immediate work
environment such as hazards and noise levels.
Example of a job description:
Job Title: HR Manager
Reports to: Vice President of HR
Supervises: HR Assistant, Compensation, Analyst, and Bank Clerk
Coordinates with: All department managers and executive management
Outside the company Recruitment agencies, DOLE, union representative

Writing the Job Specifications

The job specification uses the job description to define the kind of human traits
and experience required to do a specific job well. It shows what kind of person to recruit
and for what qualities that person should be tested. It identifies the minimum
acceptable qualifications required for an employee to perform the job adequately. The
job specification may be a separate document entirely, or at the concluding part of the
job description.
The information contained in a job specification usually includes the following
basic criteria:
1. Knowledge – the body of information one needs to perform the job;
2. Skills – the capability to perform a learned motor task such as word
processing skills;
3. Ability – the capability needed to perform non-motor tasks such as
communication abilities;
4. Personal characteristics – an individual’s traits such as tact, assertiveness,
concern for others, etc.
5. Credentials – proof or documentation that an individual possesses certain
competencies;
 6. Technical requirements – include criteria such as educational background,
related work experience, and training.

Example of Job Description and Job Specifications

SUMMARY OF DUTIES
Beepo is a fast-growing BPO in Clark, Pampanga with an Employee Satisfaction rate of over 96%.
You will need great English communication skills, both written and verbal. You will be supported
by a great working environment, leading benefits, and an opportunity to meet your career goals.
You will be able to apply your skills and innovative thinking to this role. This is an opportunity to
grow your career quickly.

DUTIES AND RESPONSIBILITIES:

Handle the following tasks: Reconciling bank accounts, Pays, BAS, Superannuation, Quarterly
reporting
Emails:
o Entering bills
o Answering queries
Debtors – chase outstanding debts
Inventory – reconcile amounts between systems
Journals:
o Prepayments
o Depreciation
o Intercompany loans
Assist Australian accountants at the end of year procedures

QUALIFICATIONS AND EXPERIENCE:

 Graduate of BS Accounting or any related field
 1 to 2 years of relevant work experience
 Experience in Payroll, BAS, Recon, Superannuation
 Excellent use of MS Office Applications
 Fast learner with strong analytical and numerical skills
 Excellent verbal and written English communication skills & strong interpersonal skills
 Experience in working admin duties, chasing outstanding debts, creating journals, email
support, and Xero would be an advantage
Synthesis

Job analysis is crucial in the management of every company’s human resource.

It is the process where the company identifies the content of the job in terms of the
activities involved and the requirements needed to perform the job. The outcomes of
job analysis are job description and job specification. The job description is a narrative
description of the tasks and other related duties and responsibilities of the position. On
the other hand, job specification specifies the educational background, skills,
experiences, and knowledge of a person needed to perform the job.
Since Human Resource Management (HRM) is the strategic approach to the
effective management of people in a company, it is very important that job analysis
should be done carefully. With the thorough description of the tasks, duties, and
responsibilities of the position and the clear specification of the qualities of the person
required for the job, there is a greater possibility that the company will hire only the
desired person fitted for the job. Through this, human resource will help the company
gain a competitive advantage.
In the Philippines, human resource management is based on an intricate system
of indigenous core values which emphasize social acceptance (pakikisama), concern for
people (malasakit sa kapwa) and family spirit. Based on the article published in the Asia
Pacific Business Review in October 2001, despite the onslaught of globalization, a
revealing example of the cultural impact is shown in the prevalence of recruitment
activities in Japanese companies which rely on the kakilala system. Although these
Filipino core values are still present in the human resource management of most
companies in the country, industrialization brought changes and companies begin to
adopt foreign practices of HRM.
As the Philippines becomes an emerging market and considered as a newly
industrialized country, most companies hire employees based on their needs and based
on the applicant’s merit and qualifications. Job analysis is properly performed prior to
the recruitment process. Although job mismatch is still prevalent, companies address
this issue by giving training and seminars that would make their employees gain the
skills and knowledge needed for the job.