JOB ANALYSIS: JOB

DESSCRIPTION AND JOB

SPECIFICATION

JOB ANALYSIS
Job Analysis
process of collecting and studying information relating to the

operations and responsibilities of a specific job.

determination of tasks which comprise the job and of skills,

knowledge, abilities and responsibilities required of the worker

for a successful performance and which differentiates one job
from all others.
products of Job Analysis are Job Description & Job

Specification

JOB ANALYSIS INFORMATION

HIERARCHY

Smallest
unit into
which
work
can be
divided

ELEMENT

Distinct
work
activity

TASK

Numbe
r of
tasks

DUTY

CAREER

POSITION

JOB

JOB
FAMILY

OCCUPATION

Steps in Job Analysis

Collection of Organisational Structure Information

Selection of Representative Position to be Analysed

Collection of Job Analysis Data

Developing Job Description

Developing Job Specification

Collection of Data

Who Collects ?
- On-the-job Employees, Supervisors, Consultants
/ trade job analyst

What to Collect

- Physical & Mental activity involved

- Each task essential to achieve overall result
- Skill / Educational factor needed for the job

How to Collect ?

- Checklist, Interview, Observation, Participation, Technical Conference,

Diary Method, Quantitative techniques

Areas in which information may be gathered

:
Job title
Alternative title
Work performed
Equipment, Tools & Materials used
Reports & records made
Relation of the job to other jobs
Education & experience required
Physical, Mental& Visual effort
required
Responsibility (for equipment, reports,
performance) & duties
Supervision given & received
Hazards, Discomfort & Safety

Job Analysis
Process of Obtaining all pertinent Job
Facts

Job Description
A proper definition & design
of work. A statement
containing:
Job Title
Location
Job Summary
Duties & Responsibilities
Materials, Tools & Equipment
used
Forms & reports handled
Supervision given / received
Working conditions
Hazards & Safety precautions

Job Specification
A statement of human
qualifications necessary to
do the job containing:
Education & Qualifications
Experience & Training
Knowledge & Skills
Communication skills
Physical requirements - Height,
Weight, Age
Personality requirements Appearance, Judgement,
Initiative, Emotional stability

JOB ANALYSIS METHODS

There are 6 widely used methods for JA:
Observation method
Individual interview method
Group interview method
Structured questionnaire method
Technical conference method
Diary method

Purpose / Use Of Job Analysis

Organisation & Manpower planning
Recruitment & Selection
Job Evaluation & Wage, Salary administration
Job Re-engineering
Employee Training & Managerial Development
Performance Appraisal
Health & Safety

Prof.Sujeesha Rao

JOB DESCRIPTION

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JOB DESCRIPTIONS
Summarize tasks and responsibilities
Identify required knowledge, training, skills,

and experience
Summarize optional desirable knowledge,
training, skills, and experience
Indicates supervisor or position in
organization

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DESCRIPTIONS MAY BE USED FOR:

Advertising a position
Hiring into a position
Allocating tasks in a strategic plan
Deciding about compensation
Making performance reviews

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DESCRIPTIONS INCLUDE: 1

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Job title
Job tasks
Special Skills required
Education needed
Work experience needed

DESCRIPTIONS INCLUDE: 2
Special job requirements
Possible salary and

benefits
Submission information
Contact information

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DESCRIPTIONS AVOID: 1

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Age
Sex
Race
Religion

DESCRIPTIONS AVOID: 2

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Ethnicity
National Origin
Sexual Orientation
Marital Status

DESCRIPTIONS AVOID: 3
Disability/Health
Dependent Care

Responsibilities
Unnecessary
criteria

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DEVELOPING JOB DESCRIPTIONS:

JOB ANALYSIS, 1
Check prior descriptions
Have incumbent make notes, diary,

self-describe job
Interview incumbent
Interview co-workers
Interview supervisor
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DEVELOPING JOB DESCRIPTIONS:

JOB ANALYSIS, 2

Interview clients
Use job description instruments
Consult Dictionary of Occupational

Titles
Consult Index of Standard Industrial
Classification
Get Reviews of Draft Descriptions
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DEVELOPING JOB DESCRIPTIONS:

GUIDELINES: 1

Focus on facts
List important behaviors

List essential tasks

Identify special skills
Describe education,

experience, credentials
needed
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DEVELOPING JOB DESCRIPTIONS:

GUIDELINES: 2

Summarize position in organization

and supervisor
Dont use to change positions
Dont use to punish people
Do use to treat people appropriately
Do use to assign tasks appropriately

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JOB DESCRIPTIONS:
LEGAL CONSTRAINTS

FLSA, exempt and non-exempt employees

EPA, justification for pay differentials
CRA, job related requirements
OSHA, warning of dangers or distasteful
elements
ADA, identification of essential functions

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JOB SPECIFICATION
A statement of employee characteristics and
qualifications required for satisfactory
performance of defined duties and tasks
comprising a specific job or function. Job
specification is derived from job analysis.

Information contained in Job

Specification
Job Specification contains or consists of the following information : Personal characteristics such as education, job experience, age,
gender, extra curricular activities, etc.
Physical characteristics such as height, weight, vision, hearing,
fitness, health, etc.
Mental characteristics such as general intelligence (IQ), memory,
judgement, foresight, etc.
Social and Psychological characteristics such as emotional
ability, flexibility, manners, creativity, group behaviour, etc.
Job Description and Job Specification are used for preparing the
Job advertisements which are later published in Newspapers, on
Internet, etc.