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Case Study on Job Analysis
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 REPORT 01

Prepared For

Md. Kazimul Hoque

Lecturer – Management

School of Business & Economics

United International University

Prepared By

Group: 3

Serial Number Name ID

11 Shagufta Rahman 111151022
13 Tahrima Akter 111151118
15 Fatema Tuz Zohra 111151150
17 Nowshin Naina 111151237
19 Annur Intisar 111151257

April 6, 2017

United International University

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 Letter of Transmittal

April 6, 2017

Md. Kazimul Hoque

Lecturer - Management
School of Business and Economics

United International University

Subject: Submission of report on case solving.

Sir,

We are pleased to submit the report on case solving that you asked for and give us the authorization to
work on “Case Study on Job Analysis” We tried our best to work on it carefully and sincerely to make
the report informative.

The study we conducted enhanced our knowledge to make an executive report. This report has given us
an exceptional experience that might have immense uses in the future endeavors and we sincerely hope
that it would be able to fulfill your expectations.

We have put our sincere effort to give this report a presentable shape and make it as in formative and
precise as possible. We thank you for providing us with this unique opportunity.

Yours Sincerely,

On behalf of the members of Group: 3

Shagufta Rahman.

iii
 Acknowledgement

It is our esteemed pleasure to present the report on “Case Study on Job Analysis”. We express our
deep gratitude to our course guide, Md. Kazimul Hoque (Lecturer – Management, School of Business
and Economics), who gave us the inspiration to pursue the report and guided us in this endeavor. He has
been a constant source of motivation and encouragement for us. Besides, he provided us with all the
information needed to do this report, made us clear about all related concepts and taught us properly.
We thank him for all the initiative and zeal he filled us with throughout the repot work.

iv
 Executive Summary

Job Analysis is a process to identify and determine in detail the particular job duties and requirements
and the relative importance of these duties for a given job. Job Analysis is a process where judgments
are made about data collected on a job.

It is also known as work analysis. It is a family of procedures to identify the content of a job in terms of
activities involved and attributes or job requirements needed to perform the activities. Job analysis
provides information to organizations which helps to determine which employees are best fit for specific
jobs. Through job analysis, the analyst needs to understand what the important tasks of the job are, how
they are carried out, and the necessary human qualities needed to complete the job successfully.

One of the main purposes of conducting job analysis is to prepare job descriptions and job
specifications which in turn help hire the right quality of workforce into an organization. The general
purpose of job analysis is to document the requirements of a job and the work performed.

Job description is 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 jo b
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.

Job specification is 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.

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Contents
Letter of Transmittal ......................................................................................................................... iii
Acknowledgement.............................................................................................................................iv
Executive Summary ............................................................................................................................v
Case: 01 .............................................................................................................................................1
Case: 02 .............................................................................................................................................4
Case: 03 .............................................................................................................................................9
Reference ........................................................................................................................................ 11

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 Case: 01
A Trading Assistant’s Job
Based on the view of what is happening in Fortunate Financial Services Limited (FFSL). Robin Singh,
the branch manager of Delhi office, concluded that one of the first things he had to attend involved
developing job descriptions for his one-line trading assistants.

The daily turnover of the FFSL’s Branch in the Connaught circus area has been going up steadily in
the recent times, thanks to the stock market boom in January, 2000; it has reached an all time high
of 7 crore. To in cash the opportunities presented by the boom FFSL had recruited 5 additional
assistants - all young graduates with over two years of experience in stock market operations taking
the total number of assistants to 12. Two supervisors have also been appointed about six months
back to oversee trading arrangements and back office operations. The branch allows trading in stock
belonging to BSE, NSE and DSE. Each assistant had to look after the requirement of more than 30
clients on daily basis. In recent times, FFSL face the number of problem on settlement day

Major steps taken to sustain with the rise and fall of Stock Prices:

 Clients exceeded their limit with active cooperation from trading assistants/ Supervisors.
 Clients issued checks which bounced back later on.
 Shares certificates were not handed over in time or delivery slips not handed in over in
cases of dematerialized stocks.
 Clients simply disappeared for a while, whenever they took a long position in a particular
scrip - only to surface when the price is up.

Problem discussed with the Management:

 Clearly define the roles and responsibility of trading assistants and supervisors.
 Assess the net worth of a client carefully before enrolling him as a member. Set trading
limits clearly and circulates this to assistants daily.
 On the settlement day ask the clients to pay or square up.
 Collect amount from clients on a daily basis whenever they exceeded limits.
 Make the entire group responsible, whenever they allowed clients to exceed limits.

Questions:
(1) What should be the formal and final form of the trading assistant’s job description?
(2) Is it advisable to specify rules and regulations in the body of the job descriptions or
should these be kept separately?
(3) How would you have conducted the job analysis in the above case?

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Summary
Branch Manager Robin is going to develop single line based trading assistants job description. For
increasing trend of turnover his company recruited five additional assistants to handle more than
thirty clients on a day in average to supervisor in working just under manager to oversee trading
arrangement and take responsibility of back office. Existing even seven trading assistant had faced
some problems with management and also with clients. That is the main reason to recruit new
people in the team.

Answer to the question no.1

The formal and final form of the trading assistant’s job description is presented below:

JOB DESCRIPTION

JOB TITLE: Trading Assistant REPORTS TO: Trader

DIVISION: Middle-office DEPARTMENT: Trading

SUMMARY

Trading Assistant’s work with hedge funds or trading groups to trade stocks and increase the value
of their assigned stock portfolios. They often work in a team with Portfolio Managers, Researchers,
operations staff and Legal groups to ensure their clients’ portfolios continue to grow in value.

DUTIES AND RESPONSIBILITIES

 Reviewing the transactions on a customer’s account to ensure financial accuracy.

 Assisting with trade executions in case of when account executives are not present.
 Monitoring the market as a whole in order to keep the rest of the firm informed.
 Coordinating transactions with portfolio managers and investment teams with regards to
their trade ideas, information flow and data requests.
 Summarizing the daily transactions and earnings into reports for each client’s account.
 Conducting clerical services like distributing mail to the staff, filling records or documents
into the system, preparing documents for contracts or legal record, and preparing research
or technical reports.

REQUIRED SKILLS

Core skills:

 Extensive experience with advanced spreadsheet programs such as Advanced Excel, VBA and
SQL
 Understanding of economics and accounting, with a working knowledge of economic and
accounting principles and practices, banking, financial markets and working with financial
information
 Strong mathematical skills, including familiarity with algebra, arithmetic, geometry,
statistics, calculus and how to apply them to financial markets

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  Customer service skills, including meeting customer needs, working with standard office
machinery, offering quality standards of service and evaluating customer satisfaction in a
timely and professional manner, despite the fast-paced environment.

Advanced skills:

 Previous experience in bank, credit or global trade or brokerage focused hedge funds .
 Previous academic excellence in the fields of mathematics, economics, the physical sciences
or engineering.
 Experienced with global capital markets and credit derivatives.

Answer to the question no.2

It is not mandatory to specify rules and regulations in job description body. A separated regulation
can be more effective

Answer to the question no.3

By following the steps mentioned below, I would have conducted the job analysis in the above case:

 Identifying the job to be analyzed

 Determining procedures to be used (methods) in collecting job data
 Reviewing the data collected
 Summarizing and documenting the data collected.

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 Case: 02
Name of the organization – APOLLO HOSPITAL
Apollo Hospital has been growing in size as it offers quality, prompt-caring services to the patients.
Dr. Chandrashekar the Administrator is a person with good medical knowledge but lacks knowledge
and skills involved in human resources management. The hospital has large quantities of medicine,
equipment, spare parts of important machines installed in the hospital. As usual, the Hospital has
employed a “storekeeper” with no previous experience of Hospital Stores. Mr. Ramakant the
storekeeper was working earlier in an engineering firm and had sufficient knowledge of such stores.
Ramakant reports to the purchase Executive whose job is to order requisite materials for
requirements of the entire Hospital, Dr. Chandrashekhar has been receiving various complaints from
the staff and doctors of non-availability of medicines, drugs, spares of equipment and other
consumables required in the Hospital having 500 beds. Since the hospital so far did not employ a
qualified Personnel Manager, the administrators are not aware of the job analysis procedures, nor
do they have job description and job specification of any of the jobs being performed.

Questions:
(1) Write down the job analysis, job description and job specification of a storekeeper’s job.
(2) What specific standards and specification would you include in the job description and job
specification?
(3) How would you go about in developing a standard job description and specification?
(4) Which are the staff members from whom you would collect useful information and
requirements of this job?

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Summary
Though Apollo Hospital is huge in size with 500 beds but its administration is very poor. The cause of
these the hospital has employed inexperience ‘’Storekeeper ‘’and ‘’Personal Manager’’. The
administrations are not aware of the job analysis procedures and job specification of any of the jobs
being performed.

Answer to the question no.1

A storekeeper’s job analysis should cover:

1) Work activities
2) Human behaviors
3) Machine, tools, equipment and work aids
4) Performance standards
5) Job context
6) Human requirements

(Other skills and Qualifications)

1) Analyzing Information
2) Judgment
3) Verbal Communication
4) Managing Processes
5) Legal Compliance
6) Productivity
7) Quality Focus
8) Attention to Detail.

This job analysis can be used for:

1) Recruitment and selection

2) Training and development
3) Performance appraisal

A storekeeper’s job specification should include:

1) Receives, stores, and issues supplies and equipment and compiles records of supply transactions
aboard ship: Verifies that supplies received are listed on requisitions and invoices.

2) Stores supplies and equipment in storerooms.

3) Issues supplies.

4) Inventories supplies and equipment at end of each voyage.

5) Compiles report of expenditures.

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6) May be designated according to department worked in as Storekeeper, Deck; Storekeeper,
Engineering; Storekeeper, Steward.

A storekeeper’s job description

EXPERIENCE

1) A minimum 2 years of experience is required.

2) Experience in selling products.

EDUCATION QUALIFICATION

 Candidate must have a bachelor degree.

SKILLS & KNOWLEDGE REQUIRED

 Candidate must have strong communication skills.

 Candidate must be very confident.
 Ability to give presentation in front of a large audience.
 Can perform under high pressure.
 Experience in cold calling & lead generation.
 Can make go to market strategy.
 Ability to work in an environment of constant change.
 Experience in working flexible environment.
 Should have a go getter attitude.

HIGH LEVEL OVERVIEW OF JOB REQUIREMENT

 Working as a key point between customer & organization.

 Physical fitness
 Driving license

Answer to the question no.2

The standards and specifications we should consider while setting the job description and
specification:

 Standards should be mutually agreed upon by supervisor and employee. It is absolutely

essential that employees know and understand the performance standards against
which they will be measured.
 Standards should be realistic and achieve.
 Standards should be set slightly above average. They should be achievable but set to
make the employee strain a little.
 Standards should be flexible. It should be possible to amend the standard if unforeseen
circumstances arise that make the standard unachievable.

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Specifications that we should include in the job specification:

 They must know about how to receives, stores, and issues supplies and equipment and
compiles records of supply transactions aboard ship, Verifies that supplies received are listed
on requisitions and invoices.
 Must Store some supplies and equipment in storerooms.
 Must issue the supplies.
 Inventories supplies and equipment at end of each voyage.
 Must be compiling the report of expenditures.
 Must be designated according to department working in as Storekeeper, Deck Storekeeper,
Engineering, Storekeeper, hospital storekeeper.

Specifications that we should include in the job description:

1) Candidate must know strong verbal communication skills.

2) Candidate must be very confident for his\her job.
3) Ability to perform under high pressure.
4) Must Experience about cold calling & lead generation.
5) Ability to work in any type of environmental situation of constant change.
6) Always show great attitude with customer.

Answer to the question no.3

Write the job description: I suggest: this company may have a format for job descriptions so check
with Human Resources. Often, however, all HR expects is a list of the responsibilities and they prefer
to develop the final format congruent with other job descriptions across the company.

These are the normal components of the job description:

 Main Activities/Responsibilities: This is a list of the main responsibilities with an emphasis

on contribution and outcomes, and should be listed in order of importance. This
statement is appropriate because it includes information on the three elements
mentioned above:

 What is done: Work is allocated

 To what or with whom: To four clerical assistants
 To achieve what end result: The smooth and efficient running of the Departmental Office.

 Overall position description with general areas of responsibility listed

 Essential functions of the job described with a couple of examples of each,
 Required knowledge, skills, and abilities,
 enquired education and experience,
 Review the job description periodically to make sure it accurately reflects what the
employee is doing and your expectations of results from the employee.

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  Use the job description as a basis for the employee development plan (PDP) An employee's
job description is integral in the development of his or her quarterly employee development
plan.

An effective job description establishes a base so that an employee can clearly understand what
they need to develop personally, and contribute to your organization. Develop job descriptions
to provide employees with a compass and clear direction.

Answer to the question no 4

Collecting useful information and requirements of this job from the staff member:
 Gather the appropriate people for the task: The manager to whom the position will report
takes the lead in developing a job description, but other employees who are performing
similar jobs can contribute to its development, too. Additionally, if the position is new and
will relieve current employees of workload, they should be part of the discussion.
 Perform a job analysis: I need as much data as possible to develop a job description. The job
analysis may include:
 The job responsibilities of current employees.
 Internet research and sample job descriptions online or offline highlighting similar jobs.
 An analysis of the work duties, tasks, and responsibilities that need to be accomplished by
the employee filling the position.
 Research and sharing with other companies that have similar jobs.
 Articulation of the most important outcomes or contributions needed from the position.
If we can gather more information, the easier the actual task of developing the job description will
be.

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 Case: 03
Job Description at Red Lobster
Red Lobster operates over 670 casual-dining seafood restaurants in the US and Canada, employing
more than 63,000 people. When Red Lobster developed a new business strategy to focus on value
and improve its image, it established a new vision, mission, and goals for the company. The
restaurant chain simplified its menu with the highest-quality seafood it could offer at mid-range
prices, traded its restaurants’ tropical themes for a crisp, clean look with white -shirt-and-black-pants
uniforms for its employees, and added Northeastern coastal imagery to its menu and Web-site.
Executing the new mission and differentiation strategy required hiring fun, hospitality -minded
people who shared its values.
Although Red Lobster had not had any problem with hiring restaurant managers, the company felt
that the managers it hired did not always reflect Red Lobster’s strategy, vision and values. The
company also realized that their old job descriptions did not reflect the passion its new strategy
needed from its employees.

Question:
Red Lobster asks your opinion of what it should do in writing its job descriptions to improve the fit
between its new management hires and its new business strategy.

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Summary
Red lobster has over 670 casual dining seafood restaurants include 63000 employees. It established
new mission vision goal for getting more customer satisfaction. But the new hired manager did not
follow his strategy vision and values. Then they realized their old job description didn’t work.

Answer to the question:

Red Lobster should look for these things in its managers while writing its job descriptions, to
improve the fit between its new management hires and its new business strategy:

 Accomplishes restaurant human resource objectives by recruiting, selecting, orienting,

training, assigning, scheduling, coaching, counseling, and disciplining employees;
communicating job expectations; planning, monitoring, appraising, and reviewing job
contributions; planning and reviewing compensation actions; enforcing policies and
procedures.
 Plans menus by consulting with chefs; estimates food costs and profits; adjusts menus.
 Controls costs by reviewing portion control and quantities of preparation; minimizing
waste; ensuring high quality of preparation.
 Publicizes the restaurant by designing and placing advertisements; inviting food editors
to review the restaurant; contacting local, regional, and national magazines with feature
ideas; encouraging local businesses to hold social events at the restaurant.

 Maintains ambiance by controlling lighting, background music, linen service, glassware,

dinnerware, and utensil quality and placement; monitoring food presentation and
service.

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 Reference
Case: 01

http://www.psnacet.edu.in/courses/MBA/HRM/22.pdf

Case: 02

http://oktato.econ.unideb.hu/kunandras/BAINMBA/SlidesHRM/HRM%20Case%20study_Red_Lobst
er.doc

Case: 03

https://www.slideshare.net/rithikloveboy4u/case-study-a-trading-assistants-job

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