PREPARING A JOB ANALYSIS

• job analysis is the first and most important stage in the recruitment process,
collecting and analysing information about the tasks, responsibilities and context
of the job

• when reviewing a post it is an ideal opportunity to consider alternative methods of

doing the job to ensure the best use is made of people’s abilities

• if as a result of job analysis, a decision is taken to change or alter a post other

employees must be informed – if it involves a change to an existing post
agreement must be sought

Job analysis questionnaire

A job analysis questionnaire is included below – a great method for completing job
analysis and good practice

The questionnaire is divided into two sections as follows:

Section one

Provides details of the post and is based on the six stage job analysis process:

1. job purpose - why is it done

2. defining the job - what is done
3. determine how the job is to be carried out - how
4. job accessibility - who can do it
5. location of work - where
6. hours of work - when

Section two

Provides the justification for why the recruitment is needed, the benefits to the
business and more importantly the consequences of not doing so.
Job analysis questionnaire – guidance notes

Job purpose - why is it done?

• the whole job

• different parts of the job

Do not assume that a job that has always been done needs to continue. This may be
true, but equally the purpose of the job may change or cease to exist. The change
may occur due to technology, new working practices or changes in legislation.

As far as different parts of the job are concerned you need to establish that all
activities are essential to the overall purpose of the job.

Defining the job - what is done?

Methods commonly used to gain information for a job analysis are:

• observation of what the job entails, by the person doing the analysis
• a diary written by the jobholder
• analysis of previous job descriptions, rotas, department objectives
• interviewing the current job holder, manager or other employees

Determine how the job is to be carried out - how?

Once you have established all the parts of the job, it is important to consider how the
job is carried out. Consider different methods that can be used to carry out the job,
for example the use of IT, equipment required.

Job accessibility - who can do it?

How the job is carried out will be dependant on equipment and resources.
Remember that modifications and equipment can be provided to help candidates with
disabilities undertake the role. You may wish to only advertise the job to a certain
group, but must be sure to abide by discrimination legislation.

Location of work - where?

Consider where the job is to be carried out

Hours of work - when?

Ask these questions about the whole job:

• why must the job take place within these hours

• does it have to conform to standard hours
• does evening, weekend and night work need to be part of the job
• what effect might the hours have on excluding people from the job
• consider the effects of when the job might take place on aspects such as
compliance with legislation, overtime payments etc.
Job analysis questionnaire

There are six stages to the process: why, what, how, who, where, when.

1. job purpose - why is it done?

Look at and analyse all parts of the job to ascertain whether its purpose has
changed.

Is there still a need for the job? YES NO

If YES, state why

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2. defining the job - what is done?

To write or amend the job description, look at the duties of the post by interviewing
the post holder/line manager; analyse the previous job description; observe the job
itself.

3. determine how the job is to be carried out - how?

List methods used to do the job

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Could the job be done in a different way? YES NO

If YES, state. If NO, why not?

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Can the job be redesigned for all disabled people if necessary? YES NO

If NO, state reasons why

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Is there a car allowance attached to this post? Casual Essential NO

Mileage of previous post holder in previous year……………………………………

4. job accessibility - who can do it?

Could a disabled person do this job? YES NO

If NO, state reasons why

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5. location of work - where?

Where is/will the job be carried out?…………………………………………………..

Are there any issues regarding this location and its accessibility to all individuals?
…………………………………………………………………………………………………
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6. hours of work - when?

Hours per week of the post?…………………………………………………………..

Shifts required to work (days)

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Do the hours need to increase? YES NO

Will overtime be required in this post? YES NO

If YES how much overtime was paid (in hours) to previous post holder last year.
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Do the pattern of hours/shifts need to change? YES NO

Is evening, weekend and night work part of the role? YES NO

If YES is this necessary?
…………………………………………………………………………………………….

7. justification for filling this post

Using the information you have gained from the job analysis, give a justification for
filling the post, including the consequences of not filling it.