JOB ANALYSIS AND DESIGN

TERM REPORT
To: Mr. Hasan Rafiq

By: Gul Akber GR# 2200829 Rahim Lakhani GR# 2200913

Table of Contents
ORGANISATION ................................................................................................................................................ 3 HASNAIN TANWEER ASSOCIATES ....................................................................................................... 3 AGA KHAN UNIVERSITY HOSPITAL .................................................................................................... 4 INTERVIEW WITH THE JOB EXPERT ....................................................................................................... 5 RECRUITMENT CONSULTANT ............................................................................................................... 5 SENIOR WELFARE OFFICER .................................................................................................................... 7 TASK STATEMENTS ......................................................................................................................................... 9 RECRUITMENT CONSULTANT ............................................................................................................... 9 SENIOR WELFARE OFFICER .................................................................................................................. 10 KSAOs .................................................................................................................................................................. 11 RECRUITMENT CONSULTANT ............................................................................................................. 11 SENIOR WELFARE OFFICER .................................................................................................................. 11 SURVEY ................................................................................................................................................................ 12 RECRUITMENT CONSULTANT ............................................................................................................. 12 SENIOR WELFARE OFFICER .................................................................................................................. 16 CONCLUSION.................................................................................................................................................... 18 JOB PROFILE RECRUITMENT CONSULTANT ............................................................................. 18 JOB PROFILE SENIOR WELFARE OFFICER.................................................................................. 21 ANNEXURE ........................................................................................................................................................ 24

ORGANISATION

HASNAIN TANWEER ASSOCIATES

Vision To become a nationally and internationally acclaimed company revolutionizing the way industry perceives the Human Resource Management as a strategic business partner. Priorities

Best Human Resource Management Practices Organizational Value and Corporate Culture Leadership in everything we do

Goals Customer satisfaction through highest quality services Being collaborative, consultative and supportive Fostering and sustaining ethical business relationships Utilizing transparent systems and regularly evaluating these to facilitate continuous improvement Leadership in every service we offer and in each market we operate Employer of choice by attracting, motivating, retaining, developing and supporting people of the highest calibre Become the model of the best Human Resource Management practice Identifying and responding positively to new opportunities

Departmental Organogram

Director Recruitment

Manager Recruitment

Key Account Manager

Recruitment Consultant

AGA KHAN UNIVERSITY HOSPITAL

Mission The mission of AKUH is embodied in a summary statement which is as follows:

To provide exemplary care to patients; To develop and test innovations in care, education, and research; To support the teaching and research missions of the Faculty of Health Sciences; To contribute to the development of a system encompassing primary, secondary, and tertiary care, and not geographically confined to the existing Hospital facility; To provide access for needy patients who may not, on account of financial difficulties, be able to afford normal Hospital charges, and to reach out to those who might not otherwise present themselves at the Hospital; To develop new services in response to public expectations as resources permit on an economically viable and sustainable basis; and To carry out programs and assigned missions in a manner that would demonstrate the ability of the institution to attain self-support in a developing nation environment.

Vision

"AKUH will be recognized as one of the best health care institutions in Pakistan and the developing world. We will achieve this: By providing compassionate, ethical, accessible and high Quality care that meets or exceeds the needs and expectations of our patients, their families and others whom we serve. By providing an outstanding work environment that fosters motivation and commitment in our staff. By enabling leadership in education and research that improves the health of the people in the region."

Departmental Organogram

Director Finance Division

Manager Patient welfare Department

Manager Patient Business Services

Manager treasury

Manager finance on campus

Manager insurance Taxation

Manager finance off campus

Sr. Officer

Sr. Officer

Officer

Officer

Officer

Officer

INTERVIEW WITH THE JOB EXPERT

RECRUITMENT CONSULTANT
As for the selected position and organisation, we interviewed Ms. Heena which is as detailed below: Q. What are the tasks you perform regularly? A. I am responsible to carry out the recruitment cycle; starts from bringing the position till closing it.

Q. How would you divide your job tasks into major functions? A. My tasks can be divided into 3 major functions/ categories; 1. Recruitment Activities 2. Client Servicing / Client Management 3. Business Development

Q. What are the tools required to accomplish these tasks? A. The tools I need to accomplish these tasks are: CVs Database, websites, Telephone, graduate directory, Contact directory of different governing bodies.

Q. Where does your position stands on the organisations organogram? A. I am on the forth level and report to Key Account Manager. Q. With whom do you interacts the most during the performance of your duties? A. My Supervisor / Key Account Manager Q. What are the major decisions that you have to make? A. Analyse the candidate; should he / she be forwarded to the client or not. In case of head hunting, whom to approach and what information needs to be shared or not.

Q. What are the tasks that you do not perform regularly? A. Business Development

Q. Please tell about the specific knowledge that is required for your effective performance of your job? A. knowledge about different industries and professions; general market information. Q. What are the essential Skills that you think are necessary? A. Communication Skills, Observation Skills, negotiation Skills and presentation Skills. Q. Which Abilities should a person possess for completing the defined tasks? A. The different abilities that a person should possess are critical thinking, Organising, ability to communicate effectively, problem understanding and solution finding, Ability to work in a team. Q. Please tell us anything that this job requires and we have not specifically inquired? A. The other characteristics of this job need a sense of ownership and responsibility of work, understanding what customer needs and deliver according to their expectations.

SENIOR WELFARE OFFICER

As for the selected position and organization, we interviewed Ms. Batool which is as detailed below: Q: Sir, what are your main areas of work? A: Supervise front line officers; review Behbud (zakat) patients, interdepartmental communication for welfare and Behbud patients and reports preparation. Q: Which of the tasks you perform on daily basis? A: Evaluating patients for Behbud assistance and supervising front line officers (welfare officers), daily review of logs. Q: What are periodic? Not done on daily basis? A: Coordination with doctors, communication with families if course of treatment changes and report preparation. Q: What is frequency of doctors coordination? A: it depends on patient progress and conditions; some time is done on regular basis and at times once in a week. Q: What about family communication/ counseling and report preparation? A: Family counseling is again depending on need and for reports they are on certain time periods. Q: What kind of report you prepare? A: Monthly welfare disbursement report is prepared by me on monthly basis. Behbud disbursement report is prepared on monthly basis too. Quarterly/ periodic department reports and executive summary report are not prepared by me but I do assist manager for those reports. Q: Can you kindly explain us the requirement of this job? A: For academic education, at least masters MBA/MPA/Masters in social sciences. MS Office proficiency with good analytical report writing. Knowledge of medical terminologies, communication skills and interpersonal skills are also important as at time we need to meet difficult customers who want to see seniors and take more time and at time express their aggressions. So having calm and mature approach may help officer to solve issues.

Q: Any other characteristics required for job? A: We need to sit late evening in closing days, or at times you are given tasks by manager on very short notice might urge you to stay late. Q: Is there any stressful work? A: Obviously sitting late in office and completing tasks is stressful. And at time you encounter customers where a sr. officer has to calm them down and also has to control his/her emotions. This is the time when you know emotional intelligence.

TASK STATEMENTS From the interview of a job expert we derived the following task statements:

RECRUITMENT CONSULTANT
Recruitment Services
Share client requirements with Recruitment Coordinator for e-marketing, web marketing, etc. And short listing of candidates. Pre-screen candidates (around 10 to 15 from short listed candidates) by using available candidate information, comparing with client requirements, identify gaps/strengths/weaknesses, take telephonic interview to get missing information and making sure that the match is perfect. Interview top pre-screened matching candidates face to face (around 5 to 7) Guide candidate(s) about client requirement; resume writing, attending interviews and testing, etc. Manage bulk recruitment as per client requirements. Speculate CVs and Market candidates. Ensure CVs are of a specific standard and reflective of client requirements. Candidate control keep in regular contact to review progress and performance.

Client Management

Maintain active list of clients, follow up constantly to identify their business needs, process their requirements, provide them best possible resources and record served positions data. Understand position requirement i.e., job specification or description, compensation and benefits available, etc. salary information and record accurate and comprehensive job descriptions Maintain relationship with clients (internal/external) Benchmark and gather information for clients i.e., salary and benefits, resource availability, industry activities, etc.

Development Activities
New business generation by identifying and communicating with new clients, understanding their needs and developing/recommending personalize services as per client requirements. Establish and maintain contact/network/relationship with job centres, groups, forums, colleges/universities, websites, etc. for smooth inflow of candidates.

SENIOR WELFARE OFFICER

Administer the patients Behbud for AKUHs Zakat assistance program. Assess Zakat applicants eligibility for assistance from zakat fund in their medical treatment expenses at AKUH as per society guidelines. Recommend to society the amount of zakat according to the individual needs and the rules of the society. Approve admission of zakat assisted patient in emergency and regularize the same in 24 hours. Prepare monthly zakat disbarment report for committee. Follow up with attending physicians on an ongoing basis regarding the prognosis and future treatment required, ensuring that hospitalization costs remain within the original estimates, and appraise department manager when variance occur. Coordinate PBSD (Credit and Collection) regarding the dues of the society and follow up with the organization concerned for payments. Apprise patients family of any change in support, according to change in total cost of hospitalization if any, on account of extended stay. Monitor performance through review of daily logs and reports. Submit monthly/quarterly reports regarding work performed and achievements accomplished. Undertake analysis of every department data and disseminate results to the respective executive committees. Review program performance periodically and report. Assist Manager in preparation of executive summary report.

KSAOs
Along with the tasks, to perform the job certain Knowledge, Skills, Abilities and Other Characteristics are also required. From the interview of the job expert, we identified the following:

RECRUITMENT CONSULTANT
Knowledge of company policies Knowledge of forms and their respective uses/purposes Knowledge of required documentation with effective use of technology. Knowledge of MS Office applications Ability to think critically Ability to organize information from multiple sources Ability to Communicate effectively (verbal and written) Ability to understand problems and finding solutions independently Ability to work well with fellow colleagues in teams Skills of Interviewing Skills of observation & judgment of human behaviours and short listing the best candidate for the given position Sense of taking complete ownership & responsibility of work Understanding of customer needs & meeting their expectations

SENIOR WELFARE OFFICER

Knowledge of MS Office and related packages. Skills of analytical and report writing. Skills of interpersonal behavior. Skills of communication in English, Urdu and regional languages. Skills of supervisory Ability to be a Good team player Ability to work independently Ability to work in stressful situations and in limited time.

SURVEY
It is an essential part of the Job Analysis to conduct survey of Task Statements and KSAOs which we have concluded after the interview and observation of Job Expert, to have proper input of the people that are connected with the particular job. Below are the results of our survey

RECRUITMENT CONSULTANT
TASK STATEMENTS Share client requirements with Recruitment Coordinator for e-marketing, web marketing, etc. And short listing of candidates. Pre-screen candidates by using available candidate information, comparing with client requirements, identify strengths and weaknesses, take telephonic interview to get missing information Interview top pre-screened matching candidates face to face. Guide candidate(s) about client requirement; resume writing, attending interviews and testing, etc. Speculate CVs and Market candidates. Ensure CVs are of a specific standard and reflective of client requirements. Candidate control keep in regular contact to review progress and performance. Maintain active list of clients, follow up constantly to identify their business needs, process their requirements, provide them best possible resources and record served positions data. Understand position requirement i.e., job specification or description, compensation and benefits available, etc. salary information and record accurate and comprehensive job descriptions New business generation by identifying and communicating with new clients, understanding their needs and developing/recommending personalize services as per client requirements. Establish and maintain contact/network/relationship with job centers, groups, forums, colleges/universities, websites, etc. for smooth inflow of candidates. IMPORTANCE FREQUENCY

4.2

3.6

3.4

3.6

3.2

3.4

2.2

2.2

4.2

3.6

3.8

4.2

3.6

4.4

3.6

KNOWLEDGE, SKILL, ABILITIES, OTHER FACTORS Knowledge of company policies Knowledge of forms and their respective uses/purposes Knowledge of required documentation with effective use of technology. Knowledge of MS Office applications Ability to think critically Ability to organize information from multiple sources Ability to Communicate effectively (verbal and written) Ability to understand problems and finding solutions independently. Ability to work well with fellow colleagues in teams. Interviewing Skills & Skills in recognition/ observation & judgment of human behaviors and short listing the best candidate for the given position. Sense of taking complete ownership & responsibility of work. Understanding of customer needs & meeting their expectations

IMPORTANCE PROFICIENCY 4 4 3.6 3.6 3 3.8 4.8 3.8 3.8 4 4 3.4 3.4 3.4 3.8 4 2.8 2.6

4.4

4.8

4.4 4.2

4.2 4

Demographic results

Title

Executive / Assistant Manager 0%

Officer 20% Manager 40% Consultant 40%

Gender
3.5 3 2.5 2 1.5 1 0.5 0 Male Female

Age
3.5 3 2.5 Age 2 1.5 1 0.5 0 0 1 2 3 4 5 Number of Respondents

Number of Years on the Said position

> 3 Months 0% 2-4 Years 40% > 1 Year 40%

1-2 Years 20%

< 5 Years 0%

Ethnicity
2 1.5 1 0.5 0 Punjabi Pashtun Sindhi Baloch Others

Qualification
4.5 4 3.5 3 2.5 2 1.5 1 0.5 0 B. Com B.B.A M.B.A M.S.C Others

SENIOR WELFARE OFFICER

Respondents: We selected four persons to participate in survey, who are more closely involved with the designation. And are stakeholders of the job. Return Ratio: =Number of completed surveys/ number of surveys distributed =4/4= 100% Average Ratings: (sum of individual ratings/number of respondents) *Calculation done on survey forms attached with report Importance/ TASK STATEMENTS average (*) Administer the patients Behbud for AKUHs Zakat 4.75 assistance programe. Assess Zakat applicants eligibility for assistance from 5.0 zakat fund in their medical treatment expenses at AKUH as per society guidelines. Recommend to society the amount of zakat according to the individual needs and the rules of the society. Approve admission of zakat assisted patient in emergency and regularize the same in 24 hours. Prepare monthly zakat disbarment report for committee. Follow up with attending physicians on an ongoing basis regarding the prognosis and future treatment required, ensuring that hospitalization costs remain within the original estimates, and appraise department manager when variance occur. Coordinate PBSD (Credit and Collection) regarding the dues of the society and follow up with the organization concerned for payments. Apprise patients family of any change in support, according to change in total cost of hospitalization if any, on account of extended stay. Monitor performance through review of daily logs and reports. Submit monthly/quarterly reports regarding work performed and achievements accomplished. Undertake analysis of every department data and disseminate results to the respective executive committees. Review program performance periodically and report. Assist Manager in preparation of executive summary report. Any other task assigned by the manager. 4.75 3.50 4.75 2.25

3.50

2.25

2.75 2.50 2.0

2.50 2.25 3.75

Average Ratings: (sum of individual ratings/number of respondents) *Calculation done on survey forms attached with report Importance/ Knowledge, skills, abilities, other average (*) Proficient in use of MS Office and related 5.0 packages. Good analytical and report writing skills. 4.75 Good interpersonal skills 3.75 Good communication skills in English, Urdu 3.50 and regional languages Good supervisory skills Good team player Able to work independently Able to work in stressful situations and in limited time. 4.50 3.50 4.25 4.0

CONCLUSION
After the survey and analysis of the positions, following is the redrafted Job Profile for the said positions

JOB PROFILE RECRUITMENT CONSULTANT

Position Title: Reports To: Recruitment Consultant Department: Manager- Recruitment Assistant Manager Prepared on: Recruitment July 11, 2011 AM GM

Compensation Title: 1.0 Job Summary

Officer DGM

Carrying out the recruitment cycle and develop new business by meeting the clients. 2.0 Job Specification

Education: MBA with specialization in HR

Experience: 1-2 years of recruitment with any recruitment consultancy

Knowledge and Competencies: Interviewing Skills & Skills in recognition/ observation & judgment of human behaviors and short listing the best candidate for the given position. Ability to Communicate effectively (verbal and written) Sense of taking complete ownership & responsibility of work Ability to think critically Knowledge of company policies Knowledge of forms and their respective uses/purposes Ability to organize information from multiple sources Knowledge of required documentation with effective use of technology Knowledge of MS Office applications Ability to understand problems and finding solutions independently

3.0

Job Responsibilities

1. Establish and maintain contact/network/relationship with job centers, groups, forums, colleges/universities, websites, etc. for smooth inflow of candidates. 2. Share client requirements with Recruitment Coordinator for e-marketing, web marketing, etc. And short listing of candidates 3. Maintain active list of clients, follow up constantly to identify their business needs, process their requirements, provide them best possible resources and record served positions data 4. New business generation by identifying and communicating with new clients, understanding their needs and developing/recommending personalize services as per client requirements 5. Pre-screen candidates by using available candidate information, comparing with client requirements, identify strengths and weaknesses, take telephonic interview to get missing information 6. Interview top pre-screened matching candidates face to face 7. Understand position requirement i.e., job specification or description, compensation and benefits available, etc. salary information and record accurate and comprehensive job descriptions 8. Speculate CVs and Market candidates. Ensure CVs are of a specific standard and reflective of client requirements 9. Guide candidate(s) about client requirement; resume writing, attending interviews and testing, etc 10. Candidate control keep in regular contact to review progress and

performance

4.0

Contacts and Purpose Nature or Purpose Coordination Nature or Purpose Information about the positions New Business Development

Internal Most Frequent Contacts Within the hierarchy External Most Frequent Contacts Clients Potential Clients Approvals

5.0

I have reviewed and confirm that this Job Description accurately reflects the position. Original to be provided to the Job Holder with a copy retained by HR for P/file. Approvals CEO Current Supervisor Current Job Holder (with Emp.#) Name Signature & Date

JOB PROFILE SENIOR WELFARE OFFICER

Position Title: Reports To: Senior Welfare Officer Manager, Patient Welfare Assistant Manager Department: Prepared on: Officer Deputy General Manager Patient Welfare Office / Finance July 11, 2011 Assistant Manager General Manager

Compensation Title:

6.0

Job Summary

The incumbent will be responsible to administer Zakat Assistance provided by Patients Behbud society by sending recommendations to committee. Coordinate with PBSD, follow up with physician whenever needed. Prepare timely reports and assist Manager for executive committee reports.

7.0

Job Specification

Education: MBA/MPA

Experience: At least with 3-4 years related experience

Knowledge and Competencies: Proficient in use of MS Office and related packages. Good analytical and report writing skills. Good interpersonal skills Good communication skills in English, Urdu and regional languages. Good supervisory skills Good team player Able to work independently Able to work in stressful situations and in limited time

8.0

Job Responsibilities

1. Administer the patients Behbud for AKUHs Zakat assistance program. 2. Assess Zakat applicants eligibility for assistance from zakat fund in their medical treatment expenses at AKUH as per society guidelines. 3. Recommend to society the amount of zakat according to the individual needs and the rules of the society. 4. Approve admission of zakat assisted patient in emergency and regularize the same in 24 hours. 5. Prepare monthly zakat disbarment report for committee. 6. Follow up with attending physicians on an ongoing basis regarding the prognosis and future treatment required, ensuring that hospitalization costs remain within the original estimates, and appraise department manager when variance occur. 7. Coordinate PBSD (Credit and Collection) regarding the dues of the society and follow up with the organization concerned for payments. 8. Apprise patients family of any change in support, according to change in total cost of hospitalization if any, on account of extended stay. 9. Monitor performance through review of daily logs and reports. 10. Submit monthly/quarterly reports regarding work performed and achievements accomplished. 11. Undertake analysis of every department data and disseminate results to the respective executive committees. 12. Review program performance periodically and report. 13. Assist Manager in preparation of executive summary report.

9.0

Approvals

I have reviewed and confirm that this Job Description accurately reflects the position. Original to be provided to the Job Holder with a copy retained by HR for P/file. Approvals Director Finance Manager Current Job Holder (with Emp.#) Name Signature & Date

ANNEXURE