Job Descriptions & Analysis Jane Aubin Aubin Consulting

1. Job Descriptions & Analysis Job Descriptions & AnalysisJane AubinAubin Consulting janeaubinhr@gmail.com 20 November 2013 Job Description & Organisation Specialist

2. Session Outline • The nature and uses of Job Descriptions • Job Descriptions & The Law • Job Analysis and writing Job Descriptions AUBIN CONSULTING

3. What is a Job Description? • A systematic, clear account of a job. • Objective and unbiased. • Up to date • Shows why a job exists and how it helps an organisation achieve its objectives • Job = link between individual and the organisation AUBIN CONSULTING

4. Q: Why do you need Job Descriptions? Employers? Employees? (Work in pairs) AUBIN CONSULTING

5. Why Do you Need Job Descriptions? Employer • Setting recruitment criteria • Performance Review & setting objectives • People development & training • Organisational review – planning change • Benchmarking, ranking Employee • Recruitment job description - clarity • Performance Review - preparation & reference point • Research – employees like to know what’s expected of them e.g. Shop manager salary AUBIN CONSULTING

6. Q: In what circumstances would you update or write a new job description in your organisation?

7. In what circumstances would you write a new job description? • Existing job has changed significantly • Existing job not meeting organisational needs • New role(s) in the organisation • Reorganisation of section • Recruitment – reviewing role(s) AUBIN CONSULTING

8. Types of Job Descriptions • Structured • Questionnaire • Narrative • Generic Need to consider: numbers needed, intended use (recruitment, evaluation), time, organisational culture, job analysis skills available.

9. Structured • Clearly defined headings • Core e.g. • Job Details • Job Purpose • Statistics/Dimensions • Main Responsibilities • Organisation Chart • Knowledge & Experience • Context e.g. • Working Contacts • Level of Authority • Impact of the Job • Physical Working Conditions • Roles of subordinates • Job Context AUBIN CONSULTING

10. Questionnaire • Similar to Structured job description • Prepared by job holder and/or line manager • Series of standard questions to help completion • Guidance Notes Advantages? AUBIN CONSULTING

11. Generic • Information for a number of roles that do similar work • Associated with structured career path and job families • E.g. secretarial, accounting, engineering, HR • How many different levels can be identified? • Key factors – Job details, Job Purpose, Main Responsibilities, Knowledge & Skills. AUBIN CONSULTING

12. Narrative • Less commonly used • Can cover a wide range of jobs • Best for giving a real ‘essence’ of a job • Typical headings : Job Details, Job Purpose, Dimensions, Main Responsibilities, Organisation Chart plus: • Scope and Nature of Job Free flowing narrative - no lists or headings. Providing background information, setting the scene; helps elucidate the true nature of the role. AUBIN CONSULTING

13. Important to remember • As it is now • To the point and concise • Free from jargon and abbreviations • Accurate/without embellishments – signed by line manager • Fully completed • Post not the postholder • Kept up to date/regularly reviewed AUBIN CONSULTING

14. Job Descriptions & The Law A job description is not required under The Employment (Jersey) Law 2003. Employees must have a Written Statement of Employment (8+ hours per week) e.g. Start date, rate of pay, holiday/sickness T & C , job title. Brief job description optional.

15. Job Descriptions & The Law Jersey Employment Tribunal Cases • Heatherington Vs Les Ormes Golf & Leisure Club 2012 • Robinson Vs Department of Education, Sport & Culture 2006 - “unable to fulfil her job description” Discrimination (Jersey) Law 201- Recruitment & Selection procedures: • Qualifications • Attributes AUBIN CONSULTING

16. Job Analysis What you need: Latest job description (if any) Other relevant jds – internal/other sections Organisation chart Accurate statistical or financial data Useful reports/papers Discuss with manager/job holder AUBIN CONSULTING

17. Job Analysis Process The process of : • understanding a job • breaking down into key components • presenting it in a clear format. AUBIN CONSULTING

18. Job Details • Company/Section • Job Title • Reports to • Job Number • Name of Job Holder AUBIN CONSULTING

19. Job Purpose • Clear, brief statement of why job exists • Contribution to organisation • 1 or 2 sentences • Unique to the job • Focus on the achievement of an END RESULT • ACTION VERB…………..OBJECT OF ACTION…………..RESULT AUBIN CONSULTING

20. Job Purpose Write a job purpose for a departmental receptionist (Work in pairs)

21. Main Responsibilities • This is the most important section • Spend the most time and energy on it • Normally 8 – 10 major responsibilities • Unique to post • Proper Analysis. Don’t produce a list of tasks • Categorise – planning/strategy, finance, staff , key activities/ops, legal, resources, customers, records, projects • All jobs can be described in this way AUBIN CONSULTING

22. Main Responsibilities – Custody Sergeant • Technical Procedures • Evidence • Visitors • Release AUBIN CONSULTING

23. Knowledge and Skill Q: What are the key ingredients of K & S? AUBIN CONSULTING

24. Knowledge and Skill • Education and trainingESSENTIAL to the job i.e. practical, academic, professional or managerial qualifications. • Work experience • General qualities and attributes AUBIN CONSULTING

25. Key Things to Remember • Job NOT the job holder • It requires careful analysis not just a listing of tasks. • Be true to the job – don’t over inflate • As it is now. • Be concise but make sure jd is complete and clear. AUBIN CONSULTING

26. Any Questions?