Job Evaluation What is Job Evaluation? A systematic process of determining the value of jobs in relation to other jobs within the organization.
Job Evaluation Job Evaluation Principles • focus on the work done not on the individual doing the work • concerned with what is done, how it’s done and why - not with how well • job worth is measured using factors
Job Evaluation Objectives of Job Evaluation • to establish a hierarchy of jobs or groups of jobs in the organization • to provide a consistent approach to the way jobs are evaluated • to recognize that similarities and differences among jobs is an important aspect
Job Evaluation Factors Factors are the yardsticks by which job size or job worth is measured.
Job Evaluation Factors • measure the variables/differences in jobs • identify what the organization values
Job Evaluation PlanFactors Input Throughput Output Knowledge Creativity Responsibility Professional/Content Knowledge Complexity & Diversity Human Relations Skills
Job Evaluation PlanFactors Knowledge Professional/Content Knowledge • knowledge about practical procedures, specialized techniques, professional and scientific disciplines • measures both depth and breadth (i.e. specialist and generalist jobs)
Job Evaluation PlanFactors Knowledge Complexity and Diversity • analytical/conceptual skills needed for planning, organizing, directing and staffing… • may be exercised consultatively or directly • skills to harness resources, reconcile conflict, bring units/intereststogether
Job Evaluation PlanFactors Knowledge Human Relations Skills • skills needed for direct interaction on a person-to-person basis with peers, subordinates, teams, clients, the public or those with higher authority within or outside the organization in order to produce end results
Job Evaluation PlanFactors Creativity • measure of original thinking • use of knowledge factors in environment ranging from highly controlled to unstructured • thinking environment and thinking challenge
Job Evaluation PlanFactors Responsibility • degree that the job directly impacts the end results and • importance of the end results to organization
Job Evaluation PlanOverview Job Evaluation Guide Charts • present the factors, dimensions and point values used to evaluate jobs • define what the organization values and describe a continuum of the levels
Job Evaluation PlanOverview Job Evaluation Guide Charts • evaluation to Guide Charts is one step in the evaluation process • factor rating selected should represent what the job is responsible for “for the most part”
Job Evaluation PlanOverview Benchmarks • examples of jobs that are representative of work • show levels of work both for individual job evaluation factors and for total evaluation
Job Evaluation PlanOverview Benchmarks • reference point against which other jobs are measured to ensure cross government equity and consistency • integral part of job evaluation process
Job Evaluation PlanOverview Current Plan New Plan • Guide Charts • Factor Definitions • Factor Degrees and Points • Factor to Factor Comparison • Class Specs • Kind of Work • Level of Work • Whole Job Comparison
Job Evaluation PlanEvaluation Process • Job information is documented on the new job description form. • Job information is reviewed and clarified, as required.
Job Evaluation PlanEvaluation Process • Jobs are evaluated using the Guide Charts. • each factor is rated and scored. • total points calculated. • The job is compared to benchmark jobs with similar points to verify the rating. • The job is allocated within the plan.
Job Descriptions and Profiles Job Descriptions Provide written statement identifying key information about a position within an organization Job Profiles Provide a description of a “role” vs. an individual job
Job Descriptions Uses • job evaluation • recruitment • performance assessment • human resource planning • training and development
Job Descriptions Basic Principles • job information relates to the job not the incumbent • keep it in plain language, simple and factual • no relationship between length of description and size of job
Job Descriptions PREP Job Description Format Moving away from “task” oriented descriptions to “results” oriented. Example: • Task = I sweep the floor. • Results = A clean floor.
INPUT THROUGHPUT OUTPUT Professional Knowledge Complexity and Diversity Human Relations Skills Job Descriptions Job Evaluation Job Description • Responsibilities and Activities • Responsibility • Creativity • Scope • Complexity and Diversity • Knowledge, Skills and Abilities • Professional Knowledge • Complexity and Diversity • Human Relations Skills
Job Descriptions Job Description Format Purpose - summary of: • main job responsibilities • framework in which these are carried out • key contribution to the organization i.e. why this job exists.
Job Descriptions Sample Purpose Statement Position is on the personal staff of the Executive and has primary responsibility for providing leadership and coordination for the day-to-day operation of the Executive’s Office. Senior executive administrative support is provided by: coordinating complex departmental and/or divisional administrative projects; providing general support to the Executive in all administrative matters including: supervising other administrative support staff; coordinating all department and/or divisional assignments and requests; reviewing and assessing correspondence directed to the Executive; resolving issues regarding the personal schedule of the Executive; and briefing the Executive on administrative issues that may impact the Ministry.
Job Descriptions Responsibilities and Activities • start with a shopping list of all activities/tasks involved in doing the work • group common activities into responsibility areas (typically you will have between 4 -8)
What Within Outcomes Activity Context End Results Job Descriptions Responsibilities and Activities • describe each of the responsibility areas in one sentence including:
Job Descriptions Responsibilities and Activities • Describe three major activities associated with each area of responsibility • Not every task performed is included
Job Descriptions Responsibilities and Activities – example 1. Provides leadership and coordination of the administrative functions of the Executive’s office: • Supervises administrative staff assigned to the Executive’s office including: recruiting, training and supervising staff; establishing service standards for work performed; and preparing performance assessments and learning plans. • Identifies administrative issues with potential to impact the operation of the Executive’s Office; recommends solutions and courses of action to deal with issues e.g. developing a template for formatting memos for the Executive’s correspondence. • Participates in budget related activities for the Executive’s Office including: budget preparation; forecasting expenses; tracking expenditures; preparing variance reports; and serving as expenditure officer.
Job Descriptions Activities - cont’d • Resolves issues regarding the personal schedule of the Executive. • Uses judgement and knowledge f division and or departmental issues, priorities and relationships, to respond to requests for meetings with the Executive. Books appointments or refers requests for meetings to senior department and/or division staff. • Schedules and organizes meetings involving GoA executives, senior department, government and private sector stakeholders. • Collects and prioritizes discussion items for meetings, prepares agendas and minutes, prepares briefs, and follows up on action items as required. • Meets with Executive to organize initiatives and discuss priorities and targets.
Job Descriptions Activities - cont’d 3. Ensures effective communication flow to and from the Executive’s Office. • Responds to inquiries from Minister and/or deputy Minister’s Offices. • Communicates extensively with offices of key stakeholders to request and distribute information, schedule meetings, and anticipate stakeholder inquiries to determine appropriate response strategies. • Independently researches and provides background material from a variety of sources to the Executive in advance of meetings. • Drafts and/or prepares correspondence on behalf of the Executive including proof reading for accuracy. ·
Job Descriptions Scope • influence/impact of the job has on external/internal groups/areas • diversity and complexity of the job.
Job Descriptions Scope is described by: • variety and size of projects • variety and size of programs/functions and services • stakeholders and/or client groups • geographical spread
Job Descriptions Knowledge, Skills and Abilities • all knowledge, skills and abilities required to be fully functioning in the job.
Job Descriptions Knowledge, Skills and Abilities It includes: • formal knowledge i.e. academic, e.g. accounting principles/practices, scientific theories. • informal i.e. experience/training, e.g. specialized techniques, analytical skills. • knowledge and skills required to interact with others e.g. mediation skills, negotiation skills.
Job Descriptions Knowledge - example • Excellent knowledge of political sensitivities and the diverse interests of stakeholders. • Working knowledge of office software databases (Outlook, Excel, Word). • Considerable working knowledge of the electronic communication requests system (ARTS) as well as legislation governing (FOIP), IMAGIS (people soft based financial and human resource information system), and Exclaim (expense claim system) is essential. • Excellent supervisory, communication and organization skills are required in order to lead, develop and evaluate staff..
Job DescriptionWriting For more information visit: http://www.chr.alberta.ca/class/forms/write-job-description/index.html