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MANAGEMENT JOB DESCRIPTION WRITING

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MANAGEMENT JOB DESCRIPTION WRITING

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    1. MANAGEMENT JOB DESCRIPTION WRITING NotesNotes

    3. Management Job Description Writing Job Description Written statement identifying key information about a specific job within an organization Uses: Job evaluation Basis for Writing Recruitment Ads Helps Identify core competencies for performance assessment Human resource planning Training and development NotesNotes

    4. Management Job Description Writing Basic Principles Job information relates to the job not the incumbent Keep it plain language, simple, and factual No relationship between length of description and size of job NotesNotes

    5. Management Job Description Writing Revised MJEP Job Description Format A MJEP job description concentrates on: Why the job exists in the organization The degree to which the job is responsible for achieving results The importance of the results to the organization NotesNotes

    6. Management Job Description Writing NotesNotes

    7. Management Job Description Writing NotesNotes

    8. Management Job Description Writing NotesNotes

    9. Management Job Description Writing NotesNotes

    10. Management Job Description Writing Know-How Know-How is the sum of every kind of skill, however acquired required for acceptable job performance. Know-How has three dimensions: Content Know-How: Practical procedures and knowledge, specialized techniques, and learned skills. Leadership and Business Know-How: Planning, coordinating, directing or controlling the activities and resources. Human Relations Skills: Active, practicing, person-to-person skills in the area of human relationships.

    11. Management Job Description Writing Problem Solving Measure of original thinking. Use of knowledge in an environment ranging from highly controlled to unstructured. Describes the thinking required in the job by measuring two dimensions: Thinking Environment (Freedom to Think). The environment in which thinking takes place. Thinking Challenge (Difference between well known and defined responsibilities and those that are new and non-recurring). The challenge presented by the thinking to be done.

    12. Management Job Description Writing Accountability The degree to which a job is responsible for achieving results, and the importance of those results to the organization. There are three dimensions: Freedom to Act: Freedom to take action or implement decisions. The nature and extent of the controls, or the lack of them. Magnitude: The extent to which stakeholders are affected by the outputs. Impact: How a job directly affects results.

    13. Management Job Description Writing MJEP Job Description Form Can be found at: http://www.chr.alberta.ca/Practitioners/Doclist716.cfm

    14. Management Job Description Writing MJEP Job Description Form Includes 12 Sections: Job Identification Position Summary Specific Accountabilities Knowledge/Experience Leadership and Business Know-How Problem Solving Relationships/Contacts Impact and Magnitude of Job Changes Since Last Review Comparable Positions Organization Chart Signatures

    15. Management Job Description Writing Job Identification Section This section includes: Working Title and Name Position Number, Reports To (Posn.#, Class, and Level) Ministry Present Class, Requested Class Levels to Deputy Minister Dept ID, Program Code, Project Code (if applicable) Division, Branch/Unit, and Ministry Reports To Position Number, Class and Level

    16. Management Job Description Writing Output Orientation In many organizations, job descriptions are task oriented. They sum up all tasks that the incumbent of the job has to accomplish. The new job descriptions are results oriented, as they give more direction to the jobholder as to what kinds of results are expected. Focus on Core Contribution Many incumbents think there is a direct relationship between the length of the job description and job size. This has resulted in job descriptions over 10 pages. The assumption is wrong. It is not the length of the job description, but the quality of its information that determines its usefulness for job evaluation purposes. The longer the job description, the more difficult it is to distinguish between core and non-core elements.

    17. Management Job Description Writing Guide to Writing a Job Description The following chart illustrates 3 important steps to follow in building a mgmt. job description.   It is a progression that starts with defining key management actions, up to end results or outputs of the job, and ultimately to the purpose of the job, the position summary.

    18. Management Job Description Writing Guide to Writing a Job Description Step 1:  List Key Management Actions (Activities) Business plans and/or current job documentation can be used

    19. Management Job Description Writing Guide to Writing a Job Description Step 2:  Group Actions Into End Results (Accountabilities) Within what context does the job have to operate (legislation, budgets, policies, procedures, processes, etc.)

    20. Management Job Description Writing Guide to Writing a Job Description Step 2 Cont’d End Result:  At this point the accountability the individual has should be described. For a Director, Human Resources job for instance, the following illustrates an output of the job description (accountability) showing what he or she has to do, within what context, and what the end result will be.

    21. Management Job Description Writing Guide to Writing a Job Description Step 2 Cont’d Director, Human Resources

    22. Management Job Description Writing Specific Accountabilities Step 2 Cont’d What are the most important end results or outcomes of this position and how are they achieved? Normally a position has 4-8 core end results. For each end result approximately 3 major activities should be described. Describe what added value the end result provides

    23. Management Job Description Writing Specific Accountabilities Step 2 Cont’d Example #1 Parks District Manager Community Development 1. Land base conservation programs are effectively implemented by. utilizing project management techniques, involving key stakeholders in the implementation process, and by evaluating program outcomes and applying continuous learning techniques. This ensures special and outstanding natural landscapes and features are protected for future generations. 2. Land and water base recreation activities are managed and implemented effectively on a year round basis by: identifying program needs, setting priorities, and developing program budgets for each specific Provincial Park and Provincial Recreation Area within the District. This ensures quality services and facilities are being provided.

    24. Management Job Description Writing Specific Accountabilities Step 2 - Example #1 Cont’d Effective delivery of all recreation and conservation programs within the the District by: Directing technical and administrative staff, Developing and implementing staff training programs, Providing on-the-job training, and Providing regular feedback and evaluation. This ensures Departmental goals and objectives are being achieved effectively, and financial and human resources are being expended within policy and budget. 4. Business areas receive “quality” services in all areas of technology through: Applying proven quality assurance methodologies and practices Facilitating regular meetings and communications with users Ensuring staff are trained and competent in the delivery of services.

    25. Management Job Description Writing Specific Accountabilities Step 2 - Example #2 Executive Director Royalty & Tenure Policy, Energy Directs the work of the Division including: policy-related research, analysis, policy advice, issues management and implementation by setting priorities; ensuring policy recommendations take direction from the Minister, Deputy Minister, Executive Committee, and stakeholders and staff members; setting timelines for deliverables; managing the resources allocated to the Division; and maintaining and coaching a fully competent staff complement to meet the policy needs of the Ministry. This work affects a principle pillar of Alberta’s economy, and directly impacts the energy industry. Timely and effective provision of analysis, advice and regulatory intervention by overseeing the assessment of market, supply and infrastructure issues, reviewing the forecasting of energy prices, production, and non-renewable resource revenues, analyzing of tax and fiscal issues facing the industry, and interventions regulatory proceedings that impinge on market access and valuation of Alberta’s petroleum resources. This work directly enhances the value of Alberta’s energy and mineral resources.

    26. Management Job Description Writing Specific Accountabilities Step 2 - Example #2 Cont’d Oversees the development, implementation and maintenance of policy and legislative frameworks by developing timely and proactive policy responses and legislative amendments to current and emerging tax and regulatory issues and trends affecting the electric sector. This ensures a policy regime that fosters a competitive and effective electric sector. Provides high quality advice with respect to environmental and land access issues affecting the energy industry This is done through ensuring that policy advice issues, concerns and trends are identified, analyzed, and responded to in appropriate and effective ways. It also involves ensuring that, where appropriate, the department works with other provincial departments (especially Environmental Protection), inter governmentally and with industry and other stakeholders to improve the cost effectiveness of related measures and expenditures. These actions help steer the province toward sustainable development.

    27. Management Job Description Writing Step 3:  Summarize End Results and Actions (Activities) in a Position Summary Once the End Results and Actions (Activities) are clear, you have to summarize the overall purpose of the job.  Again you have to write: What is the overall purpose covering the responsibilities that are grouped?  (Why does the job exist?) Within what context has the job to operate (legislation, budgets, policies, procedures, processes, etc.) End Result:  at this point the purpose of the job has to be described.

    28. Management Job Description Writing Position Summary Step 3 Cont’d Describe the main purpose of your position. Why does this position exist for the most part?

    29. Management Job Description Writing Position Summary Step 3 Cont’d An example of a Summary of the Human Resource Director job, based on the identified responsibilities follows: Reporting to the Deputy Minister, and within the scope of legislative and Government of Alberta HR policies, this position provides direction and leadership on all human resource matters including employee relations, staffing, classification, personnel systems, payroll, performance management, staff development, and occupational health and safety. The focus of the position is in ensuring the effective attraction, utilization, retention, development and promotion of Government of Alberta employees who are committed to providing excellent client service.

    30. Management Job Description Writing Position Summary Step 3 Cont’d Example #1 Reporting to the Executive Director, the Regional Manager, Community Development Field Services, Central Region directs and controls all regional activities for planning and delivering a broad range of community development programs, training, and management services to local government systems, community organizations and the general public, within a large region. The position actively promotes local problem solving, conflict resolution and self-reliance by coordinating and providing leadership to a diverse group of highly effective professionals who help communities and community agencies and sectors move from dependence to independence and interdependence.

    31. Management Job Description Writing Position Summary Step 3 Cont’d Example #2 Reporting to the Executive Director, Human Resources, this position is responsible for managing all the Human Resources Consultants in the effective delivery of human resource services including employee relations, staffing/redeployment, and classification to a large and diverse department. Position ensures through a proactive consultative approach that HR Programs and Services meet client needs and are responsive to the changing environment.

    32. Management Job Description Writing Describe Knowledge and Experience Here you should list the Knowledge and Experience that is required for the job and not of the incumbent.  It is not necessary to provide an extensive list, but a list of the most important knowledge factors, and experience required to do the job.  This includes knowledge about practical procedures, specialized techniques, etc.; analytical and conceptual skills. If a specific training is a legal requirement for the job, it should be listed.  Other than that, we are asking for information on knowledge, and experience required to do the job, and not focusing only on diplomas or degrees.

    33. Management Job Description Writing Knowledge and Experience Knowledge refers to all knowledge, skills and abilities required for acceptable job performance. It does not refer only to formal education, but to all knowledge however acquired. Experience refers to all practical hands-on work experience that is directly transferable to the requirements of the position to ensure achievement of results.

    34. Management Job Description Writing Knowledge and Experience

    35. Management Job Description Writing Knowledge and Experience Example # 1 Position must have in depth knowledge of information technology trends and issues required for the support of a major complex computer processing environment, including financial and asset management, operating system software and network software configuration maintenance and support. A solid understanding gained through extensive practical experience of the functioning of government, budget, and policy making is a requirement. Effective communication skills, (verbal, non-verbal and written), project management skills, and proven skills in working with senior level government staff on IT related issues is required. A related university degree supplemented by six years progressively responsible experience in a large IT environment.

    36. Management Job Description Writing Knowledge and Experience Example #2 This position must have a broad knowledge of all aspects of the Ministry business and extensive knowledge of all facets of human resource management, and management. Effective communication skills, verbal, non-verbal and written, effective interpersonal and management skills, and proven skills in problem solving, decision making, conflict resolution and mediation are required. A university degree in a field related to Human Resource Management e.g. Business, Social Sciences, Administration, Education with a preference for programs containing work in human or labour relations management. Extensive experience in all aspects of the human resource field is a requirement of the position.

    37. Management Job Description Writing Leadership and Business Know-How This refers to the activities required to produce the results expected of group(s) or function(s). The directive or consultative activities involve some combinations of visioning, creating, planning, organizing, integrating, evaluating, coaching, staffing, and meeting client needs in a continuous improvement environment.

    38. Management Job Description Writing Leadership and Business Know-How Example # 1 The position must coordinate and organize the branch’s activities by providing direction to staff on policies, procedures, and legislation; ensuring the branch’s direction is consistent with overall government direction. Position facilitates relationships on behalf of branch staff with other government departments, the public and other stakeholders. Position is also responsible for evaluating the branch’s performance and deliverables.

    39. Management Job Description Writing Leadership and Business Know-How Example # 2 Position is a leader in applying knowledge of mathematical statistics, calculus, matrix algebra, and other investment related mathematics to coordinate financial information for GoA. It is looked upon by executives in all Ministries to provide advice and evaluate national and global investment opportunities, current trends, and implications for GoA.

    40. Management Job Description Writing Problem Solving The job description asks you to: describe difficult or challenging situations and complex problems the position is routinely expected to solve; the degree of originality of the solutions; and the assistance available. Recent examples should be provided.

    41. Management Job Description Writing Problem Solving Example #1 The Senior Team Leader, Health Surveillance faces challenges in path finding situations where the problems are unknown. For example, design and re-development of public health laboratory services in toxicology and genetics involves many stakeholders with divergent interests. The challenge for the position is creating a paradigm shift from the old win-lose to the win-win way of thinking while establishing a system which can integrate public health laboratory support, epidemiologic surveillance research, and development, service delivery, education and training.

    42. Management Job Description Writing Problem Solving Example #2 The Branch Head, Contract Accounting, Environmental Protection position is required to utilize unique financial arrangements to fund specialized programs. Solutions are found within the framework of the Financial Administration Act. The position introduced a new net budgeting process for the department requiring a complete conversion of existing accountable advance authorities to a net program budget. It also developed a unique ledger coding structure to accommodate the new amalgamated department.

    43. Management Job Description Writing Relationships/Contacts All jobs have contacts. This section includes: The main contacts the position interacts with (both internal and external) and indicate the frequency, and purpose and nature of those contacts ie. how are contacts affected by recommendations, decision-making and action(s) taken?

    44. Management Job Description Writing Relationships/Contacts Example # 1

    45. Management Job Description Writing Relationships/Contacts Example # 2 On a daily basis, position seeks input from and liaises and co-ordinates work with Associates in other parts of the Energy Ministry e.g., Minister of Energy, Executive Assistant to Minister, Board Members of the AEUB. On a bi-annual basis, position coordinates and integrates environmental concerns in economic development policies with Associates in other provincial departments e.g. Finance, Environment, Economic Development and Trade, and IIR. As required, but not less then twice per year, participates in setting and communicating the strategic direction for the department with Internal Department Committees such as Executive Committee, and Sustainable Development Coordinating Committee.

    46. Management Job Description Writing Impact and Magnitude of Job Impact refers to the degree to which a job affects or brings about the results expected of the unit or department, and how the results affect stakeholders. Magnitude refers to the size of the unit or function most clearly affected by a job.

    47. Management Job Description Writing Impact and Magnitude of the Job Example #1 The Manager, Human Resources position is responsible for results that affect the entire department on a regular basis, e.g.disciplines, staffing, job evaluation, employee relations, compensation; and the government as a whole on an occasional basis e.g. workforce reduction, position abolishment, redeployment. The position has the freedom to initiate reviews or investigations into financial matters that come to the departments attention. The position is responsible for keeping the HR Director and the Deputy Minister apprised of major issues that may arise. The strategies and processes that are developed and implemented by this position have a significant impact on the overall accountability of the Ministry.

    48. Management Job Description Writing Impact and Magnitude of the Job Example #2 The Senior Manager, Industry Programs & Standards Branch, has extensive autonomy to commit the government to major investment decisions. There are strict rules, guidelines and an investment framework that provide the overall constraints for the types of investments and dollar amounts. Poor investment decisions directly affect the profits in key stakeholder groups e.g. pensions, endowments and in Heritage trust funds. Incorrect decisions can lead to substantial losses and increased present and future costs. Ongoing responsibilities and day to day management of the area are done independently. Changes that require legislative amendments, or major policy amendments are handled at a higher level. Where a change to one trade may possible impact another, recommendations are made and put forward to the Board for consideration.

    49. Management Job Description Writing Changes Since Last Review Required to be completed if the job description is being submitted for evaluation (reclassification). Should be completed for any subsequent evaluation (reclassification) requests under MJEP.

    50. Management Job Description Writing Changes Since Last Review Example The position now has responsibility for all application development and system support across the department. Previously the SFS suite of systems was separate, but with the outsourcing of this area, the position now provides advice and consultation on the standards/feasibility/estimate/technology platform as required by the Learner Assistance Division.

    51. Management Job Description Writing Comparable Positions (Benchmarks) Benchmarks are reference points against which other jobs are measured to ensure cross-government consistency. Comparing positions to benchmarks is an integral part of the job evaluation process. Review the jobs on the benchmark list and select similar sized/comparable jobs. Indicate which factors in the comparable jobs you see as comparable and provide an explanation. Indicate a benchmark that is stronger then the position being rated and one that is weaker and why.

    52. Management Job Description Writing Organization Chart An organization chart places your job in context of the organization. It is critical that an updated and accurate organization chart is attached to the job description you are submitting for classification. Information that should be contained on the organization chart is: supervisor, supervisor’s position #, class and level, peers, employees supervised (specify whether they are wage, permanent, temporary or contract), and their position number(s), class(es) and level(s). ABSOLUTELY ESSENTIAL

    53. Management Job Description Writing Signature Section All job descriptions must be signed by: The manager of the position The Division Director/ADM NOTE: The Division Director/ADM’s signature confirms that the job description is an accurate reflection of the duties assigned to that position by the Ministry.

    54. Management Job Description Writing Where to Find Assistance? Your HR Shop CHR Website: http://www.chr.alberta.ca/

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