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Understanding Job Analysis and Recruitment Procedures

Learn about job analysis, job descriptions, and specifications for effective recruitment decisions. Explore legal issues, information collected, and steps in job analysis process.

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Understanding Job Analysis and Recruitment Procedures

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  1. Job Analysis A Prelude to Recruitment and Placement

  2. Job Analysis – What is it and how is it used? The procedure for determining • the duties • skill requirements • person specification of a job for making hiring decisions

  3. Jobs: Analyze, Describe and Provide Specifications • Determining duties and skills • Listing job duties, responsibilities, reporting, conditions, supervision • “Human requirements”

  4. Are there Legal Issues Related to Job Analysis? • The need to consider the legal context that requires the organisation to address • No. of hours of work per week. • Title VII of the 1964 Civil Rights Act • Equal Employment Opportunity Act (1972) • Uniform Guidelines on Employee Selection Procedures (1978) • Americans with Disabilities Act (1990)

  5. What Information do I Collect? • Work activities • Human behaviors • Machines, tools, equipment and work aids • Performance standards • Job context • Human requirements

  6. Work activities • Cleaning • Selling • Teaching • Painting • How, why and when the activities are performed

  7. Human behaviors • Sensing • Communicating • Deciding • Writing • Job demands • Lifting • Walking • Jumping jacks?

  8. Machines, Tools, Equipment, Work Aids • Products made • Materials processed • Knowledge • Services

  9. Job Context • Working conditions • Schedule • Organizational context • Social context

  10. Human Requirements • Job-related knowledge and skills • Education • Training • Work experience • Personal attributes • Aptitudes • Physical characteristics • Personality • Interests

  11. Job Analysis Job Description and Job Specification Recruiting and Selection Decisions Performance Appraisal Job Evaluation— Wage and Salary Decisions (Compensation) Training Requirements Figure 3-1 Uses of Job Analysis Information

  12. Uses of Job Analysis Information • Recruitment and selection • Compensation • Performance Appraisal • Training • Discovering unassigned duties • Other compliance requirements

  13. Recruitment and Selection • Executive recruiting • Electronic recruiting • Monster • International • How to recruit • Assessment and selection

  14. Compensation • Job value • Salary • Bonus • Relative job worth

  15. Performance Appraisal • How to do it • Standards • Self-appraisal • The discussion • Setting goals • How to get a raise

  16. Training • The job description should show • the activities and skills—and therefore the training—that the job requires.

  17. Discovering Unassigned Duties • Job analysis can also help reveal unassigned duties that are or are not being recognized

  18. EEO Compliance • Job analysis also plays a big role in EEO compliance

  19. Steps in Job Analysis • Decide how to use the information • Review relevant background information • Select representative positions • Conduct the analysis • Verify with the worker and supervisor • Develop a job description and job specification

  20. Process Chart for Analyzing Work Flow Input from Plant Managers Input from Suppliers Job Under Study— Inventory Control Clerk Inventory Output to Plant Managers Information Output to Plant Managers

  21. Methods of Collecting Job Analysis Information • The interview • Questionnaire • Observation • Participant diary/logs • U.S. Civil Service Procedure • Quantitative techniques • Multiple sources of information

  22. Collecting Job Analysis Information • Joint effort between HR, the worker and the supervisor • “SME’s” (Subject Matter Experts)

  23. Employees may be Concerned Because of – • Resistance to change • Possible changes to job duties • Changes to pay • Lack of trust of consequences • The same job title may have different responsibilities and pay rates in different departments

  24. Widely Used: The Interview • Individual interviews with each employee • Group interviews with groups of employees who have the same job • Supervisor interviews with one or more supervisors who know the job.

  25. Sample Interview Questions • What is the job being performed? • What are the major duties of your position? What exactly do you do? • What physical locations do you work in? • What are the education, experience, skill, and [where applicable] certification and licensing requirements? • In what activities do you participate? • What are the job’s responsibilities and duties?

  26. Sample Interview Questions (continued) • What are the basic accountabilities or performance standards that typify your work? • What are your responsibilities? What are the environmental and working conditions involved? • What are the job’s physical demands? The emotional and mental demands? • What are the health and safety conditions? • Are you exposed to any hazards or unusual working conditions?

  27. Interviewing • How well was the interview planned? • Was rapport established? • Were needs uncovered? • Did the interviewer relate? • What did the non-verbal behaviors suggest? Questions after the clip:

  28. How to Conduct a Questionnaire Session • Use a specific questionnaire • Establish rapport • Follow a structured approach • List duties in order of importance or frequency of occurrence • Review and verify the data

  29. Observation • Observation may be combined with interviewing • Take complete notes • Talk with the person being observed – explain what is happening and why • Ask questions

  30. Diaries and Logs • Time-consuming • Self-reporting • Remembering what was done earlier • Can use dictating machines and pagers

  31. U.S. Civil Service Commission • Knowledge • Skills • Abilities • Physical activities • Special environmental conditions • Typical work incidents • Worker interest areas

  32. Quantitative Job Analysis Techniques • Position Analysis Questionnaire • The U.S. Department of Labor approach • Functional job analysis

  33. Sample Position Analysis Questionnaire

  34. Position Analysis Questionnaire Items • Information Input • Mental Processes • Work Output • Relationships with Other Persons • Job Context • Other Job Characteristics

  35. U.S. Department of Labor Procedure • Data examples • Synthesizing • Copying • People examples • Instructing • Persuading • Things examples • Setting up • Tending

  36. Basic Department of Labor Worker Functions

  37. Functional Job Analysis • Used beginning in the 1940’s • Seven scales to describe what workers do in jobs: (1) Things (2) Data (3) People (4) Worker Instructions (5) Reasoning (6) Math (7) Language

  38. Writing Job Descriptions • Job Identification • Job Summary • Relationships • Responsibilities and Duties • Standards of Performance • Working Conditions and Physical Environment

  39. Sample Job Description Figure 3 - 7

  40. Sample Job Descriptions, Dictionary of Occupational Titles

  41. Job Identification • Title • Fair Labor Standards Act (FLSA) • Date • Approvals • Supervisor’s title • Salary • Grade level

  42. Job Summary • General nature • Major functions or activities • Includes general statements

  43. Responsibilities and Duties • Examples • Establishes marketing goals to ensure share of market • Maintaining balanced and controlled inventories • Defines the limits of job holder’s authority • Purchasing authority • Discipline • Interviewing and hiring

  44. Standards of Performance - Example Duty: Meeting Daily Production Schedule • Work group produces no fewer than 426 units per working day • Next workstation rejects no more than an average of 2% of units • Weekly overtime does not exceed an average of 5%

  45. Job Descriptions Check this web site for sample job descriptions. What do you like about them? What, if anything, is missing?

  46. Using the Internet for Writing Job Descriptions The Dictionary of Occupational Titles (DOT) is being replaced by the U.S. Department of Labor by O*NET

  47. Writing Job Specifications • What human traits and experience are required to do the job well? • Specifications for trained versus untrained personnel • Specifications based on judgment • Specifications based on statistics

  48. Job Related Behaviors • Industriousness • Thoroughness • Schedule flexibility • Attendance • Off-task behavior • Unruliness • Theft • Drug misuse

  49. Analyze job Select personal traits Test Measure subsequent job performance Statistically analyze relationship between trait and performance Statistics and Job Analysis

  50. Job Analysis – a Practical Approach • Decide on a plan • Develop an organization chart • Use a job analysis questionnaire • Obtain lists of job duties from O*NET • Compile the job’s human elements • Complete your job description

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