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Kin 255 > Chapter 16: Staffing and Supervising Program Operations > Flashcards

Chapter 16: Staffing and Supervising Program Operations Flashcards

1
Q

a job analysis contains

A

all info necessary to develop and administer the job, including a detailed statement of work behaviours and other info relevant to job

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2
Q

what can all be derived from the data in a job analysis

A

a job description, orientations and training needs, and info for employee appraisals

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3
Q

agencies need to recruit and hire staff who can

A

fulfill the mission and deliver program services that implement the strategic directions

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4
Q

job analysis

A

systematic investigation of tasks, duties, and responsibilities of a job, and necessary knowledge, skills, and abilities someone needs to perform job

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5
Q

every job in an agency requires different

A

knowledge, skill and abilities (KSA’s)

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6
Q

knowledge is

A

a body of info a person must posses and apply directly to the performance of the job

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7
Q

skill is the

A

possession of a demonstrable competence for performing a learned psychomotor act

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8
Q

ability is the

A

current competence of a person to perform a behaviour that can be observed or that results in an observable product

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9
Q

job description contains

A

function statement
supervision
domains
task statements
worker traits
desired education experience
special requirements

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10
Q

what do programmers use to write job descriptions

A

job analysis’

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11
Q

what is job description

A

summary of the duties and responsibilities of the job
not as detailed as job analysis

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12
Q

what does the job description represent

A

the principle components of the job, give an applicant a good indication of the major responsiblities, and note the qualifications a person must possess to be a successful candidate for the job

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13
Q

function statement

A

a general statement of the responsibilites of the postiion

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14
Q

supervision

A

a statement specifying to whom the employee is responsible

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15
Q

domains

A

statements outlining the major areas of responsibility of the employee

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16
Q

task statements

A

a list of work behaviours that distinguish position

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17
Q

worker traits

A

a list of the knowledge, skills, and abilities that are essential for the position

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18
Q

desired education experience

A

a statement of the education, training, and/or experience required or desired for the position

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19
Q

special requirements

A

a list of any special knowledge, certifications, or other specific requirements for the job

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20
Q

recruitment involves

A

obtaining a pool of qualified candidates

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21
Q

recruitment can happen in two ways

A
  1. internally (internal source)
  2. externally (external source)
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22
Q

what are methods of internal recruitment

A

transfers or promotions

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23
Q

what is a strong motivator for current employees

A

promotion and transfer to more desirable or higher paying jobs

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24
Q

what is more cost effective (internal vs external)

A

internal for agency to use employees who have been oriented and are familiar with policies and operational procedures than to train new employees

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25
internal promotion and transfer can be
initiated by the supervisor or requested by part time or seasonal employess to whom a list of current openings has been distributed
26
external recruitment is
an organized effort to attract candidates from outside the organization
27
what is a mandatory part of external recruitment
announcing the availability of positions to the general public whenever possible targeted recruitment efforts are preferable
28
selection
initial weeding out of candidates can be either tested, interviewed, or combination
29
selection must be based on
criteria that actually related to the performance of the job
30
initial elimination of candidates can be based on
unfavorable background checks, unacceptable drug test results, failure to meet basic criteria
31
agencies should complete
background checks for job applicants and potential volunteers
32
it is important to properly vet employees to
protect your agency, the community and participants
33
it is illegal for agencies to discriminate against someone based on
race, colour, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 and older), disability or genetic info
34
it is illegal for agencies to retaliate against a person who has
complained about discrimination, filed a charge of discrimination, or participated in an employment discrimination investigation or lawsuit
35
onboarding
general process of transitioning a newly hired individual to an employee ready for a duty assignment
36
it is important for all new employees to feel
welcome and comfortable when they start their new position
37
who typically handles onboarding activities
human resources department
38
who typically conducts an orientation
new employee's specific department
39
all new employees should receive
an orientation to the organization
40
an orientation creates a
positive impression of the organization
41
the orientation should include
info about the organization a typical workday work rules, policies, procedures
42
questions answered in orientation
who are they working for? what is the organization trying to accomplish? what is their role in helping the organization accomplish these goals
43
orientation greatly differs accross organizations depending on
organization philososphy and amount of money invested in this aspect of the job
44
training
employees acquire the knowledge, skills, abilities, concepts and attitudes they need to fulfill the responsibilities of their position
45
rule of thumb for training
if you want something done in a specific way, show somebody how to do it
46
a well trained staff is
essential
47
performance appraisal
evaluating how well employees are performing their responsibilities
48
what do appraisals do
monitor work performance evaluate how well an employee is doing can be informal - providing feedback or formal - written record
49
How do programmers acquire data about employees
direct observation, peer evaluations, and summaries of program evaluations from participants
50
appraisals are used to determine
employee eligibility for raises and suitability for continuing employment which employees qualified for lateral transfer or promotion
51
informal appraisals
day to day feedback on performance supervisor comments on the employees's work during visits, over coffeem or in some informal way
52
what is important to give young employees
frequent positive feedback to assure them they are performing well and encourages them to continue with positive attitude
53
formal appraisals
written and occur at specific time periods
54
4 appraisal considerations
who will conduct the appraisal? how will the appraisal data be collected? when will the appraisal occur? How should the performance appraisal interview be conducted?
55
who will conduct the appraisal?
typically programmer but can delegate to an appropriate person either way must collect feedback from a variety of sources (coworkers, participants, supervisors)
56
how will appraisal data be collected
programmers use an employee appraisal instrument that already exists in the agency
57
what should employee know before the appraisal
what they will be evaluated on, who will do the evaluation and how the info will be used in determining raises, and personnel actions
58
if an unfavourable incident occurs the supervisor should
document it and have a conversation with the employee about it as soon as possible after it occurs to allow for improvement
59
when will the appraisal occur
frequent and timely feedback is essential for employee engagement and improvement an appraisal will occur at end of probationary period and then on annual basis
59
60
how should the performance appraisal interview be conducted?
immediately after each formal performance appraisal
61
what do the interviews provide the programmers
an opportunity to communicate directly with employees about their strengths and weaknesses set an agenda with employees for retraining or reorganizing how they will conduct their work
62
3 types of employee compensation
direct compensation incentive pay indirect compensation
63
direct compensation
an employees wage or salary wages typically per hour compensation whereas salary is monthly or annual rate of pay
64
who receives wages
part time and seasonal employees
65
who receives salary
full time
66
incentive pay
comissions or bonuses for exceptional performance
67
indirect compensation
the benefits an employee receives including medical insurance, retirement, workers compensation insurance and other benefits given by the agency
68
benefits of contracting for personnel services
reduce costs for agency because they dont have to pay benefits eliminates exposure to requirements of a number of employment laws
69
issues with contracting for personnel services
- maintaining control of the quality is difficult - not an employee and thus not subject to direct supervision and control - supervisors must not control the detail and manner of how work is performed by contractor
70
what is important to have with contracted personnel services
well-written contractual agreements
71
3 objectives during supervising on-site visits
verify program conducted observe program operations observe staff and gather data to use in appraising staff
72
to ensure quality of programming it is important to do
on-site observation and supervision of the leisure program
73
why observe program operations
to ensure they are being delivered as the agency intends and at the level of quality the agency desires

Kin 255 (23 decks)

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