Unit 1.3 Job Analysis, Description, and Specification

Question 1

Job Analysis

Answer 1

the analysis of jobs within a company that produces a job description or a job specification

Question 2

Occasions in which job analyses are performed

Answer 2

1. when the organization is first started and the job-analysis program is initiated for the first time
2. when a new job is created
3. when a job is changed significantly as a result of new methods, new procedures, or new technology

Question 3

Job Description

Answer 3

The description of the duties, responsibilities, working conditions, and reporting relationships contained in a job

Question 4

4 Major Items of a Job Description

Answer 4

1. Identification → Job Title, number, department, and location in hierarchy.
2. Job Summary → A general summary of the major responsibilities and components that make the job different from others
3. Duties and Responsibilities – Essential Functions → Clear an precise statements of the essential functions of the job including the major tasks, duties and responsibilities performed
4. Job Specification → Knowledge, skills, and abilities required to perform the job

Question 5

Essential Functions

Answer 5

The major tasks, duties, and responsibilities for which the job exists. Cannot be modified or eliminated without substantially changing the nature of the job.

Question 6

Non-essential functions

Answer 6

Job tasks that could be modified or re-assigned to others without changing the core nature of the job.

Question 7

Job Specification

Answer 7

A listing of the minimum acceptable qualifications required for an employee to perform a job adequately

Question 8

Job Specification includes:

Answer 8

General Qualification requirements → Experience, Training, Specific Job Preparation

Educational and professional requirements → High School, Vocational education, university degrees, and professional certifications

Knowledge, skills, and abilities

Question 9

Methods of Job Analysis

Answer 9

Observations, Interviews, Questionnaires, Employee Recordings

Question 10

Position Analysis Questionnaire (PAQ)

Answer 10

A standardized questionnaire containing 195 items that are used in a job analysis to create a job description.

Six Major Categories:

1. Information Input → Where and how does the worker get the information used in performing the job?
2. Mental Processes → What reasoning, decision-making, planning, and information processing activities are involved in performing the job?
3. Work Output → What physical activities does the worker perform?
4. Relationships with other persons → What relationships with other people are required in performing the job?
5. Job Context → In what physical and social context is the work performed?
6. Other job characteristics → What activities, conditions, or characteristics other than those described above are relevant to the job?