Project Guide: European International University, Georgia

Human Resource Management

Project Report on Human Resource Management of Job Analysis

Human Resource Management 2011

Human Resource Manager Human resource manager selects the right candidate for the right job. A human resource (HR) manager helps operate an organization by recruiting right candidates. His duties and responsibilities may vary according to the size and structure of the organization. In large organizations, the duties of HR manager, and other managers, are clearly defined but in small organizations, they may have overlapping duties and responsibilities.

HR manager works as an advocate for both the company and the staff. He/she plays the role of mediator between the company executives and staff. Working as a HR manager is a challenging job because the person has to perform a constant balancing act to satisfy both directors and the staff. The HR manager should be able to select talented and perfect people for the benefit and fast growth of the company. A few years before HR manager was involved more in paperwork, as he was supposed to settle personnel queries and he was held responsible for smooth administration of the departments in the company. These days, HR manager is still concerned with hiring of employees, paying employees and dealing with benefits; but he is more adaptable and resilient than before. The HR manager has to train newly hired employees for their specific roles. The HR manager has to keep before his/her eyes the goal of development of the organization for which he/she is working. Taking into consideration the strategic business plan and objectives, the HR manager has to plan various activities for team building. For example, arranging birthday parties, sports days, annual celebrations, short trips, etc. What does a human resource manager do when there are conflicts between the employees, or between the management and the employees? To maintain a congenial atmosphere at work, the HR manager has to take actions regarding discipline. Many times, he has to resolve conflicts between employees, without losing his nerves. He is also expected to appreciate hard work by employees. Selecting the employees for rewards is one of his important duties. The HR manager has to evaluate performances of the employees not only to determine award-winning employees,
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but also to adjust and increase the salaries, to decide about the bonuses, incentives and performance appraisals, etc. He works as a bridge for communication between the employee and the employer. He has to take into consideration benefits of the company and the employees. Sometimes, the HR manager has to play the role of a mentor, especially when he has to help employees cope up with bad bosses. The HR manager is expected to inspire and motivate the employees. He/she is supposed to build their spirits and bring about significant improvement in their performances and productivity. Taking into consideration smooth functioning of the organization, the HR manager has to make standard rules regarding time-in, time-out, general behavior, holidays, harassment, sexual harassment, misbehavior, etc. He/she has to monitor and check whether the rules are being observed by all. The HR manager decides about the break-up of salary and keeps records of the benefits like travel allowances, rent reimbursement, insurance, medical, provident fund, etc. availed by the employees during the tenure of their service. He is expected to have perfect knowledge about labor laws and government tax policies. The HR manager has to take care of the security of the employees. He/she is also involved in handling travel and tickets.

HR Assistant: Duties and Responsibilities HR assistant job description may vary according to the location, size and structure of the employing organization. In a large organization, located in a large city, you might be allotted certain specific duties only but in a smaller organization, you might be expected to accomplish a number of administrative tasks. Recruitment of correct candidates and training the newly recruited candidates according to the organization's expectations are the main duties of an HR assistant. Here is a list of duties and responsibilities of an HR assistant. Employee Recruitment:

Designing and posting an advertisement for recruitment.

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Examining the received applications and recording the details in the office database. Forwarding the necessary information to HR manager and helping him in selecting correct candidates for interviews. Scheduling the interviews according to the availability of the management staff and informing the candidates through emails or phone calls. Preparing pre-employment test material if required and conducting the test. Organizing interviews and tests at other premises (in hotels) if required. Sending letters and e-mails to successful as well as unsuccessful candidates. Preparing the contract papers and getting them signed as per instructions. Checking the documents like educational certificates, drug test reports, driving license, police record, etc., of the successful candidates. Explaining the conditions, rules and regulations of the organization regarding the pay scale and other benefits. Updating the HR database by adding the personal information of the employees.

Employee Training:

Scheduling, arranging the training course. Keeping in touch with the training institutes or services, finding out how the staff can be trained well to achieve the determined goal in a short period of time. Training the new employees and arranging refresher courses for old employees. Keeping proper record of the trainings arranged and completed. Producing reports about the activities whenever demanded by the manager.

Administration:

Conveying the information of employees to insurance companies and informing the employees about the policies. Submitting documents to insurance companies, banks, etc.

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Human Resource Management 2011

Maintaining the data of leave applications and available leaves of the employees. Maintaining a file of personal information of each and every employee. Helping the manager in evaluating the performance of each and every employee for an appraisal and salary review. Maintain the records regarding change of staff, attendance register, time book, etc. If the HR team is traveling, make all the arrangements like booking tickets, hotel reservations, etc. Making arrangements for various events in the company for team building, for example, birthday celebrations, various competitions, sports, prize distribution, annual day celebrations, etc. Arranging meetings of the HR team and submitting confidential reports and documents. Recording the minutes of the meetings. Assisting the HR team in research and other related activities for the welfare of the company. Maintaining and updating employee directory and the statistical data.

Salary of HR assistant would vary according to experience; and nature and location of the organization. At the entry level, salary range would be $27000-$37000. Salary of an experienced person can be in the range of $31000-$42000. An HR assistant needs to know labor laws, state laws about working environment, security of the workers, health insurance, banking facilities, etc. The most important thing is that the HR assistant is supposed to assist the employees to maintain good relations amongst each other and also with the managing committee. His/her duty does not end after hiring an employee. He/she is expected to encourage the employee to stick to the organization, through constant appreciation and by ensuring performance appraisals. It's the duty of the HR assistant to maintain a healthy atmosphere in the organization so that the employees remain devoted to the organization. He/she is thus expected to act as a communication bridge between the management and the employees. Responsibilities and Duties of a Human Resources Coordinator
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Human Resource Management 2011

Human resources coordinator job description primarily include coordinating work inside the human resources department. He maintains a detailed record of the turnover, and researches and formulates strategies which effectively aid in employee retention. He is also responsible for consulting with and helping practice managers and supervisors on company policies and procedures. He plays a very important role in providing an appropriate solution to employee problems. A human resource coordinator helps employees and their managers in performance and disciplinary matters. He may even propose and develop a set of rules that would monitor the discipline and work of workers. His job description also includes consulting with practice managers regarding employee turnover, absenteeism, changes in work settings, employee motivation and recognition, and other employeerelated aspects. He has to be in regular touch with project managers for any requirements in projects, and prepare periodical announcements of the required positions. He also takes the responsibility of assessing, sieving, and interviewing candidates for available positions; and makes referral of well-qualified and skillful applicants to the respective department managers. Other tasks assigned to him include carrying out field interview campaigns and advertising, arranging for all essentials needed for the recruitment drive, coordinating work with other staff members, determining employee performance appraisals and developing plans and strategies for recruitment. A human resources coordinator carries out the duty of conducting employee recognition activities like service honors and 'employee of the year' awards. He also takes care of the budget needs for the efficient functioning of the practices. In case of the HR managers or the HR directors absence, he may interview candidates for the post of a recruiter or an HR executive. Assessing employee performances and issuing disciplinary notices are some more important functions that are assigned to him. He may even act as an HR representative in several business conferences. He works with the top management executives in developing new programs and services related to employee management. If he has a wide expertise in the human resources field, he reviews employment procedures and recommends revisions to heighten the efficiency of the operations in a particular practice. There are also
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Human Resource Management 2011

some administrative duties which may be assigned to him, like maintaining the department's office area in a well-coordinated and professional manner. He also conducts employee training and development programs, and other general activities. For carrying out most of his responsibilities, he needs to maintain a database where he can store information about the policies and processes, employees, program schedules, and confidential company data. These are some of the most significant responsibilities that are included in the human resources coordinator job description. However, the obligations may vary largely according to the company he works in. The annual salary that human resources coordinators receive may depend upon their level of skill and expertise, educational qualification, and years of experience. Generally, they receive a salary of around $50,000-$60,000 per annum. There are ample career opportunities in the Human Resource Management (HRM) field due to the diversity in roles and responsibilities. Job Analysis Methods What is Job analysis? Job analysis refers to the systematic study of different jobs to understand the work activities, tasks and responsibilities that need to be undertaken by employees performing the job. Job analysis also defines the qualities and characteristics needed in order to ensure that the work performance of the employees reaches optimum levels. Job analysis methods helps ensure that the right candidate is hired for a job. In plain and simple terms, it is a systematic method to gather information, and identify those qualities that are needed in order to perform a job. When different types of job analysis methods are employed, the analysis is done on the basis of the demands of the job at that time and not as per the demands of the job if it were in another organization or as it was in the past. Job analysis is not a subjective study of just one person who is doing the job nor does it analyze thought processes or traits and aptitudes of a person. So what are the different job analysis methods advantages? The data that is made available to the organization after job analysis helps in the decision making process of the organization. It also serves as a way to help different organizations cope with the changes that occur as a result of the changes in technology and needs of the world. They need reliable information that can help them design profiles for various jobs. Not receiving complete
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information about a job can result in incorrect evaluation of the job that in turn, can result in unfair pay scales. Besides setting the pay scale of the organization, information obtained from different job analysis methods is useful in recruiting, planning of organizational hierarchy, designing jobs, training, settling grievances, and other such programs. It is also helpful in ensuring job satisfaction in employees. Common Job Analysis Methods There are many different job analysis methods employed to analyze the demands of the job. These methods include interviews, questionnaires, observation, investigations, etc. It is generally common for most professionals in human resources management to use a group of methods to analyze a job correctly. A human resource professional may actually observe employees to analyze the demands of their jobs and then interview the employees to understand what they believe that the job needs. This means that the person conducting the analysis uses both observation and interviews for the purpose of analysis. He may actually back these job analysis methods with employee surveys and meetings with psychologists in order to detail out the profile obtained as a result of job analysis. The different commonly used job analysis methods are described below. Observation: One of the most commonly used job analysis methods, a person trained for the job will observe the employee and make records of all the tasks he performs and the methods he employs to perform them. If the professional observing employs the method of continuous observation, then he will observe the employee for a long period of time which is specified and if he employs the method that is commonly called sampling, then he will observe different employees performing the same jobs across periods. Interview: As the name suggests, in this method the professional conducting the analysis interviews an employee trying to understand the different skills that the employee needs to use in order to perform his job. It is generally advisable to interview more than one person to get a reliable pool of data for this method of analysis as the answers to the questions asked will be subjective. You can also conduct group interviews where every employee contributes towards building the profile. This is one of the common job analysis
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Human Resource Management 2011

methods for police officers and other security and defense forces job profiling. Questionnaire: This is another of the commonly used job analysis methods, where the analyst frames a questionnaire with standard, structured questions that help identify the tasks related to the job and also the time they spend on performing the job. In this type of questionnaire, the employee sticks to answering the questions in the list. An open ended questionnaire will have the employee describing his job and tasks involved in the job in his own words. Other job analysis methods that are commonly used are critical incidents, wherein the analyst defines a job on the basis of the behavior needed to perform the job. Maintaining a diary is also a common method where employees are asked to record activities and tasks that they perform as a part of their job. Often experts are hired to provide information about the job profile and the characteristics needed in an employee performing the job. These are just some of the most commonly used job analysis methods. There are other more specialized methods that enable professionals to define the job better. Job Description 1. Job description is a written statement that defines the duties, relationships and results expected of anyone in the job. It is an overall view of what is to be done in the job. Typically it includes

Job Title Date Title of immediate supervisor

Statement of the Purpose of the Job

Primary Responsibilities List of Typical Duties and Responsibilities General Information related to the job o training requirements o tool use o transportation

Job description is the result of the Job Analysis. The main points that are included in the Job Description are as follows
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Human Resource Management 2011

The Designation, Department, Grade, Reporting to, Date of preparation, A brief description of the overall purpose of the Job, Responsibilities or tasks of the Job holder mentioned in a chronological order or in their order of importance.etc Job description remains fixed as it is agreed with the employee along with the offer letter where as only his KPI's change annually in consultation with the Job holder. Job descriptions clearly identify and spell out the responsibilities of a specific job. Job descriptions also include information about working conditions, tools, equipment used, knowledge and skills needed, and relationships with other positions. The best job descriptions are living, breathing documents that are updated as responsibilities change. The best job descriptions do not limit employees, but rather, cause them to stretch their experience, grow their skills, and develop their ability to contribute within their organization.
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Job descriptions are written statements that describe the: Duties Responsibilities Most important contributions and outcomes needed from a position Coworkers of a particular job

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A summary of the duties attributed to a job classification and the knowledge, skills and abilities required for performing satisfactorily in any position which is similarly classified. Documentation of a project participant's job title, supervisor. job summary, responsibilities, authority and any additional job factors. ... A written statement listing the elements of a particular job or occupation, e.g. purpose, duties, equipment used, qualifications, training, physical and mental demands, working conditions, etc.

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Human Resource Management 2011

Job Description for Human Resource Manager The job description of a human resource manager includes many different and interesting functions. He has to shoulder responsibilities such as recruitment, training, development, employee counseling and performance management. Nowadays the job of a human resource manager has become a specialized profession and requires highly qualified personnel for the position. Nature of Work The human resource manager has to be in constant touch with the employees of the company. He provides advice to the staff, supervisors and trains them in various aspects. He has to coordinate the process of recruiting and training. He needs to conduct employee performance reviews and should also inform the employees about the policies of the company. The need to keep employees informed in order to facilitate decision making is also one of the prime functions of the human resource manager. Responsibilities The job description of a human resource manager could be presented clearly through the explanation of his responsibilities. The responsibilities of a human resource manager are as follows.

The main responsibilities of a human resource manager includes conducting interviews, job postings and employee offers. He needs to keep in touch with recruitment agencies, local organizations, educational institutions, etc. To guide the managers and other employees in matters related to career development, staffing initiatives, employee relations, workplace ethics and performance management. For this to happen systematically, the manager may needs to conduct seminars, arrange meetings and provide the employees with suitable training. The human resource manager has to deal with the top management along with the staff and employees of the company. He acts as a bridge between these sections in order to facilitate smooth functioning of the operations of the company. The collection of HR metrics, analysis of the data, properly collating it, reporting the data and finally identification of
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trends is also one of the responsibilities of the human resource manager. He conducts orientation programs for employee motivation in order to direct them towards the organizational goals. Planning, supervising and coordinating the activities related to employment, labor relations, compensation and employee relations. Designing and organizing employee training programs for safety issues, language training and health, etc. Investigation and reporting of the industrial accidents if any, that take place in the company. Conducting exit interviews during employee terminations and resignations. In order to determine the reasons or causes behind personnel problems, the human resource manager needs to analyze the statistical data and generate reports. Based on the reports generated, he can provide recommendations to improve company policies. Designing, developing and administering special projects like savings bond programs, pay equity, employee awards, day care, etc., are also some of the additional responsibilities of a human resource manager. The human resource manager has to study and understand the arbitration decisions, legislation and collective bargaining contracts in order to assess the trends in the industry.

The human resource manager has to shoulder many different responsibilities in a company. Apart from the routine work, he has to be proactive in his approach towards dealing with employees and the management. The communication skills that he has mastered over the years play an important role in maintaining the balance between the employee demands and the company obligations. In short, the role of a human resource manager is crucial in any company. The above article provides in short the job description for human resource manager. The responsibilities in the field of human resource management are however unlimited, and the human resource manager should always be ready to work in a dynamic and 24/7 work environment. Job Specification
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Job Specification is an analysis of the kind of person it takes to do the job, that is to say, it lists the qualifications. Normally, this
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would include is an analysis of the kind of person it takes to do the job, that is to say, it lists the qualifications. Typically this would include

Degree of education Desirable amount of previous experience in similar work Specific Skills required Health Considerations

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Job Specification is the qualities and abilities which the Job holder is required to possess in order to obtain that particular Job or it is the minimum requirement to perform that particular job satisfactorily. A document summarizing the basic purpose of a job, nature of work, examples of typical duties and minimum qualifications for a job. The job specification is used by the Classification Analyst to match the duties of a position to the most appropriate job title. A statement of the minimum acceptable qualifications that an incumbent must possess to perform a given job successfully. Derived from job analysis, it is a statement of employee characteristics and qualifications required for satisfactory performance of defined duties and tasks comprising a specific job or function. Job Specifications are details and descriptions about a job that serve as a thumbnail view of the job.

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Self Evaluation for Performance Review Self evaluation performance review can really be a tight rope walk. You have to look at yourself neutrally, analyzing your work. You have to balance between correctly portraying what you have been really good at as well as areas where you might have lagged behind. Scroll down to know more about evaluating your own performance. Has anyone ever asked you how do you perceive yourself? Was it difficult to answer this or was it really easy? If it was difficult, it
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might be the case that you perhaps are not able to look at yourself objectively, or have not given it a thought. If it was easy, that means you know yourself and can look at yourself objectively. In today's world, you cannot afford to not know yourself, your strengths and weaknesses. It is going to be a big help in the corporate world where you may be asked to evaluate your performance yourself. As employee performance evaluation is an important aspect in the professional arena. Never mind, if you are a little lost on this, all about self evaluation performance review is coming your way. Why Self Performance Evaluation? To start off, self evaluation leads an employee to concurrent introspection, which in turn helps the employee to assess his progress, review goals and delve on job, career and growth. Moreover, it is a stock taking of sorts of an employee's quality and quantity of work by himself, goals and performance enhancement and future plans for career growth. How to Write an Effective and Powerful Self-Evaluation Step #1 Reserve some part of your day for this work. Ensure that no matter what happens you work on self evaluation and try and finish the whole process in a week. Mention your accomplishments objectively, where you think you have contributed to the company. Anything which you might have done going out of the way for your company will be a good idea to add here in the performance appraisal. Step #2 If you have worked really hard (please be honest here) for the company then have no qualms about praising yourself. At the same time, be humble. Usage of strong action verbs like produced, received, managed, created and so on will have a positive impact on the self evaluation for performance review. Read more on employee performance appraisal. Step #3 Have a clear description of your job responsibilities and mention your nature of daily work. If you worked on a project, state precisely if you handled it solo or as a part of the team. If it was the latter, describe about your effective communication skills, team
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adaptability, and focus on achievement of objectives. Step #4 As mentioned earlier, pen down your major achievements for your company. Let the evaluation reflect that you can apply your knowledge to the best of your abilities and do your job well. Your contribution might be a small one, but if it has augured well for the company, mention it. This is one of the secrets to an effective performance review. Read more on writing a self evaluation. Step #5 Have a good detailing of your overall performance, including your strengths, future aims, growth and development. If somewhere down the line, you feel your skills are not being utilized to the fullest, may be you can put a word related to being involved in a project or a job responsibility which you would find more challenging. This will add teeth to your self evaluation for performance review. Step #6 To close the self evaluation performance review, state what you can do and have done towards the growth of the company and create new and more business opportunities.

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