Department of Human Resource Management, University of Jaffna

BBAH 3113: Human Resource Planning and Staffing

Lecturer: Dr.Thaneswary Raveendran

Date: 11 July 2021

JOB ANALYSIS
Learning Objectives
After the completion of the topic, the students will be able to
1. Define the concept of job analysis
2. Describe the process of job analysis
3. Explain the purposes and uses of job analysis
4. Identify the sources of information for job analysis
5. Diiferentiate job description and job specification

Introduction
Job Analysis is a method by which pertinent information is obtained about a job. It is a
detailed and systematic study of information relating to the operation and
responsibilities of a specific job. Job analysis as can be defined as the process of
determining, by observation and study, and reporting pertinent information relating to
the nature of a specific job. It is the determination of the tasks which comprise the job
and of the skills, knowledge, abilities and responsibilities required of the worker for a
successful performance and which differentiate one job from all others.

Job analysis provides the following information:

 Job Identification: Its title, including its code number;

 Significant Characteristics of a Job: It location, physical setting, supervision,

union jurisdiction, hazards and discomforts;

 What the Typical Worker Does: Specific operation and tasks that make up an
assignment, their relative timing and importance, their simplicity, routine or
complexity, the responsibility or safety of others for property, funds, confidence
and trust;

 Which Materials and Equipment a Worker Uses : Metals, plastics, grains,

yarns, milling machines, punch presses and micrometers;

 How a Job is Performed: Nature of operation - lifting, handling, cleaning,

washing, feeding, removing, drilling, driving, setting-up and many others;

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  Required Personal Attributes: Experience, training, apprenticeship, physical
strength, co-ordination or dexterity, physical demands, mental capabilities,
aptitudes, social skills;

Methods of collecting job analysis data

 Observation
 Interview with job holder
 Interacting with experts in the field
 Gathering information with past performers
 Seeking consultants
 Performing the job.
 Critical incidents
 Interview- individual & group
 Panel of experts
 Diary method
 Questionnaire
 Structured & Unstructured

Purposes and uses of job analysis

A comprehensive job analysis programme is an essential ingredient of sound personnel
management. It is fundamental to manpower management programmes because the
results of job analysis are widely used throughout the programmes. The information
provided by job analysis is useful in almost every phase of employee relations.

1. Manpower Planning :
It is helpful in organizational manpower planning. It defines labour needs in concrete
terms and coordinates the activities of the work force, and clearly divides duties and
responsibilities.

2. Recruitment and Selection :

By indicating the specific requirements of each job (i.e., the skills and knowledge), it
provides a realistic basis for hiring, training, placement, transfer and promotion of
personnel.

3. Wage and Salary Administration :

By indicating the qualifications required for doing specified jobs and the risks and
hazards involved in it, it helps in salary and wage administration. Job analysis is used
as a foundation for job.

4. Performance appraisal:
The job analysis information is used for employees’ performance appraisal.

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5. Training and development
Based on the job analysis information the training and development needs are
identified.

6. Compensation management
Job analysis information is vital for compensation decisions.

Steps involved in Job analysis

1) Collection of background information: Organisation charts, class specification &
existing job description
2) Selection of representative position to be analyzed: In order to analyze – selecting a
representative position.
3) Collection a job description: On features of the job, required employee behavior &
human requirement
4) Developing a job description: Contents of jobs in term of function & operations as
given in job description
5) Developing a job specification: Converting job description into job specification
Describes – Personal qualities, traits, skills, knowledge & background for getting job
done.
6) Developing employee specification: Conversion of job specification into employee
specification, which includes, physical qualification, educational qualification and
experience.

Methods of collecting job analysis data

 Observation
 Interview with job holder
 Interacting with experts in the field
 Gathering information with past performers
 Seeking consultants
 Observation
 Performing the job.
 Critical incidents
 Interview- individual & group
 Panel of experts
 Diary method
 Questionnaire
 Structured & Unstructured

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Outcomes of Job Analysis
The information obtained from job analysis is classified into three categories.
– Job description
– Job specification
– Job evaluation

Job Description
• A job description is a written statement of the duties, responsibilities, required
qualifications and reporting relationships of a particular job. The job description is
based on objective information obtained through job analysis.
• Job description acts as an important resource for
– Describing the job to potential candidates
– Guiding new hired employees in what they are specifically expected to do
– Providing a point of comparison in appraising whether the actual duties align with
the stated duties.
Job description includes the following details
Job title
Occupational code
Reports to
Job on Supervise
Grade level as on date
Duties and responsibility
Job characteristics

Job specification
Job specifications specify the minimum acceptable qualifications required by the
individual to perform the task efficiently. Based on the information obtained from the
job analysis procedures, job specification identifies the qualifications, appropriate
skills, knowledge, and abilities and experienced required to perform the job. Job
specification is an important tool in the selection process as it keeps the attention of the
selector on the necessary qualifications required for that job.

It includes the following details

 Job title
 Gender
 Experience
 Qualification
 Location of the job
 Physical health
 Education
 Appearance
 Special abilities
 Special knowledge and skills
 Other details

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JOB DESIGN

Job analysis helps in developing appropriate design of job to improve efficiency and
satisfaction. Job design is the process of deciding on the contents of a job in terms of
its duties and responsibilities, on the methods to be used in carrying out the job, in terms
of techniques, systems and procedures and on the relationships that should exist
between the jobholder and his superiors, subordinates and colleagues. It is a deliberate
and systematic attempt to structure the technical and social aspects of work so as to
improve technical efficiency and job satisfaction. Job design is an attempt to create a
match between job requirements and human attributes. It involves both organizing the
components of the job and the interaction patterns among the members of a work group.
The main objective of job design is to integrate the needs of the individual and the
requirements of the organization. Needs of employees include job satisfaction in terms
of interest, challenge and achievement. Organizational requirements refer to high
productivity, technical efficiency and quality of work. Today, educated and creative
employees demand well-designed jobs. Therefore, increasing attempts are being made
to redesign jobs so as to improve the quality of working life. A systematic body of
knowledge on the designing of jobs has been developed after the Industrial Revolution
and the large scale enterprises.

Discussion questions
1. Define the term job analysis
2. What are the outcomes of job analysis
3. Differentiate job description and job specification
4. Prepare job description and job specification for a selected job/ position of an
organization
5. Explain how job analysis information helps in recruitment, selection, training and
compensation management.