What is job analysis? Why is job analysis important?

The act of gathering and dissecting insights regarding a particular work, like
required responsibilities, everyday obligations, hard and delicate abilities,
capabilities, training, anticipated results, required connection (both interior and
outside), execution guidelines, working conditions, required actual capacities,
and nature of oversight, is known as job analysis. Simply saying, job analysis
involves a systematic process that collects all necessary information about a job.
It gives an overview of the qualities such as physical, emotional and human
qualities in order for the job to be done successfully. Job analysis is very significant
to ensure the right selection of an employee that best fits the job description. It
gives the employee a glimpse of what is expected or required of them to be
done. It is also helpful to the employer since it is used for selection and recruitment,
management of performance, picking remunerations and benefits, etc. The
determination of the fundamental job requirements at your business can assist
you with recruiting the perfect individuals for the job, build up aggressive
compensation ranges or competitive remuneration ranges, foster norms to gauge
representative execution or performance measurement, and ensure your
business is running as effectively as could really be expected. This course of
characterizing occupations is regularly known as job analysis.

Who is involved in the development of job analysis?

In the process of job analysis development, The Job Analysis may be
conducted by a member of the employer's Human Resources department that is
trained by a consultant or job analyst. This examination or analysis might be
related to the work occupant (if the position isn't empty), the office holder's
supervisor and potentially topic specialists (SMEs).

What is the product of job analysis?

Job analysis, sometimes referred to as “work analysis,” is a set of processes
for determining a job's substance in terms of the tasks it includes actions , as well
as the qualities or needs required to carry out those tasks. It gives informative data
to businesses to assist them in determining which individuals are the most excellent
match for certain positions. It specifies the duties, responsibilities, and abilities
required to complete a task. As the initial phase in the hiring process, a job analysis
should be completed. Data for a job analysis may be obtained from employees
via interviews or questionnaires, and the end result is a work description or
specification.
What are the qualitative and quantitative methods of job analysis, why use these
methods?
The qualitative job analysis methods are observation method, interview,
records, critical incidents, and job performance. The observation method is used
to obtain information on a job, and the analyst may speak with the supervisor or
workers on the job and ask questions. In an interview, its purpose is to gather
information. The job analyst calls the workers and supervisors in question and asks
them questions about the different occupations they perform. Records are
information gathered from the personnel department's record of facts about
employment and jobholders. In critical incidents, job applicants are requested to
recount occurrences related to the job based on their previous experience in this
approach. Lastly, job performance is having a firsthand understanding of the
work, and the job analyst does the job under investigation.
The quantitative methods of job analysis are the position analysis
questionnaire and management position description questionnaire. A positive
analysis questionnaire is a standardized, systematic job analysis questionnaire that
looks at the types and levels of work behaviors that a job necessitates rather than
the activities or technology involved. Management position description
questionnaire used to assess managerial jobs. It enables HR departments to
create new job training requirements, compensation ranges, and job groups.
What are questions and tools used in job analysis?
Job Analysis: Questionnaire
Work analysis questionnaires collect information on all elements that
impact how a job is done, including both internal and external influences.
These are the most common areas that questionnaires focus on:
1. Knowledge, skills, experience, and qualifications
2. Duties performed daily
3. Duties performed less frequently
4. Equipment and materials used for duties
5. Time spent on different job duties
6. Physical and emotional input
7. Level of job satisfaction
8. Salary and compensation
9. Work conditions
10. Additional comments
Although questionnaires are helpful in the beginning stages of the job analysis
process, they are insufficient in gathering data that is both trustworthy and
relevant. They only skim the surface of the subject of job analysis. In truth, surveys
have a number of drawbacks, including misunderstanding of questions, high non-
response rates, and incorrect information provided by participants. And
erroneous data is the polar opposite of what job analyzers strive for. Returning to
the scientific illustration. Questionnaires increase the sample size, but they do it in
a less real and hence less meaningful way.
Job Analysis: Tools
HR managers may use tools and approaches like the O*Net model, PAQ
model, FJA model, F-JAS model, and competence model to generate accurate
job descriptions and specifications. Despite the fact that they are not new, just a
few high-profile firms employ these specific tools and approaches. These
systematic techniques are not often used, but once understood, they show to be
highly beneficial for determining the value of any position in an organization.

O*Net Model: The benefit of this model is that it assists managers and job analyzers
in simultaneously listing job-related data for a big number of jobs. To some extent,
it aids in the collection and recording of basic and preliminary data, such as
educational needs, physical requirements, and mental and emotional
requirements. It also connects the degree of compensation, benefits, perks, and
benefits that will be offered to a prospective candidate for a specific job.
FJA Model: Functional Job Analysis (FJA) is a tool that aids in the collection and
recording of job-related data to a greater extent. It's used to create task-specific
statements. The technique, developed by Sidney Fine and his colleagues, aids in
determining the complexity of a job's duties and obligations. This work-oriented
technique is based on the relatedness of job-data, with the complexity of work
being determined on a scale of different scores assigned to each task. The lower
the score, the more difficult it is.
PAQ Model: The acronym PAQ stands for Position Analysis Questionnaire. This well-
known and widely utilized technique is used to examine a job by having job
occupants and their superiors fill out questionnaires. The method, which is
designed by a skilled and experienced job analyst, entails interviewing subject
matter experts and employees, as well as reviewing the questionnaires based on
those interviews.
F-JAS Model: Representing Fleishman Job Analysis System, it is a basic and generic
approach to discovering common elements in various jobs, such as verbal
abilities, reasoning abilities, idea generation, quantitative abilities, attentiveness,
spatial abilities, visual and other sensory abilities, manipulative abilities, reaction
time, speed analysis, flexibility, emotional characteristics, physical strength, and
so on.
Competency Model: This model talks about the competencies of employees in
terms of knowledge, skills, abilities, behaviors, expertise and performance. It also
helps in understanding what a prospective candidate requires at the time of entry
in an organization at a particular designation in a given work environment and
schedule. The model also includes some basic elements such as qualifications,
experience, education, training, certifications, licenses, legal requirements and
willingness of a candidate.
Job Scan: This method identifies personality traits and suggests a suitable job
model. Individual abilities such as intellect, experience, and physical and
emotional attributes of an individual required to accomplish a given profession
are not discussed.
Different tools can be used in different situations. Selection of an ideal job analysis
tool depends upon job analysis needs and objectives and amount of time and
resources.
What is the job description, and what are the different parts?
The job description must appropriately reflect the position's duties and
responsibilities. It creates a realistic picture of a job and answers the question,
"What does the person in this role truly do?" when well-written. A job description
not only explains the tasks of the position, but it also lays the groundwork for
attracting, developing, and retaining people, as well as setting the stage for
optimal work performance by explaining responsibilities, expected outcomes,
and performance evaluation. It's also crucial for guaranteeing legal compliance
and sustaining an equal compensation system. The document should be revisited
and updated in line with the annual performance evaluation cycle.
The job description contains sufficient information to describe major
responsibilities and essential functions as they exist today. They provide the
information necessary to classify the position, not the person; thus they are
“incumbent neutral” and not based on any specific quality of an incumbent
(such as knowledge, skills, abilities, performance, dedication, loyalty, years of
service, or degree). The document should not include every detail of how and
what work is performed so that it remains useful even when minor changes
occur. Job descriptions can be written as a joint effort between supervisor and
employee, but the supervisor must approve.
A job description contains the following components: job title, job purpose, job
duties and responsibilities, required qualifications, preferred qualifications and
working conditions.
Job Title
The Job Title is a brief description (1-4 words) of the job which reflects the content,
purpose, and scope of the job and is consistent with other job titles of similar roles
within Wright State University (University).
Examples include: Archivist, Associate Director Disability Services, Associate
Registrar, Director Student Health Services, Facilities Planner, Grants Accountant,
Budget Analyst, Instructional Designer, Manager Desktop Services, and Manager
Custodial Services.
Job Purpose
The Job Purpose provides a high level overview of the role, level and scope of
responsibility consisting of three or four sentences providing a basic
understanding, the “bird’s eye view” of the role. A concise summary of “why the
job exists?”
Job Duties and Responsibilities
This section contains a description of the duties and responsibilities assigned to the
job; also referred to as the essential functions. They describe the fundamental
nature of the job which occupies a large proportion of the employee’s
time. Some items to consider:

• Include explanatory phrases which tell why, how, where or how often the
tasks and duties are performed.
• Focus on outcome of tasks.
• Reference areas of decision-making, where one will influence or impact.
 • Identify areas of direct or indirect accountabilities.
• Describe the level and type of budgetary or financial responsibilities.
• Describe the nature of contact, the people contacted, and the extent to
which the incumbent will interact with others within and outside of the
University.
• List job duties that reflect the position requirements and ensure they are not
based upon the capabilities of any one individual.

Required Qualifications
This section lists the required level of job knowledge (such as education,
experience, knowledge, skills, and abilities) required to do the job. This section
focuses on the “minimum” level of qualifications for an individual to be productive
and successful in this role.
Education
Identify the educational qualifications that an employee must possess to
satisfactorily perform the job duties and responsibilities. State the educational
qualifications in terms of areas of study and/or type of degree or concentration
that would provide the knowledge required for entry into this position.
Experience
Identify the minimum number of full-time experience required in terms of years
and the type of work experience that an employee needs to be qualified for the
job. Should internships, undergraduate work experience, and graduate
assistantships be accepted levels of experience; this will need to be specifically
stated.
Knowledge, Skills, and Abilities
In stating required knowledge, include the level or depth of knowledge required
for entry into the position. The following definitions should be helpful:

• Working knowledge: sufficient familiarity with the subject to know basic

principles and terminology and to understand and solve simple problems.
• General knowledge: sufficient knowledge of a field to perform most work
in normal situations. The work calls for comprehension of standard situations
and includes knowledge of most of the significant aspects of the subject.
• Thorough knowledge: advanced knowledge of the subject matter. The
work calls for sufficient comprehension of the subject area to solve unusual
as well as common work problems, to be able to advise on technical
matters, and to serve as a resource on the subject for others in the
organization.
 • Comprehensive knowledge: requires complete mastery and
understanding of the subject. This term should be used sparingly and only
for unusually exacting or responsible positions required toPreferred
Qualifications

An expanded listing of the Required Qualifications which can be used to further

determine a person’s ability to be productive and successful in this job. These
Preferred Qualifications are “nice to have” but are not essential to carrying out
the day to day functions of the job. If included, the Preferred Qualifications can
focus on any or all of the following: education, experience, knowledge, skills and
abilities.
NOTE: For classified jobs, the University does not list preferred qualifications.
Working Conditions
Identify the working conditions and physical demands that relate directly to the
essential job duties and responsibilities to be compliant with the Americans with
Disabilities Act. Describe the type, intensity (how much), frequency (how often),
and duration (how long) of physical or mental capabilities required. Consider the
following:

• Environment, such as the office or outdoors.

• Exposures encountered, such as hazardous materials, loud noise, or
extreme heat/cold.
• Essential physical requirements, such as climbing, standing, stooping, or
typing.
• Physical effort/lifting, such as sedentary - up to 10 pounds; light - up to 20
pounds; medium - up to 50 pounds; heavy - over 50 pounds.
• Indicate if required to work weekends, nights, or be on-call as a regular part
of the job.
• Travel requirements.
• Emergency staff designations
• originate hypotheses, concepts, or approaches.

What is the job specification, and what are the different parts?
 A job specification defines the knowledge, skills and abilities that are
required to perform a job in an organization. Job specification covers aspects like
education, work-experience, managerial experience etc. which can help
accomplish the goals related to the job. Job specification helps in the recruitment
& selection process, evaluating the performance of employees and in their
appraisal & promotion. Job specification, along with job description, is actually
derived from job analysis. Collectively, job specification and job description help
in giving an overview of the job in terms of its title, position, roles, responsibilities,
education, experience, workplace etc.
Components of Job Specification
There are many parameters which are considered while giving the job
specification for a certain profile.
1. Educational Qualification
This parameter gives an insight on how qualified a certain individual is. It covers
their basic school education, graduation, masters degree, other certifications
etc.
2. Experience
Job specification clearly highlights the experience required in a particular domain
for completing a specific job. It includes work experience which can be from a
specific industry, position, duration or in a particular domain. Managerial
experience in handling and managing a team can also be a job specification
criteria required for a particular position
3. Skills & Knowledge
This is an important parameter in job specification especially with knowledge and
skill based profiles. The higher the position in a company, the more niche the skills
become and more is the knowledge required to perform the job. Skills like
leadership, communication management, time management, team
management etc. are mentioned.
4. Personality traits and characteristics
The way in which a person behaves in a particular situation, handles complex
problems, generic behaviour etc. are all covered in the characteristics of a job
description. It also covers the emotional intelligence of a person i.e how strong or
weak a person is emotionally
Example:
What are the issues, challenges, and problems of job analysis? What are the
techniques that will help overcome the issues, challenges, and problems?

No process can be completely accurate and fully serve its purpose. Job
analysis is no exception. This process involves many methods, tools, plans, and a
lot of human effort. However, they may be appropriate considering several
factors, including the organization's requirements, time, effort, and financial
resources. Since all processes, methods, and tools for job analysis are developed
only by people, they usually have real problems.

Problems with Job Analysis and the techniques that will help overcome the
difficulties:
 • Lack of Management Support: The most serious issue emerges when the job
analyst does not receive enough managerial assistance. To improve
process results or performance, top management must convey this to
middle-level managers and staff. Employees may misunderstand and
begin looking for alternative possibilities if they receive wrong or poor
communication, and they may believe that this is being done to terminate
them or take action against them.
o To avoid such situations, top management must effectively
communicate the right message to their officials.
• Lack of Cooperation from Employees: When it comes to collecting reliable
and accurate job data, it is nearly impossible to get real and accurate data
without the support of employees. If they don't want to collaborate or
cooperate, then doing the job analysis process will be a huge waste of
time, money, and human effort.
o The need is to take the workers in confidence and communicate that
it is being done to solve their problems.
• Inability to Identify the Need of Job Analysis: If the objectives and needs of
the job analysis process are not properly identified, the entire research
effort and research execution will be useless.
o Managers must decide in advance why this process is taking place,
what its goals are, and what to do with the collected and recorded
data.
• Biasness of Job Analyst: A balanced and unbiased approach is a necessity
while carrying out the process of job analysis. To get real and reliable data,
the analyst must be unbiased in his approach.
o If this cannot be avoided, you are better off outsourcing the process
or hiring a professional analyst.
• Using Single Data Source: Collecting data from a single source can lead to
inaccuracies and thus negate the entire purpose of performing the job
analysis process.
o A job analyst needs to consider more than one source of data in
order to collect true information.

What is Philippine Standard Organization Classification? When and how to use this
standard?
The Philippine Standard Industrial Classification (PSIC) is a detailed
classification of industries prevailing in the country according to establishments'
kind of productive activities. The 2009 PSIC was patterned after the UN
International Standard Industrial Classification (ISIC) Rev. 4 but modified to reflect
national situation and requirements. The PSIC was revised to (1) reflect changes
in economic activities, the emergence of new industries, and the structure of the
economy (2) to take into account the new technologies employed which affect
the organization of production and shifting of economic activities and (3) to
realign with the ISIC revisions for purposes of international comparability.
The PSIC serves as a guide in classifying establishments according to their valuable
economic activity for financial analysis.
• It serves as a framework for data collection, processing, and compilation
to ensure uniformity and comparability of industrial statistics produced by
various entities in both government and private sectors, including those
involved in statistics and research activities.
• It provides an effective mechanism for integrating large numbers of
statistics being collected for decision-making and policy formulation.
• It serves as a basis in the construction of the input-output (I-O) table.
• It provides a basis for anticipating the emergence of new industries.
The 2009 PSIC provides a Summary of Classification Scheme which presents a list
of sections, divisions and their corresponding number of groups, classes, and
subclasses, and a Detailed Classification presenting a hierarchy of categories of
industries such as:
• 21 sections (one-digit alphabetical codes)
• 88 divisions (2-digit codes)
• 245 groups (3-digit codes)
• 520 classes (4-digit codes)
• 1,271 sub-classes (5-digit codes)

What is Job design definition, nature, benefits and approaches?

Outlining the task, duties, responsibilities, qualifications, techniques, and

connections necessary to execute the specified set of functions is job design. In
other words, job design covers the work components and the pattern of
employee interaction, intending to meet the jobholder's organizational and social
requirements. The objective of a job design is to arrange the work in such a
manner so as to reduce the boredom and dissatisfaction among the employees,
arising due to the repetitive nature of the task. There are several important
methods and techniques that the management uses while designing the jobs.
These are:

While designing the job, the following aspects are to be taken into the
consideration:

1. The foremost requirement for a job design is to define clearly the task an
individual is supposed to perform. A task is the piece of work assigned to
the individual and who has to perform it within the given time limits.
2. The management must decide on the level of motivation that is required
to be enforced on an individual to get the work completed successfully.
Thus, the managers must design the jobs that motivate his employees.
3. The managers must decide critically on the amount of resources that needs
to be allocated to perform a particular type of a job. Thus, the efforts should
be made to make an optimum utilization of organizational resources while
designing the job so that the organization does not suffer any dilemma due
to the shortage of its resources.
4. When the jobs are assigned to the individual, he agrees to do it because of
the rewards attached to it. Thus, the manager must include in the job
design the compensation, bonuses, incentives, benefits and other
remuneration methods for the employees.

Thus, the job should be designed with the intent to find a fit between the job and
its performer, such that the job is performed efficiently, and the performer
experiences satisfaction while performing it and gives his best efforts towards its
completion
 Job Interview Questions with Answers

1. 1.Your name and position

-Arjay P. Boclaras - General Manager Coffee House / Cafe
Restaurant

2. Would you please summarize the overall purpose of your job?

-As a General Manager Am I the overall responsible for the
operations and that includes; Manpower (Hiring,On Boarding and Training)
Supplies, Promos, and Operation Management (Revenue, Sales
Target,Paperworks and Reviews)

3. What are the specific tasks and activities you do in your job?
-Prepares Team Schedule - Ensures Enough Daily Supply - Ensure
Promos are Updated - Ensure Monthly Target - Ensure Readiness of the Store
for Operations ( Cleanliness, Supplies and etc. )

4. You have stated the tasks specifically included in your job. Do you perform
tasks beyond your job or activities that are not included in the job
description? If so, describe.
-Yes, as A General Manager do work beyond my job descriptions to
encourage team members to initiate extra miles not because it is required
but it can mold a person’s talent in areas that his/her not god at.

5. What are the eligibilities for this job? What educational attainment is
required for this job? If you did training and workshops for this job, how are
you trained for this job? Can you share details regarding your training?
-College Degree preferably major in Hotel and Restaurant
Management but not required - Managerial Experience in same field
atleast 5years and above - We do inhouse Trainings atleast 1-3months in
Coffee Tasting, Frothing Milk, Latter Art, Coffee Bean Tasting of different
beans around the world.

6. What are the required skills and knowledge needed to perform this job?
-Extensive Skills and Knowledge about coffee

7. How is your work environment? Can you describe your work environment?
 -It is a Friendly and toxic free environment.

8. Are you in the position, or do you have the authority to approve or reject
the work of others?
-Yes, including those who are in the management team.

9. In case of absenteeism, who is responsible for the takeover of your role?

-The Supervisor or the OIC of the day

10. What is the most challenging part of this job? How do you deal with it?
-Most challenging part is the team management. To deal with it. You
must have all the Patience, Good listening skills, Empathy and integrity

11. Are there physical exertions required for this job? (walking, standing, etc.)
-Yes, it is an 8hours standing set up

12. What kind of decisions do you make? What decision can you make without
referral to supervisory employees?
-Management Decision Matter; Staff Hiring, Team Huddle, Staff
disciplinary actions, Implementations Marketing Promotions,

13. How serious is it to have errors on this job, and who is affected if errors are
committed? How important is this job to the organization?
-Errors mostly on taking orders. Inventory and Supplies may affect It is
important to do the job at it best possible to gain patron customer that will
result to increase in sales revenue.

14. What are the safety and health conditions concerning your job?
-Since we handle hot brew. Precaution on handling hot orders.
Proper Handling of coffee machine Wet and Slippery floors precautions.

15. How much is the average salary of your position? Are you satisfied with it?
Around 30-40k, satisfied.
 Job Analysis: General Manager of Yahava KoffeeWorks Singapore
Company: Yahava KoffeeWorks Singapore
Position: General Manager
Industry: Food Industry
Location: SIngapore

Job Description:

● Overall lead person

● Provision of marketing strategies monitor sales performance

● Monitors cost accumulation, monitoring of stocks and ordering to avoid

stockouts.
● In charge of food safety requirements and ensures product quality
● Monitoring of non-managerial employees
● Focuses on customer satisfaction and Provide solutions to customers query
● Giving customers information towards service time and special deal offers.

● Develop strategic productivity optimization plans

● Assess and enhance organizational efficiency by building processes,

monitoring personnel and fostering a highly motivated working
environment.

● Search for development and expansion possibilities through new business

partnerships

● Provide assistance and feedback to help others enhance certain areas of

expertise

Duties and Responsibilities:

• Prepares Team Schedule
• Ensures Enough Daily Supply
• Ensure Promos are Updated –
• Ensure Monthly Target
• Ensure Readiness of the Store for Operations ( Cleanliness, Supplies and
etc.
• Check your daily activities, set weekly performance targets and ensure
that they are achieved as you achieve your personal goals.
 • Recruit, integrate and educate people with high performance to
accomplish sales, profitability, market share and business plan goals
• Keep project schedules so that activities are completed on time
• Develop, execute and manage the allocation of budgets and resources

Job Type: Full time

Shift: Morning Shift

Job Specification:

Qualifications:
• College Degree preferably major in Hotel and Restaurant Management
but not required - Managerial Experience in same field at least 5years and
above
• Inhouse Trainings atleast 1-3months in Coffee Tasting, Frothing Milk, Latter
Art, Coffee Bean Tasting of different beans around the world.
• Good leadership skills
• Excellency in oral and written communication
• 18 years of age and above not exceeding 60 years old
• Proficiency in computer (Microsoft Applications such as MS word, MS
excel, MS Powerpoint, etc)
• Atleast 3 years of Experience in a managerial role or similar
•
Experience and Skills:
• Extensive Skills and Knowledge about coffee
• Manager for 5 years
• Received award for best tasting coffee in Singapore.
• Excellent time management skills.

Salary: As per company standards and with an average of 40,000 in Philippine

currency.
Job Design
Who What Where Whe Why How
n
Arjay P. • Prepares Yahava 8am Includes Encoura
Boclara team KoffeeWor – management ge team
s - schedul ks, 6pm decision matter. members
Genera e Singapore • Staff hiring to initiate
l • Ensures • Team huddle extra
Manag enough • Staff miles not
er for 10 daily disciplinary because
years supply actions it is
• Ensure • Implementati required
promos ons in but to
are marketing mold a
updated promotions person’s
• Ensure talent.
monthly
target
• Ensure
readines
s of the
store for
operatio
ns
(includes
cleanlin
ess,
supplies,
and
etc.)
Job Redesign
Job redesign initiative Potential feedback
• Increasing managerial and • Feedback quality
supervisory feedback
performance
• Employee trainings every three • Skill utilization
months to learn new techniques
such as coffee art and frothing
milk
• Departmental visits • Removing task obstacles