Job Analysis: Job Description and Specification

Before understanding what job analysis is all about, it’s better to understand the terms related to job analysis. These are task, position, job and occupation.
Task: A task is defined as an action or a course of action done to produce desirable results. A task is part of a set of actions which accomplish a job, problem or assignment. So task is the unit for any specified job.
Position: A position is the group of similar tasks and responsibilities assigned to a particular. Position is commonly identified by the job title. Positions are defined on the basis of department or sector to which a particular belongs. Position of a person in marketing sector is different to that of finance.
Job: A group of positions those are similar at the level of work. Sometimes position = job, this is because no similar job exists. For example, there may be one personal manager in a small business because there is no similar position in that organization. Also we take large banks into account, there are many cashiers (one job) but works or tasks may not be similar (many positions).
Occupation: Occupation is the group of jobs that are similar within a particular industry or a country. Thus it is the category of work found similar in many firms. For example, Manager in banks has different jobs in comparison to Manager of an event.
TASK POSITION JOB OCCUPATION
Job Analysis may be defined as the analyzing a concerned job and determine in detail the particular objectives and requirements and relative importance of these duties. Job analysis is the process where judgments or decisions are made on the data collected on a job. There are many ways to collect data, the most common are interviewing persons on the job or watching the working environment through camera.
The job analysis may include these activities:
• reviewing the job responsibilities of current employees,
• doing Internet research and viewing sample job descriptions online or offline highlighting similar jobs,
• analyzing the work duties, tasks, and responsibilities that need to be accomplished by the employee filling the position,
• researching and sharing with other companies that have similar jobs, and
• articulation of the most important outcomes or contributions needed from the position.
The aspects of job analysis include: job description and job specification
1. Job Description: Job description is an organized, factual statement of the duties and responsibilities of a specific job. Thus it is the appropriate and authorized content of a job. Typically, they also include to whom the position reports, specifications such as the qualifications needed by the person in the job, salary range for the position, etc. Job descriptions are usually developed by conducting a job analysis, which includes examining the tasks and sequences of tasks necessary to perform the job. The analysis looks at the areas of knowledge and skills needed by the job. Normally job description today is meant for advertising purpose. Also, it is used to produce the ethics, rules and regulations practiced within an organization.
Effective Job description should:
 Indicate the scope and nature of the work.
 Should be clear regarding the work of the position, duties etc.
 Definition of unusual terms.
 The kind of work to be performed and degree of complexity.
 The degree of skill required.
 The extent of workers responsibility for each phase of work.
 Salary levels: Pay, D.A and other allowances and bonus.
 Supervision given and received.
 Conditions of work: location, time, speed of work, accuracy, health and accident hazards.
Job Description: What the job actually is!
• Job Specification: Job specification is judging and selecting a prospective candidate for a specific job. It is the written statement of qualifications, traits, physical and mental characteristics that a candidate must possess to qualify for the job and discharge his responsibilities effectively. Thus job specification should include
 Degree of education
 Desirable amount of experience in previous job.
 Specific skills required.
 Health considerations.
Job specifications should be able to specify the following specifications:
 Physical specifications: This includes the physical qualifications or capacities that vary on the job category. These include height, weight, age, weight lifting capacity, hearing capacity, machine operating conditions etc.
 Mental Specifications: This includes normally the ability to perform mathematical calculations, judgment ability, reading ability, degree of concentration etc.
 Emotional and Social Specifications: These hold importance for the post of manager. These include emotional stability, flexibility, social adaptability in human relationships, personal appearance including dress, posture etc.
 Behavioral Shape: Plays an important role in selecting candidates for higher level of jobs in the organizational hierarchy. This include research, creativity, self-reliance, dominance etc.