Job Analysis Importance in Creating Job Description
1). Job role refers to a collection of tasks assigned to a position in a company/organization.
According to Bowin and Harvey (2001), job analysis refers to a systematic collection of job-related information including, in particular, specific tasks, duties and responsibilities relating to a job, and the knowledge, skills, abilities and other characteristics required to perform it.
Job analysis information is useful in the development of a job description. There are several methods to conduct job analysis, this include; Observation, interviews, questionnaires, functional job analysis, check list, use of existing job descriptions manual to name but a few (Safdar, R., Waheed, A., &Rafiq, K. 2015).
To conduct a Job analysis for the position of a cook at the Exchange Hotel, I will use observations, interviews and reference to the existing Job description manual. For interviews, I will interview the immediate supervisor of the job and other cooks to get the details on the scope of work for the role. I will then refer to existing job description to be able to validate and build up on the information given during interviews.
Job Description
Cook
Reports to: Kitchen Supervisor
Direct Reports: N/A
Overall Job purpose.
This position is responsible forproducing quality food for customers by following the set procedures to ensure food is available at the right time.
Duties and Responsibilities
- Responsible timely preparation meals and refreshment;
- Ensure cleanliness of the kitchen ,equipment and utensils;
- Place orders for suppliers
- Investigate customer complaints and address promptly.
- Ensure quality of meals and refreshment.
Qualifications
- Diploma in Catering from a reputable institution.
- Three (3) years of relevant work experience.
2). Key activities in recruitment
- Identification of the vacancy
- Conduct job analysis and prepare a job description
- Identify the personnel specifications required for the job
- Draft the advert
- Determine the media to use in advertising
Key activities in Selection
- Receive applications
- Conduct screening of the applications received vis a vis the job requirement and prepare a shortlist
- Prepare preliminary interviews for the shortlisted candidates
- Select the best candidates
- Carry out Psychometric assessments
- Conduct reference check
- Job offer.
Key activities in Induction
- Develop an onboarding plan
- Fill out all the required administrative documents and ensure they are signed
- Plan for Induction sessions
3). The top decision makers mainly do approval for advertisement of a job in a company. Companies that have a board of directors as the top decision makers will get the approval from the board of directors’ .In other companies, a Managing Director/Chief Executive Officer or General Managers will approve the job advert (Wadee, Z. 2011).
4). Policies and procedures provide guidance on how certain activities in an organisation would be conducted. For recruitment and selection, I will need to refer to the hotel’s recruitment and selection policy and procedure manual before developing an advertising strategy so as to ensure compliance .
Sample Advertisement
Job Advertisement!
Exchange Hotel is a renowned hotel in provision of quality and delicious meals at affordable prices. To adequately cater for the growing number of customers, the hotel is seeking to fill a position of a cook.
Overall Job purpose.
Reporting to the Kitchen Supervisor, the cook will be responsible for competently producing quality food for customers by following the set procedures to ensure food is available at the right time.
Methods of Conducting Job Analysis
Duties and Responsibilities
- Responsible timely preparation of meals and refreshment;
- Ensure cleanliness of the kitchen ,equipment and utensils;
- Place orders for suppliers
- Investigate customer complaints and address promptly.
- Ensure quality of meals and refreshment.
Qualifications
- Diploma in Catering from a reputable institution.
- Three (3) years of relevant work experience.
Interested applicant should submit his/her CV and Letter of application via email [email protected] by 30 June 2018, 1200hrs.
5). To ensure that this advert reach out to as many people as possible, I will use Internet and print media for advertisement. For Internet, I will post the job on the Hotel’s website and social media pages. According to Kroon & Paauwe (2013), internet can be a cheaper alternative as compared to other modes of advertisement and its reach is also wide. For print media, I will place the advert on the most popular and widely read newspaper.
- The job description for the position
- The interview date ,time and venue
- Candidate Background information and Curriculum Vitae (CV)
- Interview questions and guide
- Criteria for evaluation
6).
- Technical capability to perform the job
- Personal presentation and attributes
- Candidates Academic/Educational qualifications
- Candidate’s experience on the job
7). According to Bas, A. (2012), there are various legislations that prohibit discrimination against group of people. Such legislations include but not limited to International Labor laws, Civil Rights acts of 1964 and other various state and federal antidiscrimination laws. Having non-discriminatory practices during the interviewing process will increase the level of satisfaction by the applicants on the transparency of the process (Ravi & Lakshmi, 2011)
8). The following are the required candidate documentation;
- Personal Data
- Employment/Experience data
- Extra-curricular data
- Compensation/Salary Data
- References
- Candidate summary
9). According to Roberts, R. (2016), an employment contract can be defined as a statement of agreement between an employee and employer stipulating the terms and conditions of employment.
Some of the information provided in an employment contract include but not limited to; compensation and benefits, leave days earned by an employee, working hours, job description for the employee to mention but a few.
10). When a new employee joins an organisation, it is prudent as Human Resource Officer to introduce the new employee to other employees. As a Human Resource Officer, you need to inform the staff members about the position the new employee will hold and provide a brief summary about the employee and request the staff members to accord the new employee the needed support to be able to deliver effectively (Hazlett, B., &Pascasio, A. (1963).
11).
- Letter of offer
- Staff data form/Personal information form
- Employment contract
- Payroll form
- Medical form
- Policy and procedures declaration form
- Code of Conduct
When a new employee joins, as a Human Resource Officer, I will be required to conduct onboarding sessions for the employee to familiarize him/her with the organisation and introduce him/her to other staff members just as dictated by Guidelines for induction of employees (2018).
12).
Dear Andrew John ,
Subject: Application for the position of a Cook at Exchange Hotel
Thank you for your interest and for taking time to apply for the position of a Cook at Exchange Hotel.
We regret to inform you that you were unsuccessful at this time as the experience and background of other candidates matched the requirements of the role more closely. However, with your permission, we can keep your CV in our database for future reference in case of availability of another vacancy that matches your qualification.
We wish you well in all your endeavors
Best Regards,
Miriam Whitney
Human Resource Officer
Exchange Hotel
13). For effective scheduling of all candidates, I will develop an interview schedule that allocates all candidates an equal amount of interview time and then share the schedule with the selection panel on time to give room for preparation (Al-Kassem, A. 2017).
References:
Al-Kassem, A. (2017). Recruitment and Selection Practices in Business Process Outsourcing Industry. Archives Of Business Research, 5(3). doi: 10.14738/abr.53.2180
Analysis of Job Management Method Oriented by People-Post Matching. (2016). International Journal Of Science And Research (IJSR), 5(2), 378-380. doi: 10.21275/v5i2.nov161084
Bas, A. (2012). Strategic HR Management: Strategy Facilitation Process by HR. Procedia – Social And Behavioral Sciences, 58, 313-321. doi: 10.1016/j.sbspro.2012.09.1006
Guidelines for induction of employees – Recruitment to jobs at Brookes – Directorate of Human Resources – Oxford Brookes University. (2018). Retrieved from https://www.brookes.ac.uk/services/hr/handbook/recruitment/induction_new_employees/guidelines_induction.html
Hazlett, B., &Pascasio, A. (1963). Chapters Report on Recruitment Activities: A Primer for Recruitment: To the Editor. Physical Therapy, 43(10), 731-733. doi: 10.1093/ptj/43.10.731
Kroon, B., &Paauwe, J. (2013). Structuration of precarious employment in economically constrained firms: the case of Dutch agriculture. Human Resource Management Journal, 24(1), 19-37. doi: 10.1111/1748-8583.12024
Roberts, R. (2016). Employment contracts. BSAVA Companion, 2016(4), 14-15. doi: 10.22233/20412495.0416.15
Safdar, R., Waheed, A., &Rafiq, K. (2015). Impact Of Job Analysis On Job Performance: Analysis Of A Hypothesized Model. Journal Of Diversity Management (JDM), 5(2). doi: 10.19030/jdm.v5i2.9569
Sree Lakshmi. J, S., & Dr. A. Ravi, D. (2011). Evaluation of the Satisfaction Level of E-Recruitment Process for it Industries at Bengaluru. Indian Journal Of Applied Research, 3(2), 230-233. doi: 10.15373/2249555x/feb2013/78
Wadee, Z. (2011). Partnership streamlines Nokia recruitment process. Strategic HR Review, 10(4). doi: 10.1108/shr.2011.37210daa.006
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