HRM2601
Assignment 2: workbook 4-8
2021
Question 1
Amanda has come to you for help with allocating tasks, drawing up an organisational structure, and determining
staff compensation.
Outline the process Amanda will utilise to determine the job requirements of an administrative clerk. You are
required to also identify and define the other HR activities that need to be performed. (10)
Included in the Job requirements for the Job description and specification is the following :
• Job Title
• Job Purpose
• Job Duties and Responsibilities
• Percentage Week Year
• Required Qualifications
• Education
• Experience
Once the job openings have been identified, the recruiter determines the type of person needed for each job. This
is done by reviewing the job analysis information (particularly the job descriptions and job specifications) and
considering comments from the manager
Question 2
Identify and describe the steps you will have to follow in the job analysis process. (8)
• Job analysis is a systematic way to gather information about the content, context and the human
requirements of jobs.
• Job analysis is the process by which management investigates tasks, duties and responsibilities of the
jobs within the organisation.
• Job analysis is also known as job review or job classification.
Importance of job analysis
• Many organisations that are undergoing change (restructuring, downsizing etc.) job analysis and
subsequent changes in the job descriptions are a core management issue. HR professionals need to
overhaul existing job reincludes to reflect the new realities.
Programme implementation
• Job Analysis primary function is to collect and process information.
• The creation and implementation of job analysis varies from firm to firm.
• The standard format in conducting a job analysis includes:
1. Committee Review
2. Information collection
3. Choosing a Job Analysis Method
4. Product Completion and updating
1. Committee Review
• Best way to initiate an effective programme is through a representative committee.
• Participants include:
✓ Representatives from labour unions
✓ Representatives from all major departments
✓ Members from the professional bodies of which employees are members of
• Assigned committee members should understand the standard operating procedures within the
organisation.
• Must be able to work in a team
• Must make critical decisions in choosing job analysis method and the important job elements that
must be evaluated.
, • Must have the commitment and support of both the employees and supervisors.
2. Information collection
• Remember that JA is a systematic investigation into tasks, duties and responsibilities of one or more
job. When analyzing a job, background research must always be among the first steps to be
undertaken.
• Information involving job content is collected, analysed and interpreted.
• Ways to collect the information:
✓ Site observation
- Observing people @ work
- Pinpoints precise detail about timing complexity of various task and duties
- Gather information about workflow, work conditions, product efficiencies, material and
equipment used
- Assess the actual tasks that make up the job
- Problem – can only be used with jobs that are easily measurable
✓ Work sampling
- Job analyst randomly sample the content of a job
- Useful in repetitive, mostly menial jobs like clerical or service delivery
✓ Interviews
- Interview with the job incumbent or the job supervisor
- One-on-one interviews
- This method is valuable when primary purpose of JA is to design performance appraisal
standards or identifying T&D needs
- Disadvantage - time spend to interview
✓ Diaries
- Job holder asked to keep a diary
- Advantages: its cost effective, comprehensive info on duties conducted and time spend on
each duty, personal gratification from workers
- Disadvantages: time necessary to complete entries, not able or reluctant to complete,
employees may be bias and add more tasks to their jobs.
✓ Questionnaires
- Faster and easier than an interview
- Standardized results
- Specific information about jobs in organisation
- Disadvantage – expensive method
✓ Specific Methods (techniques)
- The Position Analysis Questionnaire (PAQ): Determines jobs in terms of worker activities
- Functional Job Analysis (FJA): Used to analyse what workers do on their jobs in relations to
three work domains namely; things, data and people
- The common metric questionnaire (CMQ)
- Work profiling system (WPS): Contains three different questionnaires and these
questionnaires relate to the following groups:
➢ Managerial / professional
➢ Service / administrative
➢ Manuel / technical
3. Information Review
• To assemble and review the collected information
• This review is done with employees and job analysis committee
• The Job Analyst compile first draft document
✓ The analyst must make sure that the data is factually correct’
✓ Clear picture of job represented
✓ Achieved by checking with employees and management
✓
4. Product completion
Tasks Responsibilities Duties
Assignment 2: workbook 4-8
2021
Question 1
Amanda has come to you for help with allocating tasks, drawing up an organisational structure, and determining
staff compensation.
Outline the process Amanda will utilise to determine the job requirements of an administrative clerk. You are
required to also identify and define the other HR activities that need to be performed. (10)
Included in the Job requirements for the Job description and specification is the following :
• Job Title
• Job Purpose
• Job Duties and Responsibilities
• Percentage Week Year
• Required Qualifications
• Education
• Experience
Once the job openings have been identified, the recruiter determines the type of person needed for each job. This
is done by reviewing the job analysis information (particularly the job descriptions and job specifications) and
considering comments from the manager
Question 2
Identify and describe the steps you will have to follow in the job analysis process. (8)
• Job analysis is a systematic way to gather information about the content, context and the human
requirements of jobs.
• Job analysis is the process by which management investigates tasks, duties and responsibilities of the
jobs within the organisation.
• Job analysis is also known as job review or job classification.
Importance of job analysis
• Many organisations that are undergoing change (restructuring, downsizing etc.) job analysis and
subsequent changes in the job descriptions are a core management issue. HR professionals need to
overhaul existing job reincludes to reflect the new realities.
Programme implementation
• Job Analysis primary function is to collect and process information.
• The creation and implementation of job analysis varies from firm to firm.
• The standard format in conducting a job analysis includes:
1. Committee Review
2. Information collection
3. Choosing a Job Analysis Method
4. Product Completion and updating
1. Committee Review
• Best way to initiate an effective programme is through a representative committee.
• Participants include:
✓ Representatives from labour unions
✓ Representatives from all major departments
✓ Members from the professional bodies of which employees are members of
• Assigned committee members should understand the standard operating procedures within the
organisation.
• Must be able to work in a team
• Must make critical decisions in choosing job analysis method and the important job elements that
must be evaluated.
, • Must have the commitment and support of both the employees and supervisors.
2. Information collection
• Remember that JA is a systematic investigation into tasks, duties and responsibilities of one or more
job. When analyzing a job, background research must always be among the first steps to be
undertaken.
• Information involving job content is collected, analysed and interpreted.
• Ways to collect the information:
✓ Site observation
- Observing people @ work
- Pinpoints precise detail about timing complexity of various task and duties
- Gather information about workflow, work conditions, product efficiencies, material and
equipment used
- Assess the actual tasks that make up the job
- Problem – can only be used with jobs that are easily measurable
✓ Work sampling
- Job analyst randomly sample the content of a job
- Useful in repetitive, mostly menial jobs like clerical or service delivery
✓ Interviews
- Interview with the job incumbent or the job supervisor
- One-on-one interviews
- This method is valuable when primary purpose of JA is to design performance appraisal
standards or identifying T&D needs
- Disadvantage - time spend to interview
✓ Diaries
- Job holder asked to keep a diary
- Advantages: its cost effective, comprehensive info on duties conducted and time spend on
each duty, personal gratification from workers
- Disadvantages: time necessary to complete entries, not able or reluctant to complete,
employees may be bias and add more tasks to their jobs.
✓ Questionnaires
- Faster and easier than an interview
- Standardized results
- Specific information about jobs in organisation
- Disadvantage – expensive method
✓ Specific Methods (techniques)
- The Position Analysis Questionnaire (PAQ): Determines jobs in terms of worker activities
- Functional Job Analysis (FJA): Used to analyse what workers do on their jobs in relations to
three work domains namely; things, data and people
- The common metric questionnaire (CMQ)
- Work profiling system (WPS): Contains three different questionnaires and these
questionnaires relate to the following groups:
➢ Managerial / professional
➢ Service / administrative
➢ Manuel / technical
3. Information Review
• To assemble and review the collected information
• This review is done with employees and job analysis committee
• The Job Analyst compile first draft document
✓ The analyst must make sure that the data is factually correct’
✓ Clear picture of job represented
✓ Achieved by checking with employees and management
✓
4. Product completion
Tasks Responsibilities Duties
