How to Write a Job Description

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Job Description Workshop

description

Detail of How to write a job description

Transcript of How to Write a Job Description

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Job Description Workshop

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Contents

► About the Initiative

► Job Description – An Introduction

► How to write a Job description

► Next steps

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About the initiative

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About the initiative

► Define the job objective, broad responsibilities and Key Performance / Result Areas (KRAs) for the identified unique roles in the DGM and above level

Objective

► Role Directory for DGMs and above

► Guidance in identification of overlaps in jobs

► Reference document during recruitment on key expectations and

competencies required

► Document to be handed over to New joinees / Promotees to set expectation

► Reference document for Development planning

Benefits

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Job Description – An Introduction

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What is a Job?

A set of responsibilities that collectively achieve a given objective in an organisation

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What is a Job Description?

It is a formalized document that captures the primary responsibilities/ accountabilities and key result areas of a job

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Why do we need a Job Description?

1. Helps employees understand what they are expected to do on the job and

gives the job holder and the manager clarity and common understanding in

terms of expectations from the role

2. Ensures clearly defined responsibilities and accountability and guide

managers in work distribution

3. Articulates technical and behavioral skill requirements

4. Establishes a basis for recruitment and selection

5. Aligns individual performance to the achievement of organizational goals

6. Provides input into Training and Development

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What do Job Descriptions include?

1. Job Summary

i. Job Title, Grade, Department, Division, Complex, Location

ii. Reporting Relationship:

• Jobs Reporting to (Designation and Department)

• Jobs reporting into (Designation, department and number of Direct Reports)

2. Job Objective

3. Primary responsibility - Activities that a job holder is expected to perform (Strategic,

Operational, People, Financial)

4. Key Result Areas

5. External and Internal Interfaces

6. Desired (Educational) Qualifications

7. Desired Number and Nature of Experience

8. Functional, Behavioral competencies required

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How to write a Job Description?

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Job Summary

It covers the demographic data related to the job

CAUTION• Please don’t mention any names against Job Title

Job Title & Grade

State the functional title and against the function, state the grade, department ,division, complex and location with which the job is attached.

Department

Division & Complex (Or Corporate Office)

Location

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Job Summary

CAUTION• Please don’t mention any names against Job Title

Term Example

Job Title Deputy General Manager

Division/ Corporate Office DBG

Department Human Resources

Location Bangalore

Grade VII

It covers the demographic data related to the job

Complex/ Corporate Office Bangalore

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Reporting Relationship

Reporting toState the designation of job and its department to which this job reports to, both hierarchically and also for secondary reporting in the organizationFor secondary reporting put it in square brackets

Jobs Reporting into

State designation and department of subordinates reporting directly into the job.

Reporting Details

The designation of job to whom the job is reporting to

The designation of jobs that are reporting to this job

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Reporting Relationship

Jobs Reporting intoDGM Legal (2)Company Secretary (1)

• Please mention the designation and department of the job to whom your job is reporting to

• Please mention the designation and department of jobs reporting to you and within bracket mention the number of people of that designation reporting to you

Job reporting to CGM Legal

GM Legal

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Job Objective

► A short and accurate statement of WHY the position exists.

► It is generally in the form of 1 or 2 sentence/s.

► What part of the organization's total purpose is accomplished by this job?

► What is the job’s unique contribution to the organisation?

► What would not get done if this job did not exist?

► Why do we need this job at all?

Example: Head, Information Security

► To develop and manage

► …….an Information Security Management system

► …….to protect the bank’s information assets ,maintain confidentiality and integrity, and

preserve public confidence

To What /Whom

What is done

With What Outcome

OBJECT

RESULT

VERB

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Primary Responsibilities

The activities the job-holder needs to do to ensure that the key output is achieved

Ongoing tasks or activities that are undertaken or delivered on day to day basis

Include major supervisory responsibilities, job responsibilities, duties and tasks;

could either be outputs or activities depending on nature of role

It consists of a series of statements, each outlining all the above and identifying

"what", "why" and "how". All statements are to be related to the work to be

performed

Primary Responsibilities determine and record any function that takes up five

percent or more of employee's time.

Statements should identify the most predominant and significant duties

CAUTIONPlease include strategic, operational, financial and people related responsibilitiesPlease don’t include one-off responsibilitiesPlease don’t include any additional charge taken or some other responsibility which ordinarily doesn’t form a part of your jobPlease start all statements with an action wordPlease ensure that the primary responsibilities are 15 - 20 in number

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Sample Action Words

Develop Analyze Increase Check

Direct Achieve Install Collate

Establish Assess Maintain Distribute

Control Enforce Monitor Gather

Plan Evaluate Negotiate Operate

Prepare Forecast Propose Process

Identify Review Produce

Implement Specify Provide

Improve Set Submit

Policy Making/

Objective SettingExecution of Work Junior Tasks

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Primary Responsibilities

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Key Responsibility Areas

Refers to a set of individual performance measures that support the Organization/Division’s goals to be accomplished for the year. Each measure needs to have a clear success criteria spelt out in order to gauge achievement of the measure at the time of the review period.

Key Result areas ( KRAs) are critical achievements towards which effort is directed to support and achieve an Organization’s /Division’s strategy and desired business results

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Key Responsibility Areas should be..

SSpecific — Focused on a key outcome.

MMeasurable — Quantifiable or verifiable, so that it is clear whether the objective has been accomplished or not

AAttainable — Within control and limited so that it can be accomplished with a reasonable or stretch effort

RRelevant — Important to the job and to the function or department

TTime limited — Achievable within a specified time period

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Key Responsibility Areas

CAUTIONState all critical achievements required to deliver the department's or organization's desired business results.Please do not include primary responsibilitiesKRA should be outcome oriented, quantifiable and measurable; ensure that language of KRA leads to an end outcome or should result into something tangible that can be measuredThe language of KRA should be such that it should be possible to put targets against themFocus on cost, quality, timelines and quantity as key pillars while framing KRA Please do not put targets against KRA or during framing of KRAPlease do not put KRA that cannot be achieved during given financial year; instead put key milestones related to that KRAPlease include KRA that are currently not measured or for whom there is no MIS but which are critical in future and for whom measurement system can be set in a defined timeframePlease restrict the number of KRA to 8 in number

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External / Internal Interface

• The other jobs/stakeholders you need to interact with to execute your own job (WHO)

• These may be internal or external to the organization

Example of Interactions

Internal Interfaces

External Interfaces

• CFO • Press

• Head HR • Ministry

CAUTION• Please mention jobs and not departments in the ‘Interaction with’ column

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Job Requirements

Desired education•Should include minimum formal education (degrees), specialized training (certifications) and amount of experience desired for the job •Try and keep education and experience job related.•Please mention a) the minimum and necessary b) desirable education and experience •Please detach yourself from the job while framing education and experience;•Look it as requirements from a prospective job holder that you are advertising for recruitment

Desired experience

Functional/ Technical skills

•Should include the minimum technical/functional skills and level of knowledge and abilities necessary to perform the responsibilities of the position. •List down any specialized skills, special licenses or certification needed•Additional ‘desired’ or ‘nice to know’ skills or training can be included, but it should be noted that they are “desired, not required”

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Next steps

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Next steps…

► We will collate inputs from incumbents across locations

► We will finalize job descriptions, based on your input and leading practices in

the industry

► We will send the Job descriptions back to you for your validation. We will

keep the window open for 1 day from when you receive the Job description

from EY to provide your inputs.

► Post this the Job description shall be validated by your supervisor

► We estimate to submit the finalized job description by 30th October, 2015

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Thank You !