HUMAN RESOURCE MANAGEMENT
Job Analysis Report by Aimi Syairah
Aimi Syairah │ https://ump.academia.edu/AimiSyairah TABLE OF CONTENT
1.0
Introduction ..................................................................................................................... 3
2.0
Job Analysis Outline ....................................................................................................... 4
3.0
Job Description ............................................................................................................... 5
4.0
Job Analysis .................................................................................................................. 11
5.0
Job Analysis for Jobs of Study...................................................................................... 14
6.0
Advertainment Channel for Recruitment ...................................................................... 16
7.0
Job Advertisement Poster ............................................................................................. 19
References ................................................................................................................................ 23
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Introduction Job analysis is the process of describing and recording aspects of jobs and specifying the skills and other requirements necessary to perform the job. The main purpose of conducting job analysis are:
To prepare job description and job specification that further give conclusions for job evaluation. To hire the right quality of workforce into the organization at right place, with the right skills.
In the field of Human Resource (HR), job analysis is often used to gather information for use in personnel selection, training, classification, compensation and salary. There are several ways to conduct a job analysis, including:
Group interviews Diary method Observation Interviews with incumbents and supervisors Questionnaires (structured, open-ended or both) Gathering background information such as duty statements or classification specifications
However, none of these methods can give 100% perfect results hence in job analysis conducted by Human Resource professionals, it is common to use more than one of these methods or a combination of these methods to come out with the best results. For example, the job analysts may tour the job site and observe workers performing their jobs. During the tour, the analyst may collect materials that directly or indirectly indicate required skills (duty statements, instructions, safety manuals, quality charts, etc.). The analyst may then meet with a group of workers or incumbents. Finally, a survey may be administered. In these cases, job analysts typically are industrial/organizational psychologists or Human Resource Officers who have been trained. The following job analysis report illustrates the steps involved to identify the important tasks, knowledge, skills and abilities that necessary to perform the job of study. The job analysis that we conducted is also a combination of two methods. Two jobs from service sector were chose in this study; Administrative Assistant and Customer Service Representative and another two job from technical sector; Mechanical Technician and Maintenance Engineer. The questionnaires are attached with the report.
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Job Analysis Outline
Jobs under study
Service Customer care representative Administrative assistant
Technical Mechanical technician Maintenance engineer
Job Analysis Methods
Job Description
Job Specification
Job Advertainment Channel
Job Advertisement Poster
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Job Description
Job category
Service
Job title
Administrative Assistant
Job family
Administration
Division
Clerical
Department
Management
Position
Full-time
Job code
33416
Report to
Admin Officer
Job description
Responsibilities
Job specifications
Perform a variety of administrative and clerical tasks Provide support to the managers and employees Assist in daily office needs Manage the company’s general administrative activities Answering and directing phone calls Organize and schedule appointments Plan meetings and take detailed minutes Write and distribute email, correspondence memos, letters, faxes and forms Assist in the preparation of regularly scheduled reports Maintain a filling system Update and maintain office policies and procedures Order office supplies and research new deals and suppliers Maintain contact lists Book travel arrangements and submit expense reports Proven experience as an administrative assistant or office assistant Knowledge of office equipment, like printers and fax machines Proficiency in MS Office (MS Excel and MS Power Point) Excellent time management skills and ability to prioritize work Attention to detail and problem-solving skills Strong organizational skills with the ability to multi-task Additional qualification as an admin assistant or secretary/ high school diploma
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Aimi Syairah │ https://ump.academia.edu/AimiSyairah Job category
Service
Job title
Customer Care Representative
Job family
Customer Service
Division
Clerical
Department
Operations
Position
Full-time
Job code
42222
Report to
Team Leader
Job description
Responsibilities
Job specifications
Responsible for providing excellent customer care and maintaining strong professional customer relationship via phone and other media Assist customer with new orders, advise status of orders, furnishes information on new products Communicate change in customer delivery schedules and routing, including order deadline and delivery status Courteously and promptly resolves customer questions and problems or properly refers them to appropriate personnel Remain in compliance with established performance metrics that support the desired customer experience and assisting in populating data into the Customer Care Relationship Management (CRM) Provides support with populating other data tracking tool that provides department leadership dashboard statistics Complete related records, reports and documentation Assumes responsibility for the accurate entry of customer orders received orders by phone, fax, electronically and by email, confirming that the order meets the minimum dollar amount. Maintaining customer account information utilizing business systems (WBS, UBS, CRM) and other established department systems, tools, and documents. Processes orders for order deadline, including data entry and remain available in the call queue to answer inbound calls. Experienced in customer service, call centre and system implementation Willingness to acquire knowledge of company products and sales policies and procedures Proficient in MS including Excel, Word and Outlook Excellent communication skill, both verbal and written Pleasant phone manner Attention to detail
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Aimi Syairah │ https://ump.academia.edu/AimiSyairah Job category
Technical
Job title
Mechanical Technician
Job family
Engineering
Division
Mechanical
Department
Mechanical Engineering
Position
Full-time
Job code
31121
Report to
Supervising Mechanical Technician
Job description
Responsibilities
Oversee work completed by contract engineering techs, internal maintenance, and outside contract trades during all aspects of equipment installation and conversion such as demolition, construction, installation, testing, and debug of production equipment. Perform troubleshooting, process start-up, design, and documentation of Mechanical and Electrical Systems for new or modified production equipment. Read and interpret existing documentation to complete drawing packages, installation checklists, machine part lists, illustrations, and machine specs of production equipment. Provide direction to technicians to create and modify existing documentation to complete drawing packages, installation checklists, machine part lists, illustrations, and machine specs of production equipment. Assist with mechanical equipment designs and layouts which meet Corning Machine Drafting Standards on CAD based formats. (AutoCAD® 2014, Inventor 2014) Ongoing Tasks Read and interpret mechanical and electrical installation checklists and schedules. Oversee, as appropriate, the usage of these systems. Procure and expedite materials for new or modified equipment. Specify or recommend vendors, and maintain close liaison between vendor and plant. Assist with re-design mechanical components to reduce installation cost, solve equipment interferences, and correct inadequate designs. Prepare work orders and direct maintenance personnel and outside contract trades in the fabrication, assembly, testing, and installation of equipment. Create, review, and update installation documentation and drawings as required.
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Oversee initial equipment set-up and debug up to the point of turnover to operations. Interface with all departments, as necessary, to ensure efficient use and operation of equipment. Redline existing drawings and follow-up with drafting services or oversee draftsmen as required to resolve design issues. Provide third-level troubleshooting support, directing contract engineering techs, and trades as necessary to replace defective components and execute changes in design solve equipment/process issues.
Project Tasks: Provide troubleshooting support in assigned areas. Take personal responsibility for all aspects of overseeing equipment installation crews. Provide training to contract engineering techs, internal maintenance, and outside contract trades on new equipment installation procedures as required for successful execution of installation activities. Analyse and correct equipment installation practices to improve efficiencies, specifically directed toward enhancing installation schedules. Develop cost reduction plans for the improvement of installation projects. Provide sketches or marked-up drawings as dictated by project and evolutionary equipment needs. Complete documentation packages to meet customer requirements. Ensure updated documentation exists in assigned areas. Job specifications
Equipment or software experience preferred: AutoCAD® 2014, Inventor 2014, Windows7, MS Office suite including Power Point, Excel, Word, PC based systems, Pneumatic systems and schematics, Motion Control systems, Automated equipment systems experience Skill or work style preferred: Ability to work well with varied job requirements, ability to work well with people essential, presentation skills highly desirable, well organized, ability to handle multiple priorities, results oriented. Unique or special requirements: Strong practical hands-on mechanical aptitude (All positions require time on the floor working on equipment), electro-mechanical troubleshooting ability, proficient with pneumatic and electrical schematics, process variable understanding: flow, temperature, rate, pressure, level.
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Aimi Syairah │ https://ump.academia.edu/AimiSyairah Job category
Technical
Job title
Maintenance Engineer
Job family
Engineering
Division
Maintenance
Department
Maintenance
Position
Full-time
Job code
21429
Report to
Maintenance Manager
Job description
Responsibilities
Planning and undertaking scheduled maintenance Responding to breakdowns Diagnosing faults Repairing equipment Supervising engineering and technical staff Obtaining specialist components, fixtures or fittings Managing budgets Maintaining statistical and financial records Ensuring compliance with health and safety legislation Creating maintenance procedures Managing stocks of supplies and equipment. Participate in or lead detailed accident and incident Investigations. Follow inspection, reliability, and maintenance activities to oversight that they meet or exceed corporate, jurisdictional, and compliance requirements. Engage site safety initiatives to support an injury-free work environment First point of contact for assigned production area equipment issues and reliability improvements. Technical support for operations and daily maintenance work, in-house or contracted work. Assist operations in troubleshooting technical equipment issues. Prioritize corrective action resolution of area top ten list equipment bad actor list Contributing to the development and communication of repair plans to maintenance and operations that meet RAGAGEP and improve overall reliability. Recommend and optimize PMs to improve life cost and effectiveness.
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Job specifications
Assist planner and operations in coordination and preparation for planned shutdowns. Participate on area capital project teams as Maintenance Representative, as needed. Facilitate RSD (spares, reliability strategy) process for new assets, include operations, EHS, RE, and SRE. Utilize SRE to perform statistical analysis on bad actor equipment and processes. Assist in developing scope for Reliability projects for execution by The Reliability Project manager. Assist and support training of mechanics and operators on reliability concepts, repair procedures, and equipment operations. Assist planners in technical details of repair plans. Communicate technical issues and path forward to management. Follow on site and off site fabrications and repairs to oversight adherence to corporate design and construction standards and RAGAGEP. Monitor KPIs (RCFAs, RCFA action items, leak WO, Winterization WO, etc.). Support maintenance spending process through assisting in prioritizing work orders for the areas assigned. Track or estimate any efficiencies gained through operational changes. (i.e. scope containment, PM rightsizing) Formal Engineering Degree Level or equivalent 3 years + working in a manufacturing environment Familiar with project management gained in a manufacturing environment Familiar with reliability and maintenance principles such as PM and PdM approaches, TPM, RCM. Familiar with fabrication, inspection, and repair requirements of API, ASME, NBIC and state/local regulations Some knowledge of damage mechanisms leading to equipment failure
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Job Analysis
Method of Job Analysis
Description
Questionnaires
Expert incumbents or supervisors often respond to questionnaires or surveys as a part of job analysis. These questionnaires include task statements in the form of worker behaviours. Subject matter experts are asked to rate each statement form their experience on a number of different dimensions like importance to overall job success, frequency performance and whether the task must be performed on the first day of work or can be learned gradually on the job. Unlike the results of observations and interviews, the questionnaire responses can be statistically analysed to provide a more objective record of the components of the job. To a greater and greater extent, these questionnaires and surveys are being administered online to incumbents.
Interviews
Interview is a method to collect a variety of information from an incumbent by asking the incumbent to describe the tasks and duties performed. It is essential to supplement observation by talking with incumbents. These interviews are most effective when structured with a specific set of questions based on observations, other analyses of the types of jobs in question, or prior discussions with human resources representatives, trainers, or managers knowledgeable about jobs. The advantage of this method is allowing the incumbent to describe tasks and duties that are not observable. However, the incumbent may exaggerate or omit tasks and duties.
Observations
Direct observation is especially useful when jobs consist mainly of observable physical activities—assembly-line worker and accounting clerk are examples. On the other hand, observation is usually not appropriate when the job entails a lot of mental activity– lawyer, design engineer. Nor is it useful if the employee only occasionally engages in important activities, such as a nurse who handles emergencies. And reactivity – the workers changing what he or she normally does because you are watching can also be a problem. Managers often use direct observation and interviewing together. One approach is to observe the worker on the job during a complete work cycle. The cycle is the time it takes to complete the job; it could be a minute for an assembly line worker or an hour, a day, or longer for complex jobs. Here you take notes of all the job activities. Then, after accumulating as much information as possible, you interview the worker. Ask the person to clarify points understood and to explain what other activities he or she
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Aimi Syairah │ https://ump.academia.edu/AimiSyairah performs that you didn’t observe. You can also observe and interview simultaneously, asking questions the worker performs his or her job.
Direct observation of incumbents performing their jobs enables the trained job analyst to obtain first-hand knowledge and information about the job being analysed. The observation method of job analysis is suited for jobs in which the work behaviours are 1) observable involving some degree of movement on the part of the incumbent, or 2) job tasks are short in duration allowing for many observations to be made in a short period of time or a significant part of the job can be observed in a short period of time, or 3) jobs in which the job analyst can learn information about the job through observation. Jobs in which the observation method is successful include: Machine Operator/Adjuster Construction Worker Police Officer/Patrol Officer Flight Attendant Bus Driver Housekeeper/Janitor Skilled Crafts Worker
Advantages The trained job analyst can obtain first-hand knowledge and information
about the job being analysed. Other job analysis methods (such as the interview or questionnaire) only allow the job analyst to indirectly obtain this information. Thus, with other methods of job analysis, sources of error (omissions or exaggerations) are introduced either by the incumbent being interviewed or by items on the questionnaire. With direct observation of the incumbent, these sources of error are eliminated. Direct observation allows the job analyst to see (and in some cases
experience)
the
work
environment,
tools
and
equipment
used,
interrelationships with other workers, and complexity of the job. Direct observation of incumbents may be necessary to support testimony if
the incumbent or applicant for the job has sued the employer. A job analysis is necessary to support personnel actions that were taken. However, the job analysis may be of limited value if the job analyst has not seen the incumbent
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Aimi Syairah │ https://ump.academia.edu/AimiSyairah perform the job. In other words, relying solely on the incumbent's description of their job may not withstand scrutiny in a court of law. Testimony about jobs personally done is direct testimony and not subject to
hearsay rules. Disadvantages The presence of an observer may affect the incumbent causing the
incumbent to alter their normal work behaviour. It is important for the analyst to be unobtrusive in their observations. Incumbents may alter their work behaviour if they know they are being observed. This method is not appropriate for jobs that involve significant amounts of
time spent in concentration or mental effort. Participant
Another approach is to ask workers to keep a diary/log of what they do during the
Diary/Logs
day. For every activity he or she engages in, the employee records the activity (along with the time) in a log. This can produce a very complete picture of the job, especially when supplemented with subsequent interviews with the worker and the supervisor. The employees, of course might try to exaggerate some activities and underplay others. However, the detailed, chronological nature of the log tends to mediate against this. Some firms take a high tech approach to dairy/logs. They give employees pocket dictating machines and pagers. Then at random times during the day, they page the workers, who dictate what they are doing at that time. His approach can avoid one pitfall of the traditional diary/log method: relying on workers to remember what they did hours earlier when they complete their logs at the end of the day.
Electronic
Work Profiling System (WPS) is designed to help employers accomplish human
Analysis
resource functions. The job analysis is designed to yield reports targeted toward
Method
various human resource functions such as individual development planning, employee selection, and job description. There are three versions of the WPS tied to types of occupations: managerial, service, and technical occupations. The WPS is computer-administered on-site at a company. It contains a structured questionnaire which measures ability and personality attributes in areas such as Hearing Skills, Sight, Taste, Smell, Touch, Body Coordination, Verbal Skills, Number Skills, Complex Management Skills, Personality, and Team Role.
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Job Analysis for Jobs of Study Method of Job Analysis
Job of Study Questionnaires
Interview
Observation
Participant
Electronic
Diary/Logs
Analysis
Justification Other than keeping a diary or log, an administrative
Administrative Assistant
assistant can also be interviewed to achieve a successful job analysis It is important for an admin assistant to keep track of her/his every activity on a log book or system as
her/his job scope is mainly to provide support, assist, plan and managing the company’s general admin activities. In order to make sure there is no missing sight of her/his work in the log book, an interview can be carried out to ensure that every detail activities were acknowledge precisely by the job analyst. A customer care representative’s job scope is
Customer Care Representative
mainly dealing with customers; to communicate,
assist and provide support to the customers where their manners and attitude towards the customers are crucial elements to ensure a good company’s profile
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Aimi Syairah │ https://ump.academia.edu/AimiSyairah Observing her/his job may give a good respond to the job analyst because it involves a short period time of observation in a short duration of work She/he can be directly evaluated based on their attitude towards the customers, respond to their enquiries and requests and also the time taken to solve any problems related to the customers Mechanical
The scope of work of a mechanical technician
Technician
involved short duration job tasks where many observations can be done in a short period of time Observation method allows the job analyst to see the work environment, tools and equipment used
and also complexity of the job on the spot After the observation, the job analyst can continue with an interview with the worker to clarify the point understood The interview also aimed to explain what other activities that were not observed during the work Questionnaires method is suitable for expert
Maintenance Engineer
incumbents like a maintenance engineer
It focuses on the job success and performance and also on the worker’s behaviour which is an important element for an engineer
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6.0
Advertainment Channel for Recruitment Advertainment is an advertising strategy that appeals to the audience by engaging them using entertaining mediums, such as songs, movies, television, games, and electronic communication. Advertainment was first developed in the mid-1990s as a response to technology that recorded television shows, allowing the watchers to skip the commercials. Advertisers were paying for air time, but were reaching a smaller audience. There are several channels of advertainment that are applicable in the country, as shown in the following pie chart:
Recruitment Channels Distribution 20% 37%
Company Career Site Job Notification of Agent LinkedIn Career Pages
17%
Online Groups (LinkedIn, Yahoo, Google+, etc.) Employer Reviews (Glassdoor,Vault, Great Rated!)
15%
11%
Career sites have been popular research tools for job seekers of all ages and both genders, for years. Candidates expect far more from the company’s site than they used to and expect to find the vacancy instantly. A recruiting company should provide a readily available career site and has all the features and information candidates look for. Easy to find, modern design and compatible to the company’s overall look are some of the important features to seek for a candidate’s attention. Keep the company’s career website at the leading edge of candidate experience will increase the visibility as an employer and leave a good impression on potential applicants.
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Aimi Syairah │ https://ump.academia.edu/AimiSyairah Job alert are a sign of high engagement with the employer brand and can provide a lot of information within a notification. Candidates opt-in to these notifications, so they have already researched the company and have a strong interest in working. LinkedIn is by far the most popular social professional network, with over 414 million members and millions of company pages. Almost one third of The Talent Board’s respondents chose LinkedIn Career Pages as a top source of job opportunity research. Its popularity with candidates and its insights into both passive and active candidates, make it an indispensable tool for tech-savvy recruiters. Next on candidates’ list of valuable research channels was online groups, typically those within social networks like LinkedIn and Google+ or online communities like Reddit. The opportunity to connect with fellow job seekers, or those gainfully employed, who share a common interest or skill is very appealing to candidates today. Employers who successfully engage with, or even create, some of these groups without becoming too heavy handed can create a space to build connections with potential applicants and spread their employer brand. Some of these channels may sound relatively simple to focus on. However, the Talent Board found that over the last year, employers have been reducing their investments in social media (and mobile). At the same time, many employers have been increasing their investments in job boards and career fairs, neither of which came close to the top five choices for candidates. Their research also found that 76% of candidates prefer to conduct job opportunity research across multiple channels. The candidates’ recruiters are after are increasingly independent and motivated job seekers, eager to find opportunities through their own methods based on modern technologies. Talent acquisition strategies that want to proactively respond to these candidate preferences would do well to invest in the recruitment channels that candidates prefer, while continuing to build their employer brand and their online connections. Based on the pie chart above, it can be concluded that the needs for advertisement channel for recruitment may change according to the trend of technology from time to time. In order to find the most suitable method, a lot of marketing strategy research are required to be done. There some advertainment channels that might be suitable for job recruitment as listed in the following table:
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Advertainment Channels
Description/Reason The local paper often has a classifieds section where local jobseekers look to find their next career move. This is a good medium to use if the type of role that an employer’s advertising requires
Local newspaper
people who need to be based locally (e.g. young people who cannot drive/travel far for work). One of the downsides to advertising in the newspaper is that there’s often not a lot of space to fit a good job description and it can be expensive. There are many online job boards in Malaysia, some of the biggest are JobStreet and JobsMalaysia, but there are also some industryspecific boards that can help us target the right candidates. Online
Online job board
job boards have a very wide reach – anyone in Malaysia can search for jobs like us. Due to the reach of online job boards, we can be inundated with applications, leaving a lot of resumes to read through. Using a website to advertise the job can give a chance for a good candidate to be familiar with the company and understand the industry. This also gives the opportunity for good internal
Company
candidates to apply, if they don’t already know about the vacancy.
website/newsletter
If the role isn’t too controversial, include the ad (or a link) in the customer newsletter. This will likely be going to people who are involved in the industry in some way and helps to spread the word that we are hiring in the right networks. Social Media is another source of potential candidates. If a company has a Facebook page or Twitter feed, it can post a version of the advert (or a link) and encourage their ‘followers’ to share
Social media
with their networks. Professional networks, such as LinkedIn can be used to get the word out about the vacancy – encourage the colleagues and staff to share the ad to their networks too.
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Job Advertisement Poster
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Aimi Syairah │ https://ump.academia.edu/AimiSyairah References https://job-analysis.net/G011.htm https://www.citeman.com/3185-methods-of-collecting-job-analysis-information-2.html http://www.hr-guide.com/data/G012.htm https://job-analysis.net/G013.htm https://en.wikipedia.org/wiki/Job_analysis https://www.slideshare.net/misbah91/job-analysis-report-12007372?qid=3e9fe2d7-9332-405f-8d67be26db1df7db&v=&b=&from_search=2 https://www.careerbuilder.com/job/J3T54P6KFM4VGX05565?ipath=JRG24&searchid=7c447ddfcca3-43ba-937c-2943595589e6&siteid=cbnsv https://www.careerbuilder.com/job/J3M85X6M00FTQZ1YPYB?ipath=JRG38&searchid=99b5861a8f1e-4384-a878-6a83e8abd4f9&siteid=cbnsv https://www.careerbuilder.com/job/J3S3HW72NPSZJLBPPG2?ipath=JRG50&searchid=99b5861a8f1e-4384-a878-6a83e8abd4f9&siteid=cbnsv https://www.careerbuilder.com/job/J3G8F35YW530SXKZ81H?ipath=CBMTNRT&recid=TR73F99 D052E7647FDAAF3CB71A1188B34&siteid=cbnsv
http://study.com/academy/lesson/advertainment-examples-lesson-quiz.html https://www.jibe.com/ddr/by-the-numbers-5-recruitment-channels-you-should-optimize-in2016/ http://www.skillsroad.com.au/employers/recruitment-advice/advertising
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