Documentation of Personnel Required

Documentation of Personnel Required

Draft a Job Description

Creating a job description is a key step in the recruitment process. It is important to know what your requirements are, and potential candidates need the necessary information to determine whether they are suitably skilled to apply. It can also help you determine whether a full or part-time member of staff is required.
The number and type of applicants who respond to your position vacant advertisement will depend upon the quality of your job description. It is crucial for providing the platform from which the job is defined.
Dear students,
In this lesson we will be discussing the nature of information and documentations required as a foremost step of requisi-tioning people- the foundation, as you are aware being the job description and person specification. Let us first try to under-stand what is job analysis.
You must understand that Job analysis provides the basis for determining what types of information should be obtained from the applicant, from previous employers, and from other sources. Even though many companies are laying off substan-tial portions of their workforces, employee selection is a vital part of HRM. Personnel selection is important in the building of a productive workforce. Determining the qualifications of job candidates requires that as much information as possible be obtained from the candidates and other sources. It is important for you to understand that the information that is collected should be relevant for to the job and sufficiently reliable and valid. HR practitioners should have an understanding of job requirements to permit an analysis of application forms, employment tests, interviews, and reference checks of indi-vidual candidates.

Job Analysis is

‘The process of collecting, analyzing and setting out informa-tion about the content of jobs in order to provide the basic for a job description and data for recruitment, training, job evaluation and performance management. Job analysis concen-trates on what job holders are expected to do.’ (Armstrong)

Case Example

People Management, 6 March 1997, described work set, a job analysis system developed by Belbin. Work set uses color-coding to classify work and working time into seven types.
Blue: tasks the job holder carries out in a prescribed manner to an approved standard
Yellow: individual responsibility to meet an objective (results, not means)
Green: tasks that vary according to the reactions and needs of others
Orange: shared rather than individual responsibility for meeting an objective
Grey: work incidental to the job, not relevant to the four core categories
White: new or creative undertaking outside normal duties
Pink: demands the presence of the job holder but leads to no useful results

Methods of Collecting Job Analysis Data

You should know that a variety of methods are used to collect information about jobs. None of them, however, is perfect. In actual practice, therefore, a combination of several methods is used for obtaining job analysis data. These are:
Job performance: In this method the job analyst actually performs the job in question.
Personal observation: The analyst observes the worker(s) doing the job.
Critical incidents : The critical incident technique (CIT) is a qualitative approach to job analysis used to obtain specific, behaviorally focused descriptions of work or other activities. Here the job holders are asked to describe several incidents based on their past experience. The incidents so collected are analysed and classified according to the job areas they describe.
Interview: The interview method consists of asking questions to both incumbents and supervisors in either an individual or a group setting.
Questionnaire method : The questionnaire is a widely used method of analysing jobs and work. Here the jobholders are given a properly designed questionnaire aimed at eliciting relevant job-related information.
Please refer to the questionnaire attached at the end of the lesson. This will give you an insight into how information regarding job is collected through a questionnaire. The job analysis is used to develop the job description and person specification. What is job description??


Job description. A job description sets out the purpose of a job, where it fits in the organisation structure, the context within which the job holder functions and the principal accountability of job holders and the main tasks they have to carry out both employer and employee to determine development and growth.

Action Checklist

Be clear and concise about what the role entails
Draft a comprehensive description taking your cue from the suggestions above
You might have noticed that Job applications usually ask candidates to fill in a job application or send information about themselves and their previous job experiences. How does an organisation decides what to ask and what not to. Let us today examine the need for having a structured documentation process in identifying probable candidates for the job.