Question

How would you ensure the latest versions of the position descriptions and person specifications are used for the process?

Answer 1

The latest version for job description and job specification can be determined through a proper job anaysis.

Job description states the sort of functions, responsibilities and tasks to perform a job. It also include the frequncy and efficiency of the job performance.

Job specification icludes the sort of qualification, eligibility criteria required to do the job.

So to have a perfect knowledge of the job description and job specification we need to have a conduct of job analysis. This is required to know wat is needed for job performance.

This is done through the help of current employees in the organisation. the employees provide the information related to job description. HR first consults with the concerned department where the vacancy is out. The HR will coordinate with the managers of the department to give them knowledge about the concerned position and job. The employees' interview is conducted regarding this concern. They ensure that to perform a particular job they require what sort of qualities. The employees will fill questionnaires too regarding the requirement.

HR will view all this information through their own observations that how tasks are performed.

Once the job standards are decided they are ready to be framed into job description and specification.

For example if I am the manager of a sales team I would inform HR to hire 5 positions in the sales team as sales executives. So I would ensure HR that Job specification should be an MBA and the work experience should be 2 years or more.

The Job description will be that the candidate needs to be good at presentation skills, good at negotiation skills too. The candidate should have a good knowledge of MS office like MS word, MS excel etc., the candidate must be ready to travel, etc.