Module-2 (9 Hours)

Job Analysis, Job Description and Job Design:

Identify the Job to Examine; Determine Appropriate Information Sources and Collect Job-
Related Data; Job Description; Competency and Competency Ice Berg Model; Why Competency
Based Recruitment; Sources of Recruitment; Different steps of job search; Motivational Job
Specification; Creation of Functional Specification; Creation of Behavioural Specification;
Employer branding;Social Media; Job Design.

Job Analysis and Job Design

Job Analysis and Job Design are one of important topics studied in Human Resource
Management (HRM). Job Design in Human Resources Management means the process of
comprehending, identifying and deciding the duties, roles, responsibilities, and other
specifications of a particular job profile. On the other hand, Job Analysis in HRM, it has two
parts namely Job Task Analysis & Job Skill Analysis. Job task analysis reveals the determining
the level of work experience & Job skill Analysis reveals the educational and professional
qualifications, skills for a particular job profile.

The objectives of job analysis and job design are also an important points of difference
between these two. Here are the major goals of job design:

 To boost employees’ productivity and morale

 To ensure job satisfaction and safeguard employee interests
 To identify the prominent improvement areas for employees and assist them in skill
development
 To facilitate better employee participation
 To ensure a safer workplace environment

Apart from this, job design also ensures better quality, speed, dependability, flexibility, cost,
health and safety and improves the employees’ quality of life.

Job Description

A job description is a written explanation that outlines the essential responsibilities and
requirements for a vacant position. Job descriptions should be thorough, clear, and concise and
include:

 A brief introduction to the company and its mission.

 An overview of the job responsibilities.
 The necessary skills, competence levels, knowledge, and qualifications relevant
candidates should have.
 Working conditions and location. It should also cover whether the role is office-based,
remote, or hybrid.
 Environmental factors
  The type of employment—full-time, part-time, or independent contractor.

What are the main objectives of a job description?

A job description’s main objective is to clearly present all aspects of a job role to the applicant.
Effective job descriptions help employers attract relevant candidates to apply for the proposed
job role.

For employers, the primary aims of a job description are to:

Clearly define the job role and set clear expectations

Attract applicants with the right qualifications and levels of experience
Discourage unsuitable candidates from applying
Provide a reference point for managers and HR to evaluate a new joiner’s performance
compared to the responsibilities outlined in the job description

Competency Ice-Berg Model - Meaning and its Components

The iceberg model for competencies takes the help of an iceberg to explain the concept of
competency. An iceberg which has just one-ninth of its volume above water and the rest
remains beneath the surface in the sea. Similarly, a competency has some components which
are visible like knowledge and skills but other behavioural components like attitude, traits,
thinking styles, self-image, organizational fit etc are hidden or beneath the surface.
Importance of Iceberg Model
It is important to understand that there is a relation between the competencies which are
above the surface and those which lie beneath in an iceberg. The aspects of competencies
which lie below the surface like attitude, traits, thinking styles etc. directly influence the usage
of knowledge and skills to complete a job effectively.
Let us try to understand this through an example.
Consider that a highly qualified person with the perfect combination of skills and knowledge is
chosen for an esteemed project. However, if the person is not happy to work with his new team
members, he may not be able to perform to the best of his abilities.
The benefits are numerous but we will discuss the two main ones: Micro and Macro Benefits:

MICRO-BENEFITS

 Identify and prioritize skills, knowledge and personal attributes required for the job
 Use past and current behavior to predict future behavior
 Ensure consistency and fairness of selection process

 Minimize Hiring Risks
  Communicate clear expected behaviors to job holders for becoming superior
performers

MACRO-BENEFITS

 Set core organizational capabilities

 Align aggregate behaviors to vision, strategies, priorities & goals
 Promote positive behavioral change
 Introduce high performance qualities (Job, Family & Organization Specific)

What is Competency - Based Hiring?

Competency-based hiring is an approach that focuses on assessing candidates based on
their demonstrated skills, behaviors, and capabilities rather than believing on qualifications. It
involves identifying the specific competencies required for a job role and evaluating candidates
against these competencies through various assessment methods. By aligning candidates’
abilities with job requirements, competency-based hiring aims to make objective and accurate
hiring decisions, resulting in better job-role fit, higher-quality hires, and improved
organizational performance.
A recent study found that companies using per-employment skills assessments report a
39% lower turnover.

Top Five Benefits of Competency-Based Hiring

1. Targeted and Better Assessments
Competency-based hiring empowers organizations to conduct more targeted and
objective assessments of candidates. By defining the specific competencies required for each
role, such as problem-solving, adaptability, or leadership, recruiters can tailor their evaluation
process accordingly. This approach significantly reduces bias and subjectivity, allowing for fair
and consistent assessments.
Moreover, focusing on specific competencies enables employers to gain deeper insights
into a candidate’s abilities and potential for success in the role. The result is a more accurate
and reliable evaluation process that leads to selecting candidates who possess the necessary
skills and behaviors to thrive within the organization.
2. Enhanced Job-Role Alignment
Competency-based hiring ensures an alignment between a candidate’s abilities and the
requirements of the job role. By clearly defining the critical competencies needed for a
particular position, organizations can effectively screen candidates based on their skill set.
This targeted approach results in higher job satisfaction, improved performance, and
reduced turnover, as employees are better equipped to meet the demands of their roles.
3. Improved Quality of Hires
One of the most significant advantages of competency-based hiring is its ability to
improve the quality of hires.
This approach emphasis on qualifications, allowing organizations to identify individuals
who possess the skills, behaviors, and potential required to excel in the role. As a result,
organizations benefit from a higher caliber of talent, leading to increased productivity,
enhanced problem-solving capabilities, and stronger overall performance. By selecting
candidates based on their competencies, organizations lay the foundation for long-term success
and sustainable growth.
4. Ongoing Employee Development
 This approach allows for a more structured and strategic approach to nurturing talent
within the organization. By aligning employees’ competencies with their career aspirations,
organizations can provide tailored training, coaching, and mentoring opportunities to foster
their growth. This focus on ongoing development not only enhances employee satisfaction and
engagement but also ensures a strong pipeline of qualified individuals for future leadership
positions, securing the organization’s long-term success.
5. Positive Organizational Impact
Embracing competency-based hiring practices has a profound impact on the organization
as a whole. By focusing on specific competencies, organizations foster a culture of continuous
improvement, where employees are encouraged to continually develop and refine their skills.
This approach leads to higher employee engagement, increased job satisfaction, and improved
retention rates. Additionally, competency-based hiring allows organizations to align their talent
acquisition strategies with long-term business objectives. By selecting candidates based on the
competencies that drive organizational success, organizations ensure they have the right
people in the right roles, driving innovation, productivity, and profitability.

Sources of Recruitment
Recruitment is referred to as the process which involves searching for potential
candidates and influencing them in order to fill the vacant positions in the organisation. The
purpose of recruitment is to find qualified candidates for the development of the organisation.
Sources of recruitment refers to various modes of connecting with the job seeker for
completing the task of finding potential employees. In simple words, sources of recruitment is
the medium through which communication regarding the vacant positions is made aware to
the prospective candidates.
There are generally recognised two sources of recruitment, which are internal and external
sources. Let us discuss these sources in detail in the following lines.
Internal Sources
Internal sources of recruitment
refers to the recruitment of employees who are already a part of the existing payroll of the
organisation. The vacancy for the position can be informed to the employee through internal
communication.
There are different types of internal hiring in the organisation and they are as follows:
1. Promotion: Promotion is referred to as the change of designation of the employee. It involves
shifting of the existing employee to a higher position within the organisation and providing
that employee with more responsibility and a raise in pay.
Promotion helps in motivating the other employees of the organisation to work hard so that
they also become eligible for promotion.
2. Transfer: Transfer refers to the shifting of an existing employee from one department to
another department in an organisation.
3. Employee Referrals: It can happen that the organisation in an effort to cut down costs on
hiring is looking for employee referral. The employees are well aware of the job roles in the
organisation for which manpower is required. These employees will refer potential candidates
by screening them based on their suitability to the position.
4. Former employees: Some organisations have the provision of hiring retired employees
willing to work part time/full time for the organisation.
Advantages of Internal Sources
Following are the advantages of the internal sources:
1. The organisation saves money on hiring programmes which translates to higher revenue for
business.
2. It makes selection and transfer of employees very easy.
3. Internal source of recruitment serves as a morale booster for the existing employees.
4. It provides a sense of loyalty towards the business which results in improved productivity.
5. As existing employees will be aware of the working pattern of the organisation, therefore it
will take much less time for the re-hires to get adapted to working conditions.
Disadvantages of Internal Sources
Following are some of the disadvantages of the internal sources:
1. Internal recruitment causes reduction in the morale of those employees who are not selected
or considered for appraisal.
2. It discourages capable persons from outside to join to work in the company.
3. It can lead to conflict if one employee is selected for promotion, while the others are not
considered.
External Sources
External sources of recruitment seek to employ candidates that have not been recruited
anytime before in the organisation.
Introduction of fresh talent among the workforce leads to growth and development of the
business.
Following are the some of the external sources of recruitment:
1. Advertisement: Advertisements serve as a great source of information regarding any job
opportunities. This type of source is used for recruitment of middle level employees, or high
level employees.
2. Employment Exchanges: Employment exchanges serve as a source of recruitment for the
people as it is run by the government.
3. Employment portals: In this age of technology, development in the field of hiring has taken
place. Nowadays many employment portals are open where one can find information about job
openings.
4. Educational Institutions: Educational institutions also serve as a good source of
recruitment as many students or say resources will be available at once under one roof.
5. Recommendation: This can also be a good source of recruitment as an existing employee
will be able to provide better recommendation for other candidates.
Advantages of External Source
Following are some of the advantages of external sources.
1. It helps in availability of proper skilled labour.
2. There will be availability of new ideas from employees hired using external sources.
3. The employees join as knowledgeable persons which reduces the training time required for
new hires.
Disadvantages of External Source
1. It can lead to unhappy employees as the existing employees may feel that they deserved an
opportunity for growth.
2. It can lead to lack of cooperation between the new hires and the existing employees.
3. It is a lengthy process where the employee needs to appear for many rounds.

 Different steps of job search

Step 1: Research job opportunities

Research jobs that fit your skills and your job hunting will be more focused.
 Identify your skills and interests for the type of job you’re looking for.
  Talk to someone at the organisation you’re interested in and ask whether the skills and
qualifications they need match yours.
 Research the organisation's website to see if they have the type of jobs you want.
 Find jobs by checking job vacancy and recruitment websites, government, council and
industry organisation websites, social media, professional and industry journals, and by going to
career expos or promoting yourself at industry networking events.
 Figure out your skills
 Job profiles – find out job entry requirements
 How to find out about job vacancies
 Job vacancy and recruitment websites

Step 2: Write or update your CV

Your CV tells people who you are. It needs to demonstrate how you'll add value to an organisation,
what you do well, and what problems you've helped solve in the past.
 Tailor your CV to the jobs you’re applying for so employers can see you’ve got the right skills
and experience for the role. You can include transferable skills from your volunteer, community work
or work at home.
 Include your personal statement – a small paragraph at the top of your CV summarizing your
skills and strengths.
 Include examples of your achievements, including how your work contributed to successful
outcomes.
 Keep it short because employers are busy and are mainly looking for relevant work
experience.
 Choose referees who can speak well of your achievements and your working style.
 How to write a CV
 CV and cover letter templates
 Find referees who can speak about your skills and good character

Step 3: Write online profiles

Professional networking sites like LinkedIn have become popular with employers. Sixty percent of
hiring managers say they’re less likely to give you an interview if they can’t find you online. Make
yourself visible to employers online.
 Use social media platforms like LinkedIn and Twitter to boost your public profile and
highlight your skills.
 Sign up with industry-specific social media, for example, [Link] for teachers or
[Link] for builders.
 Set up a personal professional website or Facebook page just for job seeking that has links to
your CV, a short video bio, examples of your work, and images of hobbies or interests.
 Use Instagram or a blog to show off your creativity if you work in a creative industry.

Step 4: Apply for jobs

When you apply for a job, your cover letter and application form that goes with your CV should
include important information for employers.
 Write a brilliant cover letter using our cover letter template.
 Show you're enthusiastic about the role by giving examples in the cover letter of how your
skills and experience match the tasks and requirements listed in the job advert. And tell the employer
why you’d like to work in their company.
 Check if there’s an online application form to fill out. If you keep your CV in a Word document
you can easily get information from it to put into online applications.
  How to write a cover letter
 CV and cover letter templates
 How to write an application form

Step 5: Prepare for interviews

An interview is a chance for an employer to meet you in person, and for you to assess whether you
would like to work there. So it’s important to spend time preparing for your interview.
 Find out more about the organisation online – its products, services and key people.
 Reread the job description to prepare for questions you may be asked.
 Make sure you have questions ready to ask them, and evidence of your achievements.
 Practise your interview by writing out possible questions you’ll be asked and getting a friend
to interview you.
 Getting ready for an interview
 Questions you can ask at an interview
 Work and Income website – Transition to Work Grant
 Dress for Success website - helps disadvantaged women find appropriate business clothes for
job interviews

Step 6: Prepare for tests

You may be tested on your skills (writing, customer service, typing) or your personality when you
go to an interview.
Get prepared by practising mock tests. Practice tests can be found online, for example at New Cops
New Zealand.
 New Cops NZ website

Step 7: Attend interviews

Congratulate yourself when you're offered an interview. Now it’s up to you to make a great
impression and get that job.
 First impressions do count, so make sure you wear something that’s smart, simple and looks
professional.
 Work out how you’ll get to the interview, and how long it’ll take you to get there so you're not
late.
 Be confident when answering interview questions and speak clearly.
 Keep it positive by not criticising previous employers.
 Be ready to give examples from your previous experience that demonstrate your knowledge
and skills.
 Tips for answering interview questions

Step 8: Choose your referees

Employers usually ask you for at least two referees – people they can call to check your work
experience and find out whether you will fit into their organisation.
Choose referees who are reliable and professional, and easy to contact. They should be able to talk
about work you have done and how you do it. The best referee options are your manager or
supervisor, but your coach, community leader or course tutor are good if you have limited work
experience.

Step 9: Getting a job offer

 Being offered a job is exciting. Although it’s natural to want to accept it straight away, take the time
to consider the offer because your reputation could be at stake if you back out later.
Before you accept the offer, ask to look over the employment agreement and make sure you
understand it, or get advice on its fairness before signing it.
Think about whether the employment agreement covers important things such as flexible working
hours and the opportunity to learn new skills. If you're not completely happy, it could be worth trying
to negotiate on pay, leave or training before you sign the contract.

Job specification

A job specification is the list of recommended qualities for a person to qualify for and succeed
in a position. While the job description includes the title position, responsibilities and
summary, the specification identifies the skills, traits, education and experience a candidate
might need to qualify for that job. This helps outline a candidate's capabilities to perform
what's listed in the job description.

Why is a job specification important?

A job specification is important because it can help provide more insight into what skills a
candidate will use in a role rather than what tasks they will do. Hiring managers write these to
help encourage the most qualified candidates to apply for a job. Often, recruiters or other
human resources employees use the job specification to understand what qualifications,
education and skills the hiring manager seeks as they help to fill the position. An effective job
specification can help a company find and hire the most qualified person.

Elements of a Motivational job specification

Although the job specification might vary from position to position, there are a few common
elements you can expect to see in many of them, including:

Required experience
This job specification is where an employer might include the required experience in an exact
role or relevant experience in similar roles. Entry-level positions, for example, might specify
they don't require any experience, but a director job might want seven years of experience in
managerial roles.

Required education
A job specification can indicate the level of education required to qualify. Education
requirements may include general accomplishments like a high school diploma, associate or
bachelor's degree, several years completed towards a degree or one in a specific area of study.
You might include this to ensure the employee has the proper context and knowledge to
perform their job duties successfully.

Required certification
In addition to education, some positions require certification. This might align with
responsibilities in the job description because a company might have you get certain
credentials before you perform some tasks. For example, a mechanic job description might list
working on heavy machinery or trucks as a responsibility, or it could require a candidate to
have a certification to provide the services in the job specification.

Required skills
Hiring managers, employees and human resources professionals may work together to
establish the skills they want candidates to have. The candidate should have the potentiality of
understanding the conceptual & technical skill in order to given the output to the organisation.

Personality traits
While skills can be technical or job-specific relating to how a person does their job, personality
traits are qualities that reflect a candidate's character. For example, professionalism is a trait
that describes a person who understands workplace etiquette and is helpful and respectful to
their coworkers. You might need this trait for a job in a formal office setting. Matching every
trait might not be a requirement, but they can explain what characteristics may make it easier
to perform well.

Functional specification

Functional Specification are business specification such as calculation, business

rules & process flow. A functional specification is a formal document used to describe a
product's intended capabilities, appearance, and interactions with users in detail for
software developers.

The functional specification is a kind of guideline and continuing reference point as the
developers write the programming code.

Behavior Specification

The behavior specification of user interactions with a system. Behavior specification

plays an important role in selecting the candidates for higher level jobs in the organisational
hierarchy. It describes the acts of manager. These specification includes judgements, research
creativity etc.
The behavior specification describes the behavioral relations between classes, i.e. the
methods. By specifying the behavior separately from the structure, you can program
adaptively, so that your program is easier to evolve.

Employer Branding

Employer branding is a company's outward message about who they are and what
makes them special. It serves two major purposes: first, to attract new talent by enhancing
the appeal of belonging; second (and most importantly), to retain existing employees with
job satisfaction through thoughtful communication strategies.

How Employer Branding Benefits Your Organization

Employer branding can deliver five key benefits to your organization:

1. You can recruit better people: if your company builds a reputation as an one that
invests in and develops its people, you'll find it easier to attract talent. Chances are,
the best people will come looking for you!
2. Your best people want to stay: people who love their workplace, feel good about
its corporate culture and who share its values are less likely to want to move
elsewhere.
3. Your organization develops a stronger sense of self: you may "live and breathe "
your organization's brand, but how does the rest of the world see you? Does it see
you at all? A strong employer brand communicates what you stand for, and raises
your profile.
4. Your customer service and vendor relations improve: when your own people
are happy, that can "rub off" on others – such as customers and vendors, for
example. Your sales may even improve, because customers often like to buy from a
company that treats its employees well.
5. Your people are more productive: an organization that motivates and inspires its
people will likely find that they respond by doing their most creative and
productive work, and go the extra mile for an organization that they believe in.

Social Media

Social media refers to a variety of technologies that facilitate the sharing of ideas and
information among their users. From Facebook and Instagram to X platform (formerly
Twitter) and YouTube, more than 4.7 billion people use social media, equal to roughly 60% of
the world's population.1 In early 2023, 94.8% of users accessed chat and messaging apps and
websites, followed closely by social platforms, with 94.6% of users.2

What Social Media Is Used for Today

Social media platforms are often divided into six categories: social networking, social
bookmarking, social news, media sharing, microblogging, and online forums.

These diverse platforms serve a vast range of purposes and user interests. Some appeal to
hobbyists, others to people in their work lives. People use them to find others across the globe
who share their political or other views. Entertainers use social media to engage with fans,
politicians with voters, charities with donors. Governments often turn to social media to
convey vital information during emergencies.

The Top 10 Social Media Platforms Worldwide

These were the most widely used social media providers as of January 2023, according to
DataReportal:

. Facebook (2.96 billion users)

. YouTube (2.51 billion users)
. WhatsApp (2 billion users)
. Instagram (2 billion users)
. WeChat (1.31 billion users)
 . TikTok (1.05 billion users)
. Facebook Messenger (931 million users)
. Douyin (715 million users)
. Telegram (700 million users)
. Snapchat (635 million users)

Job Design

Job design is the process of establishing employees’ roles and responsibilities. Its main
purpose is to optimise work processes to create value and maximise performance. But, it’s
also a key element in creating good quality jobs which benefit both workers and employers.

Benefits of Job Design

The following are the benefits of a good job design:
[Link] Input: A good job design enables a good job feedback. Employees have the
option to vary tasks as per their personal and social needs, habits and circumstances in
the workplace.
[Link] Training: Training is an integral part of job design. Contrary to the
philosophy of “leave them alone’ job design lays due emphasis on training people so that
are well aware of what their job demands and how it is to be done.
[Link]/Rest Schedules: Job design offers good work and rest schedule by clearly
defining the number of hours an individual has to spend in his/her job.
[Link]: A good job designs allows for adjustments for physically demanding jobs
by minimising the energy spent doing the job and by aligning the manpower
requirements for the same.

Job design is a continuous and ever evolving process that is aimed at helping employees
make adjustments with the changes in the workplace. The end goal is reducing dissatisfaction,
enhancing motivation and employee engagement at the workplace.
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