General job des is best suitable if the single task has to be carried on by the group of people or if the same duties and functions are to be performed by multiple people may be at same department, place or at different places the best example may be the call canter executives or the customer support executives where as it may not the case in job des of specific nature
General Job des may be for the lower level positions where the requirement is for huge amount of personnel's or it may even be good for operational level. Whereas specific job des is for tactical and strategic levels
General Job description may explain vision, mission, policies etc where as the later is position specific in an organisation
Their may be group of people with same designation, salary ,roles and responsibility in general job des but the case may not be the same in specific job des specific job des may be required when the organisation wants to recruit the specialised person with specific skill sets
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2. Suppose several people are employed in the same job as the one for which you are writing a job description. Would it be necessary to write a different job description for each person who works in the same job?
In an organisation to develop the job description, it is necessary to study the competencies, abilities and skills that are required because when developing job description manager is supposed to make an analysis of job not the job holder of the position not the person, because all the people are supposed to carry on same function, has to achieve similar objective, it will also support you in
evaluation the performance or performance appraisal,
The training and development cost may be reduced
The promotion structure and monitoring will be facilitated
It will be advantageous in compensation management, declaring financial and non financial incentives
The poor and the best performers may be well identified
3. Carefully follow a format for the "specific Job Description" when writing the job description for the job you selected. Make sure that you include in you job description the following elements:
job description is an activity which will be based on the job analysis and it will be a document where filtering process will be undertaken as at first when I wanted to prepare the job description and wanted to list down the number of activities that are performed it has gone unto 43 then I have started clustering it under different headings therefore I have first started from macro then gone for micro, as already been mentioned in my previous explanation also that we have to develop job or position not job holder or person as the organisation will be stable and positions will be stable but it may be replaced with many eligible people so we designate power, authority accountability, and responsibility to positions and most importantly first the position is created then we will match with the person which is important function in job description
The job description is developed to know why the job is to be performed, what are the task that are to be accomplished, and how it has to be performed
THE DESCRIPTION FORMAT FOR HR EXECUTIVE
Department : - Human Resource Department
Designation Or Title Of The Job : - Human Resources Executive or HR assistant
Job Summary :- the job includes carrying on the recruitment and
selection for the organisation for which identify the
potential sources from which the talent or potential
candidates may be sourced, arranging the recruitment
and selections. Coordinating with various departments
and .forecasting the manpower requirement and
coordinate and plan internal and external recruitment,
maintaining of database of human resources
Job duties and responsibilities :-
The job responsibilities may include job analysis
Manpower planning by collecting the data from all the departments of organisation
Coordinating with all the heads of departments and collecting necessary details of requirements and eligibilities
Manpower forecasting and planning
Recruitment of candidates by internal and external sources
Always on Time
Marked to Standard
Coordinating with all placement agencies and placement consultants
Conducting interviews, review of application forms by various screening techniques
Development and maintaining recruitment policy
Work with accounts admin department for developing payroll
Designing and conducting the induction and skill enhancement training program
Reviewing and evaluation of employee performance and constant performance appraisal activities has to be carried on.
All the other human resource activities also has to be looked after
d) Job requirements :-
Candidate has to be well versed with reading, writing and speaking English
Person has to have in-depth knowledge of human resource management
Should possess negotiation, counselling and motivational skills
He has to have knowledge about International labour organisation rules and regulations
Thorough knowledge in computers, web browsing and other packages of payroll management
e) Minimum qualification
The person has to have bachelors or masters degree in personal management, human resource management or any other HR degree from reputed university
Diploma in computers
Clone or Complement? What to look for in a team
In many organizations that have moved to a team structure, the team is the principal unit where work gets done. However, most organizations recruit and hire as though there was one job description and the team did not exist. The reality is that people have natural strengths or tendencies and therefore end up playing different roles on a team. For example, some people are naturally empathetic and focused on interpersonal issues. Others are focused on and most comfortable with technical aspects. Others like the excitement of identifying new concepts and solutions but aren't cut out for dealing with the operational details needed to carry them through. Recent research has found that allowing people to play to their strengths can yield maximum performance and employee satisfaction.
Critical thinking questions
IF THERE ARE DISTINCT ROLES TO BE PLAYED ON A TEAM, HOW WOULD YOU GO ABOUT RECRUITING AND HIRING FOR THEM?
The business world had made tremendous growth and development not only operationally but also strategically, due to the liberalisation ,globalisation and privatisation the whole world had became a global village ,therefore the need of an hour is the dynamism in operation and matching the trends with constant change for which their has to be the dynamism in the human resources as the organisation does not have any existence if there are no people which has been explained in the definition of organisation
Further the recruitment may be by many ways which are as follows
The internal recruitment process may be followed where the employees has to be motivated for facilitating in organisation recruitment process, the company may also declare some financial and non financial incentives to present personals (reference method) by this the company may have various advantages like
Company may get the trust worthy people as they are been referred
The new recruited will be knowing the policies and operations of organisation as referee might have updated him
The cohesiveness among the team mates will be high as the are been referred by them only, the learning process will be comparatively faster
The company may even have cost effectiveness as this process comparatively will cost less in monetary as well as risk terms
The company may also hire the people from the channel member as they may be with good knowledge about organisation modus of operation
The present employees working in an organisation on contract or temporary basis also may be hired
The organisaton may go for campus recruitment where they may hire fresh talent as trainees where they have to be exposed to the concern teams, the students may also provided the internship or projects where based on their efforts ,ability and interest they may also be recruited
The characteristics needed by individual team members depend on the team and the strengths and weakness of others who are on the team. In other words, the situation is much more dynamic than assuming that there is one static job with a single set of qualifications. How could you model or include this dynamic and interactive nature in the recruitment and hiring process?
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The company may follow as mentioned above and the referral strategy may be also be followed
The company may focus on high level and professional induction training with both in house and on the job training methods
One of the most advanced method may be Japanese method of life time employment where the candidates has to be hired from their schooling only, there fore the cohesiveness among members will be more ,they will be clear about career path etc
The company may also hire some reputed placement consultants and take the help from employee clubs
The organisation may also go for set up of its own college or make mou with some reputed university to impart the specialised knowledge of company its policies and procedure as done b mc Donald's and icici
As a team, identify the roles that you think are important for teams in the workplace.
Identify the skills needed to perform each role.
It has been stated in the book essentials of management that their are three major skills required in an organisation that has been explains as fallows
Conceptual skills Human Skills Technical Skills
The fist category of skills is the conceptual skills: - the conceptual skill has to be in maximum quantum by top level and as we go down the level i.e at lower level it decreases
The second category of skills is the human skills which are to be in equal quantum by all the levels
Third skills are the technical skills which will be at high quantum at lower level and decreases when moved till top level
Other skills required are as fallows
knowledge about product both technical and non technical
effective time managing skills
planning and organizing skills
computer and it skills
problem-solving and decision-making
team-working and developing/helping others
energy, determination and work-rate
steadiness under pressure
leadership and integrity
innovativeness ,adaptableness, flexibility, and mobility
personal appearance and image
appreciation and application of social responsibility, sustainability, and ethical considerations
In addition to skills, a natural tendency or motivation to perform in a particular type of role can be critical. How could you measure the motivation needed for each role?
How could you measure the skills needed for each role?
Motivation is an ongoing process where the motivational needs of the employees change from time to time more so over it has been identified by great researchers like Maslow and Hertzberg who stated different motivational factors for a human being .as stated by Maslow who correlated the needs hierarchy the form of basic needs, security needs, social and love needs, esteem needs and self actualisation need where he explained there are different set of factors at each hierarchy. Which can be correlated as major motivational factors for which a manager has to do following
To know the motivational factors of employees first the manager has to be motivated
He has to be epithetic
Study in detail the organisational goals so as to correlate with goals of employees
Then understand what factors motivate them by judgment and experience as well as collecting information from employee itself
Recognize that supporting employee motivation is a process, not a task
Support employee motivation by using organizational systems (for example, policies and procedures) -- don't just count on good intentions
The factors once identified by analysis ands reviewing job and job description they may be put on a structured or semi structured questionnaire, generally all the motivational factors will be qualitative factors therefore standard scales for measurement may not be used so develop own scale with open-ended, ranking, grading and other qualitative ways of questions the manager may use even attitude measurement scales like likert, thurstone, semantic differential scale etc.
How could you effectively recruit for the various positions or roles?
In a simpler words the effective recruitment starts with development of effective recruitment plan by appropriate feasting, perfect job analysis ands developing good job description,
Present your recruitment and selection plan by preparing a report not exceeding e500 words.
there is an old phrase in management which says if you fail to plan then you are planning to fail. Therefore if the organized planning is done it will definitely result in reducing time and cost of recruitment at the same time tabbing high potential for which following are to be done
Analyze market trend within your business and industry is a very important element of the planning stage.
Yet a day is able to create a gigantic differentiation so plan to have a hoard of resources which you can instantly take from as soon as the need arises.
There are usually three type of role you will apply in your industry:
High churn role - usually the least possible time to employ, but the very ften advertisement. The advantage of high churn functions is that you repeatedly get the opportunity to analyse new technique to well adjust your hiring method. This is the group of candidate that your ongoing recruitment drive should be target. There are numerous instance where organisations run recruitment campaign even when they have no vacancy.
Medium churn roles - these are the role which are seen less frequintly for additional vital part of your organisation. This could be a mid-level manager who leaves their subordinate with no one to report to, or a expert member of staff who has a exceptional skill set. The best way to decrease time to employ with these position is to put up a talent pool which you can contact when the time comes. combine this with a extremely targeted online recruitment campaign should bring you a good number of prospects of candidates to select from.
Low churn roles - For long term strategically important role which are much less often hired for, it's not as much of important for you to fill up the role rapidly and added significant to identify the right person. However, there are still some things you can do to help drive the progression all along.recruiters usually work on commission only and you should be able to get often day to day reports on who in the business may be ready to make a move so when the time comes you know the best people out there to fill the departing shoes.
Internal recruitment is your other option for filling a position quickly, although remember that shifting an employee into a new role will only open up a gap elsewhere.
measure trend in:
external labour markets, Current employees
Future organisational plans, General economic trends
Forecast internal Forecast external
Compare future demand and internal supply
Plan for short-falls or over-staffing
Steps for recruitment
Describe the work or the job
Profiling the candidates
Converse your job needs
Decide precisely the methodology
Important questions to be considered
whether we have the requirement for the said job?
What are the task involved in job?
What are the skill sets to be possed by the person?
What may be the sources of getting person
How to call them to our organisaton ?
Formal and strategic approach
Man power planning and forecasting
Detailed Job analysis
Development of Job description
Specifying the job roles and responsibilities
Starting the Recruitment
Conducting Selection process
Induction and job offer
Different ways of Job Analysis
Developing the Questionnaire
Conducting Individual Interview
Judgement and Expert Analysis method
Critical Incident Technique
Job Descriptions &Job Specifications
Elements of a Job Description
Rewards & conditions
Impact on others
Most Popular Methods
Advertisement in local news papers
Advertisement in specialist press
Advertisement in national press
Placement and Employment agency
Putting Notice inside premises