Maintaining Job Descriptions
Writing and updating Job Descriptions is very important for the employer and the candidate. It allows the candidate to decide if the skills they have match the position they are contemplating on applying for. For the employer it helps them to get a clear picture of the ideal candidate and give their expectations for the candidate they are searching for. Companies undergo expansion, restructuring, downsizing and relocating, those things cause changes within the company such as departments and teams changing and business priorities.
The reason we update and rewrite job descriptions is so that employees do not assume what to do on the job but know what to do. The employer needs for the job description to specifically state what is expected, such as travel, management, full time, part time and shift work. A Job description also helps the employer determine who can follow directions, and they also aid in evaluations, raises and promotions. Job descriptions are also an important part of the Benefits Specialist’s Job.
They are also very essential in the development and implementation of Human Resource programs. When applying for a job always remember that a Job Description is a legal binding document and can be used as evidence in hiring disputes and labor negotiations. (Subramaniam, 2009) Whenever the job functions of an employee changes it is very important that their job description changes also. (Subramaniam, 2009) You cannot successfully manage performance by the use of outdated job descriptions that do not list the real functions of the job. Subramaniam, 2009) Many organizations in the past overlooked the importance of updating Job Descriptions but after several lawsuits I believe that a lot of companies today are a lot more careful in not just updating but in writing them and having them looked at and handled by qualified Human Resource personnel. Outline a process that will yield a set of thorough, current job descriptions.
The process that I think will yield a set of thorough, current job descriptions would to first determine the needs of the company. This may ean getting with the decision makers to compare the responsibilities of current staff and to compare the responsibilities and competencies of current staff against all existing and possible needs. By doing this you can identify the gaps and consider looking at current employees who can be moved into need roles in place of looking to hire. (Developing a Roadmap for the Hiring Process) Gather information from your staff to help in the process ask them what they think you should be looking for or asking. The second step would be to start writing your Job Description and Job Posting.
The job description document will list the responsibilities and qualification of the job. This will be used by the hiring managers to evaluate the candidates and by the position manager to set expectations for the new hire and for the evaluations and performance reviews. (Developing a Roadmap for the Hiring Process) Next would be to develop a recruitment plan, you can first start by Internal Distribution: this will allow current employee the opportunity to apply for the position if interested. And second they are the key source of referrals for any new positions.
Next would be Distribution by net working this would be to send the announcement to friends, peer groups community partners etc. This will help in spreading the work of the position. Last would be External Posting, this would be online adds, news papers and even just posting the job on boards in different businesses like grocery chains. Your final stage would be setting up a screening process to view each applicant and make a decision. Be sure that everyone who is making a hiring decision is on the same page.
You can start by deciding what information you want to view and how you want to obtain the information you are looking for. Three common stages of a screening process are Resume Screening, Phone Screening and Interviews. Before you view any resume decide what information you want to know from the resume and look at your job description and come up with a list of criteria, This will aide you in coming up with a Resume Screening Worksheet. Next would be a phone screening, sometimes it is hard to decide from a resume so you can come up with a few questions and do a phone interview.
If after doing a Resume Screen and a Phone Screen your are still not satisfied then you can do an Interview. The in person interview allows you to fish for information that you did not gather during the resume and phone screen. Recommend a process to be used in the future for periodically reviewing and updating the new job descriptions. The process that I recommend be followed in keeping your job descriptions updated is to first let your employees know that their positions descriptions are subject to changes and that they know the difference between job description and position description.
Because with is not in your job description could be in your position description. When discussing performance appraisals review your employee’s job description and discuss it with them to make sure that they haven’t acquired some extra duty that needs to be placed in their job description. You can also make sure to review the job descriptions once someone has left that position then before you rush to place an announcement for the position review the job description and make any changes need.
Developing a Roadmap for the Hiring Process. (n.d.). Retrieved April 25, 2011, from Common Good Careers: www.cgcareers.org
Subramaniam, S. A.-M. (2009). A Review of the Need for Writing and Updating Job Descriptions for 21st Century Organizations. Retrieved April 25, 2011, from European Journal of Social Sciences-Volume 12, Number 2 (2009): www.eurojournals.com/ejss