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JOB ANALYSIS
QUESTIONNAIRE
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PURPOSE AND INSTRUCTIONS:This job analysis questionnaire is designed to collect detailed information about the duties and responsibilities of the job as it currently exists. Please provide the information about the job itself, and not about your performance in the job. The collected job data will be used to help develop or revise job descriptions and to help evaluate the job for appropriate classification.
Answers to the questionnaire should be honest, complete, and accurate about the job responsibilities and duties that are regularly performed as part of your job.
This questionnaire is designed to collect data about most jobs; however, some questions may not apply to the job being analyzed. If two answers seem to fit the situation, select the one that work best.
When completing these sections, please consider the following:
Select the most appropriate answer(s) for each question. Read each definition carefully before answering. Consider the job, not the employee. Answer should be based on the job as it currently exists.
Note:If you require any further consultation in any of the section of this document please feel free to contact H.R. Team.
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PERSONNEL INFORMATION:
1. Employee Name:
2. Title of Job:(Designation) Sr. Officer
3. Position held since: One Year
4. Date of Joining: 31 Jan, 2013
5. Department / Section: Human Resources
6.Name & Designation of your Immediate Supervisor:
Manager
7.Do you report to anyone else: (Name & Title)
NO
8. Name & Designation of your Head of Department: Controller
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1. EDUCATION:- What minimum formal education or equivalent combination of education and relevant
work experience is required to perform your job? (Not the level of education you/incumbent posses but the requirement of the job)
Equivalent to partial completion of SSC (i.e. Matric or equivalent)
Equivalent to partial completion of HSC (i.e. Intermediate or equivalent)
Bachelor degree programme of 14 years of education. (e.g. B.Sc, B.Com, B.A)
Please specify: ___________________
Bachelor degree programme of 16 years of education & above. (e.g. Pharm-D, B.Sc (Hons.), B.E, BBA, B.Tech, B.S)
Please specify: ___________________
Master degree programme of 16 years of education & above. (e.g. M-Pharm, M.Sc, M.Com, MBA, M.A, M.S)
Please specify: MBA-HR
- Do this job require any Certification, Diploma or License?
NO
- What additional training is required to do your job?
Other – Specify (if any):
Develop Human Resource Policy Manual
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2. EXPERIENCES:- Please tick one which best fits the minimum length of time spent in performing similar
work and acquiring the skills and knowledge to qualify for this position. (Not necessarily the years of the incumbent’s experience, but the job-related experience).
Period of Time:
Less than 6 months
6 months to 1 year
1 to 3 years
3 to 5 years
5 to 7 years
7+ years
- After starting the job, how much time does the on-the-job training required to learn the job?
Period of Time:
Up to 1 month
1 to 3 months
3 to 6 months
6 months to 1 year
3. SKILLS:- Does your work require computer skills?
Yes No
If Yes, what type of work is involved?
Data search and entry.
Create and modify word-processing documents.
Create and modify complex spreadsheets.
Running an information management system.
System support & programming: Hardware installation & repair, software installation & troubleshooting.
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Any other specialized program/skill required? (e.g. Autocad, Photoshop etc):
Please specify:
- What reading and understanding is required on a regular basis?
Verbally assigned tasks and instructions.
Read notes, brief forms or instructions.
Read and understand material such as detailed operating and procedure manuals, case histories anddiagrams etc.
Read and understand material such as very specialized and technical manuals.
Please give few specific names of the reading or understanding documents (if any):
Please specify:
- What writing skill is required on a regular basis?
Write short notes, brief forms, instructions, or records.
Write material such as SOPs, Policies, Manuals, letters or detailed forms.
Take minutes of meetings.
Write complex material such as specialized and technical reports.
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4. SUPERVISORY ROLE:- What is the nature and degree of the direct supervisory responsibility is required in this
job, based on actual duties?
Select the statement that best represents supervisory/leadership role for this job. (Multiple statements can be marked)
Supervises subordinates only.
Provides guidance and leadership to employees for daily activities and assigned projects or tasks.
Participates in performance evaluation of personnel performance (does not directly supervise)
Having project management responsibilities.
Supervises employees who generally perform the same work or similar work/tasks.
May occasionally do the work of those supervised.
Provides input for budget preparation.
Provides first-line management to department.
Allocates resources according to priorities and within budget parameters.
Consults with HOD(s) on operational issues.
Supervises managers of functional areas.
Directs complex and varied work.
Has major budget and expenditure authority.
Develops and recommends policy for the department.
Recommends and authorizes policy implementation for the department.
Responsible for one or more departments.
Typically reports to Vice President
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- Which statement best describes your responsibility for work related directions of others?
Responsibility for own work only, no responsibility to oversee or direct other staff members.
Oversee and is responsible for the work of students and/or volunteers, trains and instructsindividuals or groups.
Direct the work of staff members, receives daily work schedule and plans the work based onpredetermined procedures. Coordinates and assigns specific tasks to specific personnel, provide instruction and guidance.
Other – Specify:
- How many people do you oversee directly?
Number of Subordinates: _____0______
- How many people do you oversee indirect?
Number of Staff: _______1____
- Name the positions which you oversee.
Direct Indirect
1. 1. Jr. Officer HR
2. 2.
3. 3.
4. 4.
5. 5.
6. 6.
7. 7.
8. 8.
9. 9.
10. 10.
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5. COMPLEXITY:- Does your job require you to develop new work methods, procedures or manuals?
Yes No Sometimes
Please explain: (Briefly)
Paper Less environment must be encouraged
Unnecessary Channel of command must be cut down
- Select the description that closely matched the level variety, difficulty and magnitude of your job responsibilities.
Tasks are highly interrelated and simple. Job consists of fairly standard procedures and tasks.
Tasks are simple and focus more on single processes. Job is sometimes standardized and sometimesvaried.
Work is substantially complex and varied, and requires the interpretation of technical and detailedguidelines, policies and procedures in combination. Position requires high level responsibility forbudget, revenues, and expenditure authority.
Tasks are multiple and diverse with some interrelationship across processes. Job requires the direct application of procedures and policies. There is some budget responsibility and expenditure authority.
6. IMPACT OF DECISION:- Inside Department:
Period of Time:
None
Minor
Moderate
Considerable
Major
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Briefly describe examples of your typical and key decisions that have impact within the department:
Regarding procedures, creative ideas
- Outside Department:
Period of Time:
None
Minor
Moderate
Considerable
Major
Briefly describe examples of your typical and key decisions that have impact outside the department:
- Outside Company:
Period of Time:
None
Minor
Moderate
Considerable
Major
Briefly describe examples of your typical and key decisions that have impact outside the Company:
7. ORGANIZATIONAL CONTACTS:Page 10 of 17
- From the list below, identify the usual contacts you are required to make in your job. Please choose its frequency from (Frequently, Most of the time, Sometime, Rarely) and also explain briefly about the purpose of contact.
Contacts Frequency Briefly explain the purpose or nature of contact
Business representatives Frequently For Training Nominations
Contractors / Suppliers - -
Peers (Employees in your Department)
Most of the time Some of the final settlement tasks, Trainings
Peers (Employees in other Departments) Rarely When Data is required for training nomination, Field force
Expenses
Head of Department Rarely Approvals
Head of Departments(other than yours) Rarely Field force meetings
Representatives of Professional agencies / governments
- -
Field Force Some time Exit Interview
Other (specify)
8. CUSTOMER SERVICE RELATIONSHIPS:- Select the description that best explains the level of customer service relationship of your
job.
Requires normal courteous interaction and basic interpersonal skills and tact to communicate withothers. Forward complaints or non-routine inquiries or requests to someone else to handle.
Requires moderate interpersonal and communication skills to ensure that customer requests or needare met. Acknowledges and clarifies customer inquiries, requests, or complaints to ensure that needsare identified, documented and addressed.
Assesses and diffuses problem situations & requires influencing others to reach consensus. Requires tact and diplomacy to handle difficult customer situations. Requires advanced interpersonal andcommunication skills establish and maintain internal & external customer relationships. Exploresalternatives and creative solutions to meeting the needs of the customer.
Anticipates customer needs and regularly motivates or influences others to deliver customer serviceExcellence. May troubleshoot highly sensitive or confidential issues. Personally ensures problem resolution. Identifies barriers to effective customer service and sets customer service standards. Establishes a customer feedback system and holds self accountable for customer service excellencewithin the department.
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9. WORKING/ENVIRONMENTAL CONDITIONS:Working Conditions
Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements
Work involves some exposure to moderate risk of accidents and require following basic safety precautions.
Work involves frequent exposure to unpleasant elements, such as extreme temperature, dirt, dust, fumes, smoke, loud noises, chemical etc.
Work involves continuous exposure to hazardous substances, potentially dangerous situations, unpleasant work conditions such as adverse weather conditions or extreme risk of accident or ill health.
Physical Demand
- During the course of a working day, what period of time you are required to:
Activity Approximate hrs / day
Sit at a desk or machine, etc 6-7
Walk
Stand at a counter, or machine, etc.
Stoop / crouch / kneel
Climb up and down stairs
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10. METNAL EFFORT:- Please describe those duties of your job which require periods of mental, listening and
visual concentration such as operating a equipment, reading, driving, inputting data that are required in the course of doing the job and result in mental/sensory fatigue.
Give examples of activity(s)Duration Frequency
Approx. hrs/day
Occasional/ Once in a while
Several times daily
Most working hours
Performance Appraisal 4-6
Exit interviews -
- Are there interruptions or distracting influences?
Yes No
If yes Please explain:
- Please indicate the type of tools, equipment, machines, etc you are required to use or operate in carrying out your job duties?
Please specify:
Desktop, Internet, Printer, Scanner
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11. ENVIRONMENTAL CONDITIONS:- Is there some degree of unpleasantness in the day-to-day activities of your job. For each
condition which is applicable, give an example or indicate not applicable (N/A). Check one frequency level for each element that is applicable to your job.
Rare Infrequent or seldom.
Occasional Once in a while.
Moderate Most days, exposed to condition less than half of the time.
Frequent Several times a day on a daily basis, or at least four days per week, exposed to condition a good majority of the time.
Continuous Exposed to condition almost all working hours for at least an average of four days per week.
Element Example or N/A Rare Infrequent Occasional
Frequent
Continuous
Chemical / Cleaning substances
N/A
Dust / Dirt N/A
Extreme temperatures N/A
Grease / Oil N/A
Inadequate ventilation N/A
Inadequate lighting N/A
Interruptions N/A
Lack of privacy N/A
Lack of work space N/A
Moisture / Steam N/A
Noise N/A
Odour N/A
Smoke / Fumes N/A
Other: Specify N/A
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12. DETAILED JOB DESCRIPTION: In order for your job description to reflect accurately the position you currently occupy, it is essential that you describe clearly and precisely all the elements of your job. Do not include any duties you volunteer to do. (Please use an additional sheet of paper, if required).
Note:1. Ensure that a task is not a restatement or overlap of another statement.2. Review the order of importance and approximate hour spend on each activity.3. Closely walk through the process of your job and consider the tools & resources used, people
involved, types of decisions, outcomes, etc.
a. List the duties you regularly perform EACH DAY, indicating for each the number of hours.
Approx. Hr/Day DUTY
Training & Development of staff
Performance Appraisal
Field force Expense Data
Recruitment & Selection
Field Force Participation Forum meeting
Exit Interviews
Preparation of Internal Audit
b. Job Summary.
In a few words, provide a general description of your job. In other words, what do you do?
Identifying training and development needs within an organization, designing and expanding training
and development programs, monitoring and reviewing the progress of trainees, collection of training
Material. Developing HR policies and procedures, checking/preparing divisions field force monthly
expenses. Hiring staff – advertising and initial interviews also conduct Exit Interviews.
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13. GENERAL EMPLOYEE COMMENTS:Because no single questionnaire can cover every part of a job use this section to record any other information that you consider important in understanding the job which is not covered in above.
We sincerely appreciate your effort of sparing some valuable time from your busy schedule to fill out this questionnaire. Kindly forward this document to your Immediate Incharge / Head of Department for further proceedings.
Employee Signature Date
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IMMEDIATE SUPERVISOR & HOD’S SUMMARY:(To be filled by Immediate Incharge/HOD only)Immediate Supervisor / Head of Department must review and sign off this questionnaire as their understanding of the position may differ from that of the employee. Remember that the sole purpose of the job analysis questionnaire is to collect information from employee to be used by H.R Department for better understanding of the job and a communicating bridge. Please note that the information provided in the previous pages must not be used to evaluate the employee’s performance, and your comments must not concern performance.
Your comments must be concerned solely with job content, where ever you feel disagreement with the respondent please provide further details by mentioning the question number. (Please use additional sheet of paper, if required)
Name of Immediate Incharge Signature Date
Name of Departmental Head Signature Date
Please forward the completed original questionnaire to HUMAN RESOURCES DEPARTMENT.
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