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Job Description Workshop

Job Description Workshop. University of Glasgow. Workshop Objectives. To understand the reasons for requiring you to complete a job description. To understand what to include in a job description and why. To gain the skills necessary to prepare your Job Description.

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Job Description Workshop

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  1. Job Description Workshop University of Glasgow

  2. Workshop Objectives • To understand the reasons for requiring you to complete a job description. • To understand what to include in a job description and why. • To gain the skills necessary to prepare your Job Description

  3. Modernisation Agenda • Job Evaluation / Pay & Reward • Performance & Development Review • Harmonisation

  4. Principles of Job Description Writing • Analysis NOT lists • Jobs NOT people • Facts NOT judgements • The job as it is now

  5. Content • Job Headings • Job Purpose • Main Duties and Responsibilities • Dimensions • Knowledge, Qualifications, Skills and Experience • Planning & Organising • Decision Making • Internal & External Relationships • Problem Solving • Other • Organisation Chart • Verification and Date

  6. Job Headings • Job Title • Department / Division • Faculty / Division of AIMS • Job Title post reports to

  7. Job Purpose • Why the job exists – accurate and concise • One sentence • Specific to the job, not a general statement

  8. Job Purpose - Technician ACTION What is done….. To develop, construct and maintain OBJECT To what Or whom ….. Mechanical and electrical components and apparatus RESULT ….. With what Outcome. To ensure appropriate equipment is in working order for teaching and research to be carried out

  9. Main Duties and Responsibilities • Taken together, show the key outputs of your job • Focus on results, NOT duties or activities • Timeless • Distinct • Specific to the job • Link to the purpose of the organisation • Experience tells us that most jobs have between five and ten key distinct areas in which results are expected

  10. Format for Main Responsibilities ACTION What is done….. To provide technical assistance OBJECT To what Or whom ….. To academics, researchers and students RESULT ….. With what Outcome. So that experiments and research are completed in an efficient and timely manner

  11. Generating Main Responsibilities • List all tasks • Cluster into areas of contribution • Write one or two responsibilities for each cluster

  12. Dimensions • Significant quantities on which the job has some impact – show as a list • Appropriate operational, financial, staffing data • RELEVANT to the job • Other relevant organisation / departmental data • Examples…. • Technician: • 2 Laboratories serviced • Customers: 300 students • Responsible for £1,000 laboratory equipment

  13. Knowledge, Qualifications, Skills & Experience • Broad range of knowledge, qualifications, skills and experience required for the job • May include: • Formal qualifications • Technical expertise / skills • Relevant experience • Test the requirements against the Main Responsibilities and the Planning & Organising • Examples – Lab technician • Biology degree • 2 years lab experience

  14. Planning and Organising • Requirement to plan and organise • Own work, the work of others, allocation and use of resources • Think about: • How does work come to you? • To what extent can you plan ahead or have you to react? • Over what timescales do you plan (daily, weekly, monthly, annually)? • Examples – Clerical Assistant • Planning no more than 1 or 2 days ahead – generally determined by the work required by the Academics / Administrators • Support for a group of academics in the same department. Dealing with incoming calls, daily correspondence and course notes.

  15. Decision Making • Examples of typical decisions you make or are involved with • Nature of the role in these decisions (influence, advise, support) • Guidelines, policies, procedures in place to support decisions • Example – Departmental Manager • Responsible for making decisions in relation to recruitment and staff allocation • Example – Cleaner • Responsible for deciding the order in which assigned tasks are carried out. Decisions based on whether facilities are in use or not.

  16. Internal and External Relationships • Highlight key relationships • Nature of relationship (i.e. sharing information, influencing, advising etc) • Frequency of contact • Examples – Admissions Administrator • Provide information and advice to admissions tutors in academic department • Respond to enquiries from the general public providing information and advice.

  17. Problem Solving • Describe your role in relation to problems solved and action taken: • Advisory • Supportive • Solution Provider • Guidelines in place to support end solutions – policies, procedures • Administrative Assistant: “To deal with enquiries from students re tutorial programmes”

  18. Other • Context and Special Features– Anything not adequately covered in other sections AND is important to an understanding of the job • Examples: • Project based • On-call duties

  19. Organisation Chart

  20. Verification • Agreed version to be signed by job holder and manager

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