"They know what I want. We don't need to write it down." is often the response when the issue of the dreaded job description comes up. Most of the time, when asked, the poor employee is left guessing as to what the boss wants.
A survey showed that the response to the question "Do you know what is expected of you in your job?" 3% didn't know, 12% were unsure, 44% were fairly sure and only 41% knew exactly. This means 59% didn't know exactly what the boss wanted.
Job descriptions have acquired a less than favourable reputation, and for very good reason. They have tended to be long and full of activity based detail. Consequently they become out of date very quickly and quite useless. However, a well written, results based job description can be useful for recruitment, performance management, identifying training needs and determining pay levels. On top of this, an employment contract without a related job description is taking an unnecessary risk.
So, how can we have something meaningful, useful, short and that doesn't require a huge administrative effort to prepare and maintain?
Our approach to this is to keep it simple. Here are the key steps.
Primary Objective: This is one or two sentences that give the overall reason for the job. e.g. To manage the plant within an agreed budget to produce high quality products which meet sales forecasts.
Key Result Areas (KRAs): There may be up to five or six of these. Anymore than this number and you are probably just listing tasks. These are the end results of why we are performing activities. Keep on asking "why" and eventually you should arrive at a useful end result. If not, why are you performing that task? e.g. Resourcing: Ensure plant is resourced to meet manufacturing schedule in terms of raw materials, equipment and people. Grouping KRAs under headings sometimes helps in the writing. e.g. Planning, Operations, Quality, Reporting, Staff Development.
Measures: We need to have specific measures in place to ensure there are no arguments as to whether the results have been achieved or not. e.g. Downtime due to shortage of resources is less than 2%. If there is a planning element in the job, the measure may be to gain agreement to the plan from all stakeholders. The next measure may then be to implement the plan in line with the criteria identified.
Typical qualifications and experience: This section gives an indication of the background required to carry out the job. It does not have to be the background of the current job holder.
Other relevant information: This area can take care of other elements relevant to the job such as shift work, travel or dealing with certain types or people.
With these areas carefully completed you should have a useful document that is only one or two pages long.
If it is written by the jobholder, they will have some ownership of it and it is more likely to get used. If the KRAs are broad they will not become out of date too often and the measures should make them meaningful. Specific goals for the year can be extracted from each KRA for performance management and development. Where there are anticipated resource or development needs to meet the goals these can be addressed.
Sample: Job Description
| Position holder's signature: |
Sid Sums |
Date: 30/06/06 |
| Supervisor's signature: |
Sally Pursestrings |
Date: 30/06/06 |
| Title: Accounts Payable Clerk |
| Incumbent: Sidney Sums |
Department: Finance and Administration |
| Reports to: Payroll and Accounts Manager |
Direct Reports: Nil |
| Primary Purpose: To contribute to the effective management of Company funds by ensuring all supplier accounts are correct and paid within the required time. |
| Key Result Area |
Measure |
| Authorisation: Ensure all supplier accounts accurately reflect goods and services ordered and received. |
- All invoices paid match authorised purchase orders and goods/services delivered per specification.
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| |
- Checked accounts authorised with no further management queries.
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| Payments: Ensure all supplier accounts are authorised and paid within the specified time and by appropriate method. |
- All accounts paid within Company supply/payment terms as per agreed process.
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- All payments allocated to correct cost centres within agreed timeframes.
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| Records: Ensure accurate input of accounts payable data to Company accounts. |
- Current payments recorded and reported within agreed timeframes.
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| Management Information: Contribute information for management of Company cash flow. |
- Any deviations from forecasts in month ahead, flagged and reported to F and A Manager within agreed timeframes.
|
| Employee Records: Maintain pay rates records and other employment details records, such as annual leave and sick leave. |
- Employee details are current and meet legislative requirements and Company policy.
|
| Typical qualifications and experience: |
High School Commerce or College Bookkeeping course. Demonstrated experience in matching data accurately and good questioning skills. High attention to detail and ability to consistently follow through. |
| Other relevant information: |
Must work closely with Purchasing Department members. May be required to work additional hours at month end or year end to ensure all transaction completed within Company guidelines. Other related duties as required from time to time. |
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Effective Performance Management