FAQ About Human Resources

Creating and maintaining job descriptions is an important HR function that helps ensure clarity and consistency in defining the roles and responsibilities of employees within an organization. Job descriptions serve as a foundation for various HR processes, such as recruitment, performance management, and employee development. Here's how job descriptions are typically created and maintained:

1. Job Analysis:

• The process begins with a job analysis, which involves gathering information about a particular job from various sources, such as incumbent employees, supervisors, and subject matter experts.
• HR professionals or job analysts conduct interviews, surveys, and observations to understand the tasks, duties, responsibilities, required qualifications, and the skills and competencies necessary to perform the job effectively.

2. Job Description Drafting:

• Based on the information gathered during the job analysis, HR professionals draft the job description.
• A typical job description includes the job title, a brief summary of the role, key responsibilities and tasks, required qualifications (education, experience, certifications, etc.), reporting relationships, and any other relevant information.

3. Review and Approval:

• The drafted job description is reviewed by relevant stakeholders, such as the hiring manager, department head, and HR leadership, to ensure accuracy and alignment with the organization's goals and policies.
• Any necessary changes or clarifications are made before finalizing the job description.

4. Communication and Implementation:

• Once approved, the job description is communicated to the relevant teams and employees.
• It may be shared on the organization's website, job portals, and other recruitment channels.

5. Periodic Review and Updates:

• Job descriptions should not be considered static documents. As job roles evolve, the job descriptions must be regularly reviewed and updated to reflect changes in responsibilities or expectations.
• HR professionals may periodically meet with employees and supervisors to assess the accuracy and relevance of the job descriptions.

6. Performance Management Integration:

• Job descriptions are essential for performance management processes. They provide a clear basis for setting performance goals, evaluating employee performance, and providing feedback.
• HR may use job descriptions as a reference during performance appraisals to ensure that employees' achievements align with their assigned responsibilities.

7. Legal Compliance:

• Job descriptions should adhere to employment laws and regulations to avoid any potential legal issues.
• HR professionals need to ensure that the language used in the job descriptions does not discriminate against any protected groups.

8. Accessibility and Availability:

• Job descriptions should be easily accessible to all employees and managers. They can be stored in a centralized HR database or accessible through the organization's intranet.