Job Analysis Basing on Employee from Britain Financial Institution - Coursework Example

JOB ANALYSIS STUDENT’S NAME: INSTITUTION: INSTRUCTOR’S NAME: DATE: Job analysis basing on employee from Britam Financial Institution Title of the job; financial adviser Job classification; full-time employee Department; the finance department Requirements of the job The employee is responsible for providing financial advice to the potential customers; this involves researching and identification of customers, conducting sales and follow up and also providing reports on the sales. He, therefore, has computer knowledge because he has to perform analysis and report presentation of the customer data collected. He has been in the position of financial adviser for three years and hence he has been able to provide the best for the company. He gives financial advice to the customers and helps the company to determine the level at which they are able to provide finances to potential customers. Job analysis is the art of determining the job performed by employees by going through their job title and digging more on what the employee does. Job analysis is always performed for purposes such as determining the level of performance, skills, competence and the ability of the person to remain in the company for a long time. Job analysis has been used mostly by companies that aim at promoting their employees or development of other products that the same employee is able to handle. It is often believed that an employee will attain their experience upon the job he performs; therefore analyzing their duties will help them to identify various factors that could lead to poor performance, for example, their pay. Job analysis has been used by the human resource manager as a tool to help them in developing various ways of motivating their staff. A competent human resource manager is known for their hard work when it comes to conducting a job analysis because they use an employee job specification to get to know more about the employee and finally develop a means of motivating that particular employee. Job analysis helps the human resource manager in identifying the best candidate to hire during selection and hiring of new employees. This is where the human resource manager will be able to identify the aspects they are looking for among the candidates. For example, if the company needs some certain qualifications from the candidates, going through their job analysis will help the manager in selecting the most appropriate for their post. Job analysis also helps human resource in developing the best method for appraisal and training the employees. This is because the descriptions of the employee will guide the manager in coming up with appropriate method to train them.fro example the contents of job analysis that describes the employee abilities and education qualifications, this is important for the manager to develop the most effective way of improving their skills. It also helps the managers in determining the best remedy for disciplining their employees. Sometimes when employees go against the stipulations of job performance, it is upon the managers to determine the best remedy for ensuring that they get disciplined. Having the information on their job will be useful in determining the disciplinary action to be taken. Data collection Data collection is the most important aspect when it comes to determining a job analysis for employees. Most managers encounter some challenges in determining the most appropriate method of collecting data on employees. The contents needed from data collection are to be developed, and they have to be scrutinized before presenting them to the employees for job analysis. The purpose of performing a job analysis is to enable a company to come up with various ways of handling their employees. There are three categories to be used in determining the contents to be collected when performing a job analysis; they are described below; The content; this is the important part of job analysis whereby it requires that some certain contents to be availed by the employee. For example the contents needed include; the work of that particular employee, the reason as to why they are performing that job and what they see in performing their duties for example tools used in ensuring that the job is accomplished. Other aspects include the type of training that the employee need so as to perform a specific task, the kind of payment that the employee expects form the company. Also, the job content should contain the performance levels to be expected from the employee because this will help the manager in determining whether the employee is capable or not. The job context; this is the aspect that relates to how the employee feels concerning the work they perform. It depicts the perception of the employee towards the job to be performance and the impact the job has on the employee. Job context consist of the relationship between the employee and the manager to whom they report to, the contacts of the employee, the judgment given to the employee after performance analysis, the working conditions such as rules and regulations, the type of supervision which the employee is under and the requirements for the employee such as mental and physical conditions. The job context helps in collecting data that relates to how the employees feel about the company. In this case, the data collected is appropriate of ruse in determining the motivational factors that will improve employee performance. The requirements; this is another aspect to be considered when determining the contents of job analysis. The requirements that an employee has referred to the factors such as qualifications, their abilities, their personality and their skills which will determine their performance in the job. The requirement part consists of more information which will benefit the company. This is because employees have different capabilities and personalities, and it is only through job analysis that they will be identified. It is important for the manager because they will use the information in developing strategies that will improve performance in the organizations. Before designing on what type of information that the analyst should be able to determine the use of data collected from employees. Different types of data collection Depending on the type of information needed by the analyst, there are three methods used to collect data which are observation, interviewing and the use of job analysis questionnaire. The human resource managers are the only professionals who carry out the activity of conducting the job analysis. This is because they are responsible for the employees and the more they conduct job analysis, the more they improve their knowledge on how to deal with employees. For example a human resource manager should consider the most important factors in job analysis which are the function of the employee which determines the end result of performing a job by the employee, the specific job performed by the employee, the expected behavior to be portrayed in the job and finally the those incidence that are critical and will call for more employee opinion when it comes to performing certain jobs. Interviewing the employees Conducting interviews with employees is an appropriate method of collecting data; it is preferred over other types of data collection because it is a convenient method. It is upon the analyst to construct some questions that he will use when collecting data through this method. They can also be structured conversations whereby the analyst will ask questions employees related to the job analysis content and notes down the important answers which will be used as the data. Interviewing method focuses on the job content and job context according to the above description of three aspects of job analysis. The analyst will, therefore, learn to use a more understandable language for the employees to understand and provide the required feedback. This type of data collection method is usually intended to obtain the accuracy of data because it involves conversing on a face to face activity with the employee. There are advantages and disadvantages of using interview method to collect data. The advantages are obvious that the data collected is accurate because it involves face to face conversation with the employee, and it is from then that the analyst is able to deduce the facts related to job analysis and use them to get answers. Another advantage is that it is cost-effective because you don’t have to use many materials to collect data, it involves the use of a pen and a notebook to not down the contexts to be analyzed, in other case, the conversation is recorded, and the recorded information can be converted into the required data. Another advantage is that the method is flexible, and it allows employees to ask questions where they do not understand. Also, the employee can be interviewed at their own convenient time, and it is not compulsory rather depends on the information needed by the analyst. The disadvantages of using this method involves factors such as determining whether the employee will provide the needed information and whether they will volunteer to be interviewed since most employees do not want to disclose anything about their jobs and hence they will not trust the analyst. It is also time-consuming when dealing with a large number of employees because the analyst should interview each and every employee, and therefore it takes time. At this posit when employees are many, it is important to opt for group interviews which will also be difficult to accomplish, and it results in some form of biases. The use of the questionnaire to collect data Questionnaire consists of well-structured questions that are printed on paper with the intention of collecting data from employees. The analyst will develop some questions which are related to job analysis and present these questions to the employees who will then answer the questions. This form of data collection is widely used among most job analysts because it is believed to be the most efficient method. The questionnaire may be closed-ended or open-ended depending on which type is best suitable for employees to be interviewed. However, the most convenient form of the questionnaire is the closed-ended because it gives an opportunity for the employee to select their choice as specified. A questionnaire that contains closed-ended questions for job analysis is referred to as an inventory for job analysis, while that containing question that deals with tasks performed by employees is called tasks inventory. Ability inventory contains questions that pertain the ability of employees to perform tasks. The advantages of this kind of data collection method involves time-saving and cost effective; it saves time because it only involves submitting the questionnaire to the respondents to fill and collecting the data for analysis. It is cost effective because it only involves constructing questions and submitting them to the employees for them to fill. However this type of data collection has disadvantages when it comes to accuracy of data collected, some employees may not disclose all their information in the closed-ended questionnaire and hence it becomes difficult for the analyst to determine the most accurate answer. After the collection of data, the analyst will determine how the information will be recorded. Most companies need the data for various purposes; it is, therefore, the work of the analyst to determine where the data will be recorded. There are two factors that determine how data will be stored, the first one is a factor dealing with general description of the data collected, this is where the information is categorized and recorded for general purpose whereby the company will select factors such as communication and requirements of job performance for employees. This information is general in every organization, and they are frequently used as reference prior to hiring new employees. The second factor focuses on specific purpose information whereby information is recorded for only specific purpose because they contain more information about job analysis than the general purpose. The specific information may contain an aspect such as a description of the job in depth whereby a human resource manager would easily find more details on job description form specific records. Job analysis is a very demanding activity for human resource managers’ because they have to develop the most appropriate means of collecting and analyzing data. The benefit lies on employees because he information obtained from job analysis will be used in meeting their needs and hence they will be motivated. Job analysis, therefore, makes the work of a human resource manager to be easier because it combines all the factors needed to accomplish employee management. 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