Job Analysis, Job Description, and Selection - Administrative Assistant - Research Paper Example

? Topic: Lecturer: Presentation: Job Analysis Job analysis is the ‘process used to identify and determine in detail the job duties and requirements and their importance in a given job’ (HR Guide). Employees are important in an organization as they determine the success of the business. If right employees are not hired for the right jobs, the business will not operate effectively as it experiences low productivity, high labor turnover and poor performance. Understanding the requirements for a specific job is therefore vital for success. A job analysis enables the organization to plan training, recruitment and selection, and performance appraisals. The job being analyzed in this situation is that of an administrative assistant. The aspects being analyzed include; duties and tasks performed, work environment, tools and equipments used, work relationships and requirements needed to perform the job. The job analysis was conducted using various methods. The first method used was observation. This method is useful in obtaining first hand information (Mathis & Jackson, 130). The analyst observes the administrative assistants on the job and records such aspects as the frequency of tasks, tools and equipments used, the skills, personality, work context among others. Since some job characteristics are not observable, interview method was used to gather more information. A structured interview was conducted with the incumbents and their supervisors. The questionnaire entailed questions about the tasks performed, the knowledge, skills, abilities and other requirements (KSAO) needed for the job. The incumbents are at a better position to provide information on the job they perform and the supervisors validate the information to avoid bias. Another method used was the use of work profiling system (WPS). According to Gatewood et al. (270), the WPS enables generation of information needed for HR function. It is computer based and measures abilities and personality attributes such as; verbal skills, hearing skills and other management skills. The incumbents fill out a questionnaire and data from various incumbents is aggregated in a database. O*Net was also helpful in generating information on the job. It describes worker characteristics and worker requirements. From the job analysis, the following work activities were identified as being performed by administrative assistants. They perform administrative tasks such as; updating pay records, recording invoices, preparing work permits for expatriates among other duties. They also handle correspondences, file and maintain records. They collect, sort, distribute and prepare mail, messages and courier deliveries. They answer, screen and forward calls coming through the switchboard as well as scheduling appointments. They carry out photocopying and faxing activities. They receive visitors and direct them to the part of establishment they are heading. In the performance of their duties, administrative assistant use various tools and technologies. One of the tools used is a computer to record data, answer correspondences, messages and e-mails. Other tools include; a photocopier for photocopying documents, faxing machine to fax urgent documents, typewriter for typing information on documents, a multi-line switchboard for making, receiving and transferring calls to various parts of the organization, and a calculator for simple calculations. This occupation uses such technologies as; calendar and scheduling software for appointments, accounting software, desktop publishing software, electronic mail, and internet. The work context for such occupation involves being in contact with various groups of people and frequent conversations on the telephone. It also involves repetition of activities such as recording, making and receiving calls, and photocopying. The administrative assistant works in the organization throughout as the work does not involve field work. It also involves moving around most of the time between various departments. The work is performed individually as opposed to group work. Being accurate is essential especially when giving or preparing important documents such as travel documents, and work permit details. High performers in this occupation are those who have good relations with all stakeholders, have good typing skills, are organized and able to perform several tasks in a short duration as the work involves multi-tasking. Low performers perform fewer tasks; they cannot type with speed or take a lot of time performing one task such as filing or messaging. The work requires speed as it involves doing various tasks at once such as messaging and receiving calls, photocopying, escorting visitors to their destinations, and receiving couriers. Job analysis enables the analyst to identify the knowledge, skills, abilities, and other requirements for good job performance. These KSAOs form the basis for formulating a selection system for new employees into the organization. The analysis of the job resulted in various KSAOs required for this job although some are important than others. If an ineffective selection system is used due to biased information regarding the KSAOs needed, it can lead to failure of the company in delivery of its services. The job requires knowledge of computers and electronics, English language for proper communication, clerical duties, public relations as it involves dealing with various types of individuals as well as immigration laws so as to be able to know when a work permit is expiring and terms of renewal among other aspects. The skills identified for this occupation include; good writing skills in order to prepare quality memos, correspondences and other documents. It also requires good listening skills as it involves taking directions from various sources and conveying messages received to recipients. Knowledge of good speaking skills is vital in conveying information effectively. Good interpersonal skills are needed so as to relate well with others. Good organization skills enable proper record keeping by the assistant. Entry data skills are essential as the work involves recording various data for administrative purposes. The assistant should be able to; read and understand information, communicate information and ideas through writing, speak well in a manner that others would hear and understand, relate well with others, solve problems as they arise, recognize the speech of others especially frequent callers, synthesize and analyze data for recording especially accounts data, among others. The occupation needs a higher national diploma level of education. An interest in working with and helping other people is essential as the job involves interacting with others most of the time. The holder of the job should be an honest, reliable and responsible person who can be able to keep company secrets or is dependable. He/she should be able to deal calmly with stressful situations, exercise self control and have previous experience on similar or related work. The KSAOs can be assessed using the interview method. The subject matter expert’s judgments are used to prepare the content of the selection measure. The experts attach a weight to each KSAO and those that receive higher rating are used as the basis. A structured interview involves developing a questionnaire which comprises job related questions. The questions are standard for all the applicants and also the rating scales. The questions are administered orally or in writing. The interview method is appropriate as the questions are derived from job analysis and are standardized thus making the process valid. The system is also cost-effective as it doe not require many materials. A standard scoring makes the interview method reliable as opposed to where many analysts score items differently based on own judgment. The method also enables the analyst to learn things that are not observable and has increased accuracy of response. Probing is also allowed during the interview hence making clear any misunderstanding (Ryan & Tippins, 26-42). According to Gatewood et al (287), interviews are effective where the applicant had past experience. References Gatewood, R., Field, H., Barrick, M. Human Resource Selection. 7ed. USA: Cengage, 2011. Hr Guide. “Job Analysis: Overview”. September 16, 2011. http://www-hr-guide.com/data/G000.htm. Mathis, R., Jackson, J. Human Resource Management. USA: Cengage, 2010. O*Net Online. September 19, 2011. http://www.onetonline.org. Ryan, A., Tippins, N. Designing and Implementing Global Selection Systems. UK: Blackwell, 2009. Read More