procedure to undertake when determining a job analysis, job specification, description, and position vacant advertisement

procedure to undertake when determining a job analysis, job specification, description, and position vacant advertisement

 The success of a business relies significantly on its human resources. To safeguard success, hiring the right personnel is crucial. As such, companies often take the recruitment process as an integral part of achieving such criteria. Specifically, for start-ups, the need to develop a strategy in the development of a recruitment process, such as job analysis, specification, description, and position determination is often fundamental. The following is a report on the preparation procedure to undertake when determining a job analysis, job specification, description, and position vacant advertisement. Additionally, the report shall delineate on the procedure preparation in checking applicant references in addition to preparing a culling for successful and unsuccessful candidates.

Job Analysis

Job analysis is the process of gathering and analyzing information concerning the content and positions, including the roles and responsibilities within a business. Inherently, the method of determining job analysis is first to describe what entails a job analysis for the specific company. In this case, the business orientation is in building and construction. In most cases, the specifications of the type of roles and responsibilities to be held align with the job descriptions. For instance, it may require an administrator as well as a field operative. With respect to the business, the company had to decide its primary operations, which may surround a lot of fieldwork before administrative action. Therefore, this brings in the first aspect of the process of developing a job analysis criterion.

The first aspect would be to assess what positions would be provided for the business. The purpose of determining the job is crucial to understanding what criteria to use in evaluating the roles and responsibilities (31). Santos et al. concur with this reiterating that defining the job analysis congruently improves finding the right candidates for the right position at the right time (1180). The best position, in this case, is a construction manager. The reason is that a construction business involves a lot of building projects which serve as the backbone of the company. There are other types of positions to be determined, including a safety officer, an administrator, and lend-hand. By deciding, therefore, the kind of job or position allows the recruiter to have a vision of the specifications of the positions.

The subsequent process is to determine the unique requirements for each position. Santos et al. point out that a recruitment strategy implemented by a business depends on the selection process (1180). The ideology of this is that it safeguards the success of the company or its failure. In agreement with this, it is paramount that the second process emphasizes on determining the role and responsibilities of the positions. Since the business is still at its infancy, defining the roles may be specific to the current projects secured by the company. For example, the position of a construction manager will entail overseeing and directing the construction of projects from conception to completion. The specificity of these instructions will be necessary for how well the business succeeds in order to create good relations with clients. The candidate recruited for this should possess the right skills and talent in providing quality work within the given framework. Therefore, determining the roles and responsibilities is necessary for job analysis.

A critical factor in job analysis is the specific conditions under which the employee will need to work. So as to recruit the right individual, the position has to possess terms and conditions. As such, developing the analysis requires the collection of data with respect to the working conditions of a construction manager (31). The proposition is that projects may require managers to work over-night, over the weekends, may involve dangerous situations and issues relating to the project, such as budget deficit. By conducting research on the specific positions and what the precautions are, and therefore, will allow the recruiter to determine the merits and upheavals of the work, which will, in turn, be forwarded to the prospective candidates.

The final step is the determination of the salary and benefits of the position. This is a two-fold factor. On one hand, the salary concept.- employees are required to possess specific morale and motivational concept in them in order to submit projects according to the clients’ specifications (Russell and Mathew 7). Hence, the job analysis would be to determine the right salary for the position (31). Provided that the business is still young, the salary may be congruent with the projects available, which may motivate the candidates to work harder. On the other hand, benefits, including training, are necessary. Personal and career developments are fundamental to a business, if not the employee (Russell and Mathew 8). Hence, determining the salary alongside the benefits will be a crucial process in job analysis.

Job Specification

The job specification is an essential step in developing the right positions in any company. The job description is defined as the step-wise process of performing a job. In other words, it is described as the job specification, which entails determining the personnel requirements in addition to the qualifications required for a position in the business (32). It is of the opinion that factors, including age, education, training, experience, personal attributes, and aptitude, are recommended (32). It will be based on the Human Resource initiative programmed within the business (Russell and Mathew 9). For example, it could entail that a candidate has to be above the age of 18 years for the managerial construction position. However, other qualities, such as experience (could be more than five years) is commendable. The factors are regarded as pre-conditions to employment (Russell and Mathew 9). In this business, the recommended factors could be education background, experience, training background, personal attributes, aptitude, and age. Regarding personal characteristics, tenets such as motivation, talent, skill, passion, and drive, strengths, and weaknesses for the managerial construction position are necessary. If the candidate does not have the right skill-set in being a leader cum manager, then sit would be challenging to provide this position to the individual.

At this juncture, the question of whether to seek out-sourcing aid in determining job selection could be determined. The reason is that there are job description criteria that exist in the construction industry. By conducting research on different positions, it will provide a more in-depth understanding of the roles and responsibilities in addition to the requirements for each candidate. Such information is fundamental to assessing what is necessary for the business and what may not be necessary at the moment. According to Russell and Mathew, how the company wants to portray itself is aligned with the type of employee recruited for the positions (9). Santos et al. corroborate this indicating that hiring the right employee allows the business to realize quality standards in how it carries out its activities. In summary, the job description is a fundamental process for the company as it determines how it shall handle its employees, both current and in the future.

Additionally, the process of job specification shall be intertwined for all the positions. The reason for this is that each position handles specific roles and responsibilities, but they are all inter-connected in how they aid in achieving the overall objective, mission, and vision of the business (32). For instance, a construction manager has to work hand in hand with the lend-hand and the safety manager. The purpose of each role is simple: work towards completing the project within the provided time-frame. In order to achieve such complex tasks, the positions, despite their individual duties, have to learn how to do so as a team. To this end, the personal attributes, experience, education, and aptitude determination for the positions are essential.

Job Description

Job description entails the specification of requirements, duties, responsibilities, and skills to perform a specific role. The research study by Russell and Mathew extrapolated that requirements for the employee often align with the brand of the business (7-8). In agreement with this, it is necessary to define how to determine the job descriptions for each position offered within the company. In retrospect, the ideal process is to carry out extensive research on the roles and responsibilities of the position within the construction industry. The purpose is to understand what is required of the employee (34). For instance, a construction manager not only handles the workers at the site, but the individual also has to be knowledgeable about budgeting and accounting, as it is crucial to being accountable and responsible for spending. In addition, the process will entail understanding what the business decides to specialize in, such as the construction of houses or large-scale malls. Such responsibility comes along the issue of duties and skills. As noted earlier, job specification on education, experience, and skill-set is fundamental to the business employing process. Therefore, through research, understanding what each role’s duties, skill requirements, and responsibilities are will help narrow down on what is essential for the business at this juncture. Further improvements can be made downstream.

The proper way of creating the best job description is based on the factors of employability. In this case, they include hiring (36). Recruitment is based on the development of realistic expectations for the business. In this case, the primary hiring portfolio would be a construction manager. The job requirements would necessitate the candidate to oversee the construction of a project from the beginning to the end. This goes hand in hand with what the business aspires to accomplish. Other expectations for appraisal and performance are critical (36). The appraisal process will be based on the expectations of the company, both current and in the future. Therefore, the job description process will require understanding the needs of the business and creating the criterion of assessment of each employee based on such.

Position Vacancy Ad

So as to attract the right person for the position, investment in the right type of advertisement is necessary. Russell and Mathew denote that position vacancy advertisement is equal to the selection criteria for business (9). As regards this, it is pivotal to determine the right strategy in creating the best advertisement that will capture the attention of the public (48).

The first criteria would be developing the right logo for the business. A logo is a branding strategy, as describes by Russell and Mathew (5). According to the study, most employees related well with the company logo, which is deemed as the probable manner of highlighting the value of the business. The second step would be defining the best title for the advertisement (48). A catchy yet, the descriptive title is critical to attracting the right reader. A title such as “WE ARE HIRING!’ could be an appropriate phrase. The subsequent step would be highlighting the mission of the business with regard to the standards, expectations, and prospects for the candidates. The ad could contain the job title such as construction manager, the job description, specification, and details on how to contact the business with regard to the documents needed. Having the right portfolio for the employment position is necessary, so that prospective employees understand what the expectations are if they are hired (49). For example, the construction manager position could contain specifications such as age, skill, education background, and experience time-frame (34). By providing such details, unworthy candidates can be excluded, which makes the work easier for the recruiter.

In addition, further specifications on the type of employment will be provided. Specifications on preferential factors will be necessary (34). Preferred factors include the specifications of the duties and responsibilities in handling the job. This coincides with attributes that are personalized. They could consist of creativity, loyalty, enthusiasm, and intelligence (34). Specifying such attributes allows the potential candidates to re-evaluate their potential to be eligible for the position.

Procedure to Check Applicant References

There are various steps to consider when checking the suitability of an applicant per the specifications of the business employment vacancy. The initial step would be to assess the application (49). In this case, for the construction manager, it would require the applicant to have a minimum age of 25 and has a minimum working experience of more than five years. The application forms that are provided by the business allow the recruiter to assess whether the candidate is eligible or not. Therefore, if a candidate is suitable, then they pass through the first phase of the assessment.

The second process is reference checking. Reference checking allows the recruiter to assess whether the references presented in the application form are credible (49). According to Russell and Mathew, the quality of an employee is highly dependent on how well they present themselves (9). Hence, the applicant should be able to present credible information pertaining to the reference. It could be a telephone number or an email address of the referee (49). There are a few precautions to be taken nonetheless. This includes not taking contacts of a current employee without any prior agreement. In the case where the applicant can seek permission, a letter should be attached to the application. Additionally, there should be a clear outline of referee competence (49). The reason is based on the fact that the referee should have knowledge about the applicant with specificity to technical expertise and experience about the work ethic of the person. The emphasis is because; it allows the recruiter sufficient time and information in determining whether the applicant has the right skills and aptitude, including communication skills.

Procedure for Culling Successful and Unsuccessful Candidates

The formidable process in picking a successful candidate and discarding an unsuccessful one is through the interview phase. This comes after determining whether the applicants are able to qualify through the application process (55) fully. This is based on the issue of job descriptions and specifications. The interview process includes questioning the eligibility of the candidates in line with the facts of the business and job specification and description. For instance, candidates seeking the construction manager position will be taken through a complex fact-finding interview process. The process will seek to understand how well equipped and talented the candidates are in handling practical problems or challenges. The questions will encompass asking the candidate on issues such as a character in work ethic. It could include understanding or elaboration on how well the candidate has worked well with others or how they have fared within the last or previous employment.  Through listening (59), the interviewer will be able to assess the character and personality of the candidate. For this position, the individual should possess critical thinking skills that allow him or her to determine the question prior to answering it. Additionally, attributes such as communication, leadership, and managerial can be evaluated during the interview process. When the candidate has been assessed enough, the reviewing committee involved in the recruitment process will evaluate the candidate as per the requirement of the business alongside the job description (56).

Employment Agencies

The use of employment agencies will be based on the size of the business and the importance of the position. From a general perspective, the use of an employment agency would not be a proper or adequate investment because the recruiter may not fully comprehend the need of the business. Since the company is young, the need for an employment agency may not be necessary for positions such as construction manager or an administrator. However, with positions such as lend-hand, it would be paramount to utilize an employment agency. The reason is that such positions do not entirely require an assessment or evaluation process. The agency to be used will handle such aspects based on the labor laws and criteria of qualification suitable for the position. Therefore, the type of agency to be used will be those qualified to hire under the construction and building industry. The employment agency will be provided with the correct job description and specifications alongside the criteria for evaluation. The business will be specific to the relationship it forms with the agency. In this case, a company that a good rapport and has contractual obligation policy would be a good fit for handling the business recruitment process. For instance, the company could relay a five-year contractual agreement with the agency as a means to always ensure there is a constant supply of workforce during a project. On the other hand, the type of agencies that the business will not consider working with includes those that do not follow on labor laws in the country. In order to produce the best quality of work, experience and qualifications are vital to the business. Additionally, the company would not work with agencies that are not competent or professional in delivering the right people at the right time in the right manner. Ultimately, it also includes issues pertaining to educating the workers on what is needed or required throughout their tenure with the business. Therefore, handling a good rapport with a formidable employment agency would be the best to work within the short and long-run.