Job analysis and role definition

Formulating a successful selection process has become a critical element in a recruitment strategy when businesses are aiming to recruit the best candidates in today’s competitive job market. In this article, we will examine more closely the steps required to make sure organisations write clear and accurate job advertisements to attract applications from the right people. The main focus of this blog is the significance of job analysis and role definition in writing an accurate job description that:

  • Reflects the current needs of the organisation
  • Provides an accurate depiction of the job to candidates so they are not surprised when they start their new job!

To do this, business owners and/or MDs require a clear understanding of the requirements and responsibilities of a role in order to identify candidates who are suitable for the position and who are a good fit for the company’s culture.

If you are currently hiring, Oliver King Consulting will work with you to make sure that your recruitment process is proactive, and that you attract the right candidates the first time. If you would like our help to implement a successful recruitment strategy, call us on 0114 400 0202 or arrange a meeting using our online calendar so we can discuss your requirements.

The Importance of Thorough Job Analysis in the Selection Process

In order to fill vacant positions, organisations need to know which skills and qualities they need to look for in prospective candidates for the role before they begin the recruitment process. Job analysis is a thorough evaluation of a role that identifies the responsibilities, core competencies, abilities, objectives, and qualifications required to fulfil a particular position. The job analysis will also take into account the context of the role, for example, teamwork, cross-departmental working, managerial aspects (responsibility for others), and whether the role is internal or external facing. 

Conducting a thorough job analysis will enable organisations to streamline the recruitment and selection process, by identifying the essential elements of a role along with the wider context, including environmental and team dynamics within the organisation. In addition, it will help companies to understand more fully the expectations for a role, and the attitudes and competencies candidates will need to demonstrate.

Conducting a Job Analysis

In order to conduct a job analysis, the business owner or MD needs to adopt a number of techniques to examine the components and qualities of a role. These are to:

  • Ask managers and/or those who know the role to complete questionnaires to understand the core competencies and responsibilities of the role

N.B. Surveys with anonymous responses can also be utilised for this task

  • Talk to employees who understand the duties to be performed in the role to gain an understanding of what is required
  • Observe someone in the role and take note of what skills are required
  • Request that employees keep a work log, so working patterns and timings for tasks can be noted

These techniques can be deployed to ascertain information about the position from those currently working in the role for comparison to the current job description on file. Information can include:

  • What does the job involve?
  • What tasks are daily, weekly, and monthly?
  • What skills are required?
  • Is prior experience in a similar role necessary?

Once these fundamental questions have been answered, business owners will have a clearer understanding of what skills and knowledge are required to be competent in the role, (which may differ from their initial understanding or what is currently detailed in the job description.) 

They also need to determine whether there are industry standards for the role and how these compare to the results from the job analysis. This can be achieved quite simply by checking out similar positions on platforms such as LinkedIn or Indeed. This exercise is also useful for evaluating pay grades so the organisation can offer the right level of salary and benefits when compared to other employers in the same industry. You may like to read this useful article about job analysis on the Forbes website.

A comprehensive job analysis provides a detailed and accurate picture of what is required to fulfil the role. Although it may be time-consuming, it can bring many benefits: 

  • Providing the detail necessary to write an accurate job description
  • Reducing time in the recruitment and selection process
  • Removing existing bias about the role and the type of person required to fulfil it
  • Improving the ability to assess candidates accurately against the core competencies required
  • Setting competitive salary/benefits packages
  • Identifying areas for training and development
  • Feeding into the appraisal process by defining core competencies and objectives of the role
  • Finding the right person for the role will reduce dissatisfaction thus improving employee engagement

Crafting Clear Role Definitions and Job Descriptions

The findings from the job analysis form the basis of an accurate up-to-date job description which will replace any on file. It will also provide an overview of the job advertisement, introducing the role to candidates. The role definition needs to be accurate and engaging to ensure only those who are most suitable apply. Companies should therefore choose a clear title for the job advertisement that reflects the role accurately.

Here are our tips for creating the perfect job post to attract the right candidates, i.e., those who are interested, qualified and have the skillsets required for the role.

  1. Make the company overview brief, highlighting the mission, values and company culture to appeal to those with similar values
  2. Provide a role definition that outlines the primary responsibilities and objectives, so candidates trawling job sites are either instantly engaged or know that the job is not for them
  3. Next, provide a bullet-pointed list of specific tasks, responsibilities and expected outcomes
  4. Outline essential and ‘nice to have’ qualifications
  5. Emphasise the technical and soft skills required in the role
  6. Give an overview of the reporting structure
  7. Detail any opportunities for training and career progression
  8. Highlight the benefits of working for the company, such as flexible working, personal development, gym membership, private healthcare etc.
  9. Decide whether to include a salary range or an overall package, including holidays
  10. Provide clear instructions about the application process and specify contact information

Once you have written the job post, it should be checked thoroughly to make sure:

  • Keywords have been included to improve the visibility of the post on job boards – a good way to find keywords is to think about what prospective candidates would type into the search bar to find the job post
  • The language used for the post is inclusive, gender/age neutral – avoid bias of any kind
  • The post is written in a friendly and engaging tone of voice. Avoid corporate-speak, hyperbole and being too jokey!

The post should also be proofread, preferably by someone who hasn’t written it. Fresh eyes will detect minor errors that someone writing the post will not even realise are there! Errors in spelling, grammar and typos can put off candidates and create a negative impression of the company.

Aligning Role Definition with Company Objectives

It is crucial to the organisation for recruitment and selection to understand how a job fits into the overall company objectives and what role it will play in attaining them. The position has to contribute positively to individual, team, department and company success. It is therefore vital to understand the wider views of all stakeholders in shaping a role definition, from the business owner or MD to team colleagues. It is also essential to understand how the role aligns with the company’s mission, values and culture, in order to find candidates whose values align with those of the company.

We talked in our previous article about attracting candidates in an ever-evolving, fast-paced recruitment market and how the employer value proposition (EVP) represents the two-way relationship between an employer and employees. Candidate expectations have changed since the pandemic, with more expressing a preference for remote working or hybrid options, and these factors along with an emphasis on a better work-life balance should also be reflected in the role definition. In fact, according to an article posted in hrnews.co.uk in July, more than 40% of candidates would not apply for a role that doesn’t offer their preferred working conditions. The more accurate and streamlined the role definition and job post, the more likely it is that organisations will be able to implement a sustainable recruitment process by:

  • Finding the right candidate the first time
  • Reducing the cost of hire
  • Improving employee engagement
  • Cultivating higher employee retention rates
  • Aligning company and candidate values
  • Building a strong employer brand

It is crucial that business owners undertake a thorough job analysis to evaluate a role, providing a comprehensive understanding of:

  • Essential requirements and functions
  • Responsibilities
  • Timings for task completion
  • Qualifications, knowledge, skills and abilities required
  • The relativity of the job to the team and departmental objectives
  • The environment and reporting structure
  • How the job fits into the company’s values and goals

This information can be used to craft an accurate role definition and produce a well-defined job description, so the organisation can begin the whole recruitment process knowing what qualities they are looking for in prospective candidates, and attracting the right candidates to apply for the position.

Although it may seem like a lot of time and effort, conducting a  thorough job analysis and writing a clear role definition will Improve the effectiveness of the selection process, ultimately saving time and money throughout the recruitment process. They also provide the foundation for sustainable recruitment by ensuring candidate alignment, encouraging higher retention rates and enhancing the employer brand in an ever-evolving job market. You can find out more by reading this practical guide to the selection process by Erik van Vulen on the Academy to Innovate HR website.

If you would like our help on recruitment and selection or need practical advice on implementing an effective recruitment strategy, contact Oliver King Consulting today and we will discuss your requirements and help you to create a proactive recruitment process.