BAHR 211 | HUMAN RESOURCE MANAGEMENT

MS. PRINCESS G. COLE, MBA

Lesson 3 | The Functions of Job Design and Staffing

Essential Terms:

1. Job Design – The process of arranging the work structure by designating a specific activity
at individual or group levels.
2. Compensation – It refers to payment in the salary, wages, benefits, incentives, and
allowances.
3. Training and development – One of the functions of HR Management that focuses refers
to enhancing the knowledge, skills, abilities, and attitudes.
4. Health and safety – Concerned with protecting the safety, health, and welfare of people
engaged in work or employment.
5. Union relation – A process between employers and employees, management, and unions
to make decisions in an organization.
6. Performance appraisal – The process of evaluating the employee's performance through
established work standards, subsequently providing feedback to employees about their
performance level to improve themselves

HR's work in designing the organizational structure provides a meaningful and systematic way of
building a good work structure in supporting the organization's strategy. Job design helps to
determine:

1. The responsibility of an employee

2. The authority he enjoys over his work
3. The scope of his decision-making
4. The level of satisfaction
5. The productivity levels

Components of Job Design

1. Job content or scope – It includes various tasks to be performed by the job holder, the
responsibilities attached, and the relationship with the other jobs.

2. Job depth – The autonomy or the authority that the job holder enjoys in planning and
organizing the work.

Uses of Job Design

1. HR Planning 5. Training and Development

2. Recruiting 6. Performance Appraisal
3. Selection 7. Health and Safety
4. Compensation 8. Union relations

In studying a particular job, it needs to assign to a person whose expertise is the know-how to
analyze the job.

Job analysis provides a systematic way of studying particular work natures and requirements.
Content of Job Analysis

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The following information is generally contained in every job analysis:

1. Job identity – Job title, Department, Location or facility, Number of incumbents.

2. Purpose of position – Why does this job exist? What is the job holder employed to achieve?
3. Key responsibility areas – What are the major or significant activities involved in the job?
What are the main areas of performance or responsibility? What level and standards of
performance are expected of the job holder?

There are two outputs of job analysis to determine its work contents; these are:

1. Job description
2. Job specification

Job Description is a written statement of a specific job based on a job analysis's findings. It
generally includes duties, purpose, responsibilities, scope, working conditions of a job, the job’s
title, and the name or designation of the person to whom the employee reports. Job description
usually forms the basis of the job specification.

Example: HR Manager Job Description

Job Title: Human Resources Manager Department: Human Resource

Reports to: HR Director Effective Date: November 16, 2022

Job Summary

The Human Resource Manager will lead and direct the routine functions of the Human Resources (HR)
department including hiring and interviewing staff, administering pay, benefits, and leave, and enforcing
company policies and practices.

Duties and Responsibilities

▪ Partners with the leadership team to understand and execute the organizations human resource
and talent strategy particularly as it relates to current and future talent needs, recruiting, retention,
and succession planning.
▪ Provides support and guidance to HR generalists, management, and other staff when complex,
specialized, and sensitive questions and issues arise; may be required to administer and execute
routine tasks in delicate circumstances such as providing reasonable accommodations,
investigating allegations of wrongdoing, and terminations.
▪ Manages the talent acquisition process, which may include recruitment, interviewing, and hiring of
qualified job applicants, particularly for managerial, exempt, and professional roles; collaborates
with departmental managers to understand skills and competencies required for openings.
▪ Analyzes trends in compensation and benefits; researches and proposes competitive base and
incentive pay programs to ensure the organization attracts and retains top talent.
▪ Creates learning and development programs and initiatives that provide internal development
opportunities for employees.
▪ Oversees employee disciplinary meetings, terminations, and investigations.
▪ Maintains compliance with federal, state, and local employment laws and regulations, and
recommended best practices; reviews policies and practices to maintain compliance.
▪ Maintains knowledge of trends, best practices, regulatory changes, and new technologies in
human resources, talent management, and employment law.
▪ Performs other duties as assigned.

Job Specification – is a statement of employee characteristics and qualifications required for

satisfactory performance of defined duties and tasks comprising a specific job or function. The
job specification is derived from job analysis.

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 Example: HR Manager Job Specification

Job Title: Human Resources Manager Department: Human Resource

Reports to: HR Director Effective Date: November 16, 2022

Required Skills/Abilities:

▪ Excellent verbal and written communication skills.

▪ Excellent interpersonal, negotiation, and conflict resolution skills.
▪ Excellent organizational skills and attention to detail.
▪ Strong analytical and problem-solving skills.
▪ Ability to prioritize tasks and to delegate them when appropriate.
▪ Ability to act with integrity, professionalism, and confidentiality.
▪ Thorough knowledge of employment-related laws and regulations.
▪ Proficient with Microsoft Office Suite or related software.
▪ Proficiency with or the ability to quickly learn the organizations HRIS and talent
management systems.

Education and Experience:

Bachelor’s degree in Human Resources, Business Administration, or related field required.

A minimum of three years of human resource management experience preferred.
SHRM-CP or SHRM-SCP highly desired.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift 15 pounds at times.
Must be able to access and navigate each department at the organization’s facilities.

Recruitment is the process of encouraging job applicants to seek employment in the organization.
Recruitment process is the first step towards creating the competitive strength and the strategic
advantage for the organizations. It involves a systematic process from pooling the candidates to
arrange and conduct interviews and requires many resources and time.

A general recruitment process is as follows:

1. Identifying the vacancy. The recruitment process begins with the human resource
department receiving requisitions for recruitment from any department of the company.

These contain:

▪ Posts to be filled
▪ Number of persons
▪ Duties to be performed
▪ Qualifications required
2. Preparing the job description and person specification.
3. Locating and developing the sources of the required number and type of employees
(Advertising, etc.).
4. Short-listing and identifying the prospective employee with the required characteristics.
5. Arranging the interviews with the selected candidates.

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 6. Conducting the interview
7. Decision making

REASONS FOR RECRUITMENT

1. Start-up of business 6. Resignation

2. Expansion of the company 7. End of contract
3. Transfer 8. Retirement
4. Promotion 9. Termination
5. Labor turnover

The recruitment process is immediately followed by the selection process, i.e., the final interviews
and decision-making, conveying the decision, and the appointment formalities.

Selection is the process of determining the most qualified job applicant and be given a position
in the organization. The main objectives of good employee selection include but not limited to
the following:

1. To acquire people who possess the ability and competence to fill the position.
2. To find the right man for a job and finding the right job for a man.
3. To lessen the problem of management in hiring the wrong person for the job.

Advantages of Hiring Qualified Personnel

1. They learn faster

2. Less cost in training
3. Minimum supervision.
4. Better performance

Considerations on selecting the right employee for a job:

1. Age
2. Character
3. Health
4. Education
5. Experience
6. Civil Status
7. Gender
8. Appearance

Procedures in the Selection Process

1. Initial screening
a) Oral interview
b) Qualifying exam

2. Employment examination. Measures the applicant's abilities, which cannot be gauge

through interviews.
a) Mental/ Intelligence test
b) Personality test
c) Aptitude test
d) Achievement test

3. In-depth interview. The following characteristics are being observed:

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 a) Mental ability
b) Physical condition
c) Emotional stability
d) Social skill
e) Moral values/spiritual aspects

4. Background Investigation. The following are subject for investigation:

a) School
b) Past employment
c) Community
d) Character references

5. Requirements to be accomplished. The usual needs to be submitted are the following;

a) Diploma
b) Transcript of record
c) Certificate of employment from a previous employer.
d) Physical examination
e) Police clearance or NBI clearance

PURPOSES OF INTERVIEW

1. To find out how well qualified is the applicant for the job vacancy.
2. To give the applicant with the information he needs to decide whether or not he will take
the job if offered to him.
3. To create goodwill for the company. During the interview, the interviewer can present
the good things about the company, which can be the basis for the applicant's decision
to accept the job.

EMPLOYMENT TEST

1. Intelligence/Mental alertness – they measure a person's ability to quickly learn those jobs,
including memory, reasoning, abstract, reading comprehension, and analyzing solving
problems.
2. Aptitude test/clerical – this test measures the individual speed and accuracy in dealing
with similarities and clerical relationship. Such as numbers, alphabet filing, spelling, simple
computation in arithmetic, checking the accuracy of a copy, and filing of names of
person and place.
3. Proficiency test or achievement test – this test measures the individuals' proficiency in the
job in which they are engaged in sample tests like typing, shorthand, bookkeeping, and
machine operation.
4. Personality test – is used in measuring personality characteristics, which are considered to
be the basis of success in the job, particularly for a supervisory and managerial position.
The primary purpose is to measure an individual's emotional maturity, his/her ability to
withstand stress and tension, and his ability to gain respect and cooperation.

Purposes of Physical Examination

1. To prevent contagious disease.

2. To prevent liability employees due to absenteeism and tardiness because of poor physical
condition.

PLACEMENT

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Placement is assigning selected candidate to a specific job which involves specific duties and
responsibility. Thus, matching the job with the qualifications of the candidate. It is a process of
determining the most qualified job applicant and be given a position in the organization.

The specific branch, department, division, section, or unit determines where the individual is to be
assigned.

Significance of Proper Placement

1. It improves employee morale.

2. It helps in reducing employee turnover.
3. It helps in reducing absenteeism.
4. It helps in reducing accident rates.
5. It avoids the misfit between the candidate and the job.
6. It helps the candidate to work as per the predetermined objectives of the organization.

Employment Status/Categories of Employees

1. Probationary – Consecutive six (6) months

2. Casual – during peak season, in case of absence/leave of another employee.
3. Contractual – To perform the work or specific project (fixed period)
4. Temporary – work for a certain period of time upon completion of work.
5. Regular/permanent – The employee passed the probationary period and has the security
of tenure.