Job Descriptions

I. What Job Descriptions do

Most importantly they:

• Clarify expectations for the role

• Provide basis for measuring performance, and performance appraisals

• Provide clear description of the role

• Enable total organization structure to be compiled by allocating tasks across the board

• Remove possibility of misinterpretation by employee or manager

• Allow pay and grading to be structured fairly

• Provide a reference tool in the event of a dispute or discipline

• Provide a reference point for training, development, career progression, succession planning, or counseling

II. Smaller Businesses

Staff in smaller businesses usually cover a wider or more mixed range of responsibilities than in a larger organization. In smaller businesses job descriptions might therefore cover a greater number of listed responsibilities. This should never exceed about 15 because the result can become unwieldy.

III. Compiling Job Descriptions

This is an opportunity as an employer or employee to clarify expectations of the role. Start by writing down all the tasks which the role is expected to carry out. This may be quite a long list, but be careful to distinguish what might be covered by an Operations Manual, if one exists. Wherever possible refer the details of procedures or processes to the "Operations Manual", or "Agreed procedures", or "Agreed standards". It is easier to change a Job Description than an Operations Manual! By looking at the list in Paragraph V below you will find that you will be able to group some tasks under these headings.

IV. Job Description Template

Use the following headings:

• Job Title

• Where based (Business, unit, section – if applicable)

• Position reports to (Line Manager, Supervisor etc)

• Job Purpose Summary (Ideally one line or sentence)

• Key Responsibilities and Accountabilities (8 – 15 numbered points in order of importance if possible)

• Dimensions (The areas to which responsibilities extend e.g. staff, customers, territory, products, equipment, premises etc.)

• Date and any other references necessary

V. Writing Job Descriptions

Group and allocate the list of responsibilities you have compiled in Paragraph III above into the following general areas, in order of importance to the role, if applicable:

• Communicating (With whom, what, how)

• Planning and/or organizing (What)

• Managing (People, recruiting, assessing, training)

• Monitoring and/or reporting (What)

• Evaluating and deciding (What)

• Financial budgeting and control (Of what)

• Producing things (What)

• Maintaining/repairing things (What)

• Quality control (Of what)

• Creating and/or developing things (What)

• Using equipment and/or systems (What)

• Self development

Senior roles may also include items such as:

• Developing policy

• Corporate responsibilities

• Developing strategic direction as part of a Strategic Business Plan

An example of a Job Description is given below.

JOB TITLE Operations Manager

BASED AT Head Office

REPORTS TO Board of Directors

JOB PURPOSE To manage and oversee the day-to-day operations of (Company) production facilities in a profitable manner. Plans and schedules production through all studios, in all company locations, supervises staff to achieve the schedules and oversees marketing and customer service functions.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Ensure effective allocation of resources across all areas of the operation to accomplish expanding customer driven priorities. This includes work allocation, staff training, problem resolution, evaluating performance, and motivating employees to achieve peak productivity.

Plans and coordinates the business functions of the organization, to include customer service, and marketing and advertising activities.

Participates in the development of operating goals and objectives, recommends, implements and administers methods and procedures to enhance operations.

Monitor profitability of operation by reviewing costs against budgets set.

Monitor marketplace and recommend strategies and business plans to increase (Company’s) share of the potential market, to improve competitiveness.

To monitor performance ensuring the operation is totally customer focused.

Balance market growth with organizational ability to follow through on implementation.

Participates in the development of the Strategic Business Plan

Provide reports for Board of Directors as required