JD & JS : Job Description & Job Specification : The Differences

Job description and job specification are job documents which are created after the information or data of a job has been gathered and analysed. According to Brian L. Delahaye in his book “Human Resource Development”, these two documents has become the predetermined standard for the performance appraisal as a comparison point for the occupant’s behaviours and abilities.

The differences of these two documents are as follow:

  1.    The job description or best say the desk file “fail meja” is a document which contains a lot of information about the position, such as the position title, position summary, duties, tasks, and responsibilities.

The job specification lists the characteristics such as the knowledge, skill and ability required by one to fill the position, to enable him to carry out his duties and to achieve the predetermined performance indicators.

  2.   The job description contents the general information or an overview of a position. Information such as the relation of one position to the other positions is also included. Such relationship would show who the person reports to, who are the subordinates and who are they working with. Once job description was read, people would get to know what the job or position is about.

Job specification did not content such detail, but job specification would rather elaborate on ‘who and how to’ carry out the duties as said in the job description. For example, position titled ‘Kindergarten teacher’ must have the ability to communicate with children, language knowledge, ability to handle hyperactive kids, kind hearted, friendly, patient and passionate. These are all specific details which would not say in the job description. Once job specification was read, people would get to understand who can perform the job said.

  3.  The outputs expected of the position are listed in job description, and is shown as the performance indicators. But such details are not contented in the job specification; the job specification is more about the characteristics of one person who can perform the job.

Training Needs Analysis

Training as part of human resource planning which aim to help develop the employees in terms of their skills and knowledge to enable them to meet the needs of the organization. Before conducting training programs, the needs of training should be analyse to ensure the objective of the training program is parallel to that of the goals of the organization.

3 types of Training Needs Analysis are as follow:

1. Organizational needs analysis. The organization needs to evolve and expand alongside with the development of the global and to compete with others. To able to do that, the human capital of the organization should be well-trained, updated of current issues and needs of the customer. For example, if a restaurant needs to expand its business from dine-in to drive-through service, the manager should evaluate the supply of the human capital, their capability and so on, and train them on how to take order for drive-through and such.  The analysis focused on the needs of the organization, regardless of the capability of employee.

2. Task needs analysis refers to the job-based training analysis. Say a service manager is transferred to the human resource manager, his previous experience and training report would be evaluated. If needed, he would be recommended to attend human resource seminar and training to enable him to handle the job better. This analysis is necessary to prepare the existing employees well prepared for the job and lowered their anxiety when being transferred or when given new job or task.

3. Person needs analysis refers to individual needs. For example, a newly hired employee who has no experience in assembling a bicycle would be given proper training to give him adequate knowledge to enable him to perform job of assembling the bicycle efficiently in the future. Person needs analysis emphasis on the needs of an individual in the organization.

Occupational Safety and Health Act (OSHA) 1994

OSHA 1994 refers to the Occupational Safety and Health Act 1994 which was intended to ensure safety, health and welfare of all persons at all places of work.

The 4 benefits of OSHA 1994 are:
1.Reduces risks and causes of accidents.  The inspecting body would identify any hazards, dangerous occurrence, occupational poisoning and disease present in the work place and so to improve the health and safety management practices of an organization. As safety and health programs are both represented by the workers and the employer, consultation programs may also be provided to teach both the knowledge of how to identify hazards and risk and how to eliminates those risks and hazards. This would help them both (workers and employer) to prevent work related injuries, poisoning or death.

2.Monetary benefits. By complying the guidelines of OSHA, one organization (especially business based) would benefits the business. For example, Malaysia, with OSHA, foreign investor would see the seriousness of how the government  make sure the commercial buildings are well examined and inspected before letting for business, and would be please to invest. By following regulations in OSHA, one organization also saving money from reduced employees' injury, paying expensive medical bills, product loss, equipment damage, compensation costs due to death or disable, and even paying high price in renovating damaged building from fires.

3.Easing managerial task. Since OSHA 1994's philosophy is 'responsibility for safety and health in the workplace lies with those who create the risk (employers) and those who work with the risks(employees), both the workers and employers are responsible for own safety and health in the workplace as they were both educated on how to identify hazards and how to eliminate the hazards. The employees should cooperate with the employers to ensure safety and health in the workplace. Since the employees are aware of the safety and health in the workplace, the workplace become safe for them to work in, they can perform better and increase productivity over time, thus, easing managerial task.

4.Workers' health, security and welfare are protected, and employers are aware of safety and health of workers in the organization. With OSHA 1994, inspection would be done not only by officers of Department of occupational safety and health, few independence inspecting body would also assist. The employers are aware of the hazards, they would be required to eliminate the hazards, and if the hazards are unavoidable in daily production (organization which may need to work with dangerous substances), hazards sign should put on to make everyone aware of the existing hazards. If anyone in the organization ignoring the signs and causes accidents or fatal to himself, the employers would not be at fault. On the other hand, OSHA makes the employer comply with the safety and health guideline in the workplace, the employer must comply so to provide safe and healthy place for the workers to work within. If there are accidents happened, the workers would get some amount of medical assistance, or compensation. Thus, with OSHA, the safety of the workers are well guarded, and the health and welfare of the workers are well protected.

The Hot Stove Rule - Douglas Mc Gregor

Hot Stove approach by Douglas Mc Gregor shows that if the rules and penalty are clear and acknowledged clearly to all staff, a violation of rules prescribed would create some consequences as stated in the penalty, just as if someone touching the hot stove, the consequence is to burns his own hands.

Four principles of the hot stove rule in employee discipline is immediacy, warning, consistency and impersonal / impartiality.

i. Immediacy. In discipline employee, a manager should take immediate action to investigate the case and if the employee found guilty of violating the rules and standards of the organization, immediate action should be taken to punish / or penalty should be impose according to rules of the organization. And the employee should be informed of his violation and penalty soon after the manager or the authority of the organization has decided. This would prevent the case from fading away and misjudged. This as if someone touches the 'hot stove', the effect and burning sensation is immediate.

ii. Warning. Each and every employee, higher level or lower level ones should be given notice or acknowledgement of the organization's latest rules, standards and regulations. What penalty and punishment would be set to each violator should also brief to the employees as a warning. As pictured by the 'hot stove', the hot red burning stove is the warning so people would not touch it, if anyone touches it (ignored the warning), his hands would burn as the result (punishment) of touching hot stove.

iii. Consistency. The punishment / penalty for violating rules of the organization should be consistent. This would ensure that all employees are satisfied with the fair treatment and recognize that if anyone violating the rules, he/ she would get the same punishment. This would not only ensure that the employees be loyal to the organization, feel safe when working in the organization and also satisfied when being punished. The 'hot stove' would always burn one's hand if touched, the consequence is consistent, so is discipline.

iv. Impersonal /impartiality. Discipline applied to every member in the organization, regardless of what position ones in, gender, race or family background. A manager should impose the penalty or punishment of violator without bias or favorites. The punishment should be on the subject (the violation), not on the person. This is as if the hot stove, whoever touched it, burn their own hands, the hot stove does not chose to burn certain people or because of who they are, but whoever touched it, get the burn.

Sharing of a real life story:

Kisah Ketabahan Amyra Balqis & Ibunya

Harini saya ingin share kisah benar tentang "Ketabahan Seorang Ibu Yang Menjaga Anaknya Yang Kini Terlantar di Bilik ISO 1, Wad 4D Onkologi & Homotology, HUKM, Cheras Kerana Menghidap Penyakit Kanser Leukemia (Kanser Darah) Tahap 4 dan Kisah Seorang Anak JKecil Yang Begitu Kuat dan Tabah Dalam Menjalani Kehidupannya Yang Begitu Penuh Cabaran dan Kesakitan Dengan Tidak Menitiskan Airmata dan Cuba Mengukirkan Senyuman Kepada Semua Orang..."

Ternyata saya seorang ibu yang kini mempunyai 2 orang anak....Apabila anak saya sakit walaupun hanya demam, saya akan sedih dan xberhenti menitiskan airmata...Saya tak boleh tidur dan x selera makan dan berharap Allah akan sembuhkan anak saya segera...Itu baru sakit yang biasa, ini kan pula sakit yang berat...

Bagaimanakah reaksi aku?Tabah ke aku?Boleh ke ku menghadapinya?

"Ya Allah...Baru ku sedar, tabahnya sis Herna...bagaimana sis Herna boleh tabah dan menghadapi dugaan sebegini Ya Allah...Beratnya mata ku memandang...berat lagi bahu yang memikul Ya Allah...

Sahabat2 mari lah kita hayati sama2 kisah ketabahan anak dan ibu ini....

Comel kan kanak2 di atas ni...ini lah Amyra Balqis, anak cilik yang begitu ceria dan manis sekali...Anak bongsu dari 3 beradik...Sangat manja, peramah dan bijak...Siapa sangka anak secomel,secantik dan sekuat ini menghidap sakit Kanser Leukemia (kanser darah) yang kini sudah tahap 4....

Myra ni dulunya anak yg ceria dan sangat aktif orangnye sehingga saye tidak sedar yg dia ni sakit hingga pada satu ketika dia kerap mengadu letih dan sering kelihatan pucat lesu jer dan menampakkan kesan lebam atau kebiruan di beberapa tempat seperti di betis, lutut dan lain-lain tempat lagi di bahagian badan (macam kene gigit pelesit) orang tua-tua kate....Kalau di ajak berjalan Myra pasti minta dukung...Jika masuk kereta sahaje terus sahaja terlena...Kesian juga pada Myra coz kene marah juga kerana asyik minta dukung coz Myra kan dah besar, tak larat untuk saye dukung sentiasa..Myra ni jarang sakit dan pergi klinik/hospital....Mula dengan demam. Selalunye saya tidak suke ke klinik Kerajaan kerana terpaksa menunggu hampir satu hari semata-mata nak dapatkan rawatan. Saye cume bawa Myra ke klinik swasta sahaja....Makan ubat, baik demam...Ubat habis, selang beberapa hari, Myra demam lagi....saye pun melakukan perkara yg same iaitu pergi semula ke klinik swasta....dah kerap sangat macam ni, saye tak sedap hati coz risau mungkin kene denggi dll kerana kawasan rumah saye ramai yang dah kene denggi...Saye pergi juga klinik kerajaan di Presint 9, Putrajaya. Di sana, dia terus pergi makmal ambil darah Myra kerana Myra dah demam lebih 3 hari...Kali ni, lame pun lame lah....Result darah mendapati Hb, Platlet dan lain-lain lagi semuanya tak normal....Pada mulanya doktor pun saspek denggi. Mendapat surat rujukan agar Myra di bawa ke Hospital Putrajaya yg berdekatan dgn rumah saya. Sampai di sana, Myra sekali lagi di ambil darah. Result mendapati platlet bertambah kurang dan Myra di tahan di wad. Di Hospital, doktor dapati hati dan limpa myra makin membesar dan tidak normal jika dibandingkan saiz seusia dia iaitu lebih 5cm...Doc di Putrajaya mengambil darah lagi sebanyak 8 botol test dan dihantar ke KL. Keputusan mendapati terdapat sel kanser di dalam darah Myra. Untuk mengetahui kanser di tahap mana, doktor memberi saranan agar Myra di rujuk ke Hospital Besar Kuala Lumpur. Memandangkan di HKL penuh, doktor rujuk kes Myra ke PPUKM, Cheras coz di Hospital Putrajaya tiada kepakaran untuk kes Onkologi & Hematologi kanak-kanak dan chemo. Di sana, doktor telah menerangkan tentang penyakit kanser dan rawatan chemo kepada saya dan suami. Mengambil masa juga untuk mentandatangani proses pengambilan tulang belakang Myra sebelum ni. Semua saudara dan sahabat saye hubungi untuk minta pandangan....Ramai yg memberikan kata-kate negatif takut akan bahayanya jika di ambil sum-sum tulang belakang Myra..boleh lumpuh katenyer...Tapi ... 

(ikuti kisah benar ini di blog http://mayanabilla.blogspot.com/2012/07/kisah-ketabahan-amyra-balqis-ibunya.html )

GREAT DEAL!

PHILIPS AVENT Baby Feeding Bottle OFFER!

My brother-in-law had a baby girl this Saturday, considering buying baby Q'sya a gift and found this great deal! It's the famous and safe PhilipsAvent baby feeding bottle twin pack for only RM60 from @milkadeal! 

View the deal! 

http://my.churpchurp.com/nurulaisyahyap/share/PhilipABFB

Gift 2 Give !

Dear friends @ kawan-kawan,

Post Comment anda di blog ini dari 14 Ogos 2012 sehingga 14 September 2012, commenter terbanyak akan mendapat hadiah sebuah buku "PESANAN NABI SAW " seperti berikut:

FREE GIFT

SELAMT MENYAMBUT RAMADHAN