MANAGEMENT JOB DESCRIPTION WRITING 2005

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MANAGEMENT JOB DESCRIPTION WRITING 2005
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(No Transcript)
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Management Job Description Writing

• Session Objectives
• Review purposes and basic principles of effective
  job descriptions
• Provide brief overview of MJEP and factors
• Clarify sections of MJEP job description form,
  what to include and how the information links to
  MJEP job evaluation factors

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Management Job Description Writing

• Job Description
• Written statement identifying key information
  about a specific job within an organization
• Uses
• Job evaluation
• Basis for Writing Recruitment Ads
• Helps Identify core competencies for performance
  assessment
• Human resource planning
• Training and development

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Management Job Description Writing

• Basic Principles
• Job information relates to the job not the
  incumbent
• Keep it plain language, simple, and factual
• No relationship between length of description and
  size of job

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Management Job Description Writing

• Revised MJEP Job Description Format
• A MJEP job description concentrates on
• Why the job exists in the organization
• The degree to which the job is responsible for
  achieving results
• The importance of the results to the organization

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Management Job Description Writing
Job Evaluation Plan
Job Description
Knowledge/Experience (Content Know-How), Relations
hips/Contacts (HR Skills) Leadership and Business
Know-How (Leadership and Business
Know-How) Problem Solving (Problem-Solving) Speci
fic Accountabilities/Impact and Magnitude of Job
(Accountability, Know-How, Problem Solving)
INPUT
THROUGHPUT
OUTPUT
Problem-Solving
Accountability
Know-How
Content Know-How
Leadership and Business Know-How
Human Relations Skills
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Management Job Description Writing
Job Evaluation Plan
INPUT
THROUGHPUT
OUTPUT
Problem Solving
Accountability
Know-How

Content Know-How Practical procedures and
knowledge, specialized techniques, and learned
skills.
Leadership and Business Know-How Planning,
coordinating, directing or controlling the
activities and resources.
Human Relations Skills Active, practicing,
person-to-person skills in the area of human
relationships.
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Management Job Description Writing
Job Evaluation Plan
INPUT
THROUGHPUT
OUTPUT
Problem Solving
Accountability
Know-How

Thinking Environment Freedom to think. The
extent to which assistance or guidance is
available from past practice, policies and
guidelines or others.
Thinking Challenge The challenge presented by
the thinking to be done. Innovations/enhancements
which improve the efficiency of a job or a
departments performance. Continuous improvement.
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Management Job Description Writing
Job Evaluation Plan
INPUT
THROUGHPUT
OUTPUT
Problem Solving
Accountability
Know-How

Freedom to Act Refers to the degree to which
personal or procedural control exists.
Magnitude Refers to the size of the work area
or function most clearly affected by a job.
Impact Refers to the degree to which a job
affects or brings about the results expected of
the work area or function.
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Management Job Description Writing

• Know-How
• Know-How is the sum of every kind of skill,
  however acquired required for acceptable job
  performance.
• Know-How has three dimensions
• Content Know-How Practical procedures and
  knowledge, specialized techniques, and learned
  skills.
• Leadership and Business Know-How Planning,
  coordinating, directing or controlling the
  activities and resources.
• Human Relations Skills Active, practicing,
  person-to-person skills in the area of human
  relationships.

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Management Job Description Writing

• Problem Solving
• Measure of original thinking.
• Use of knowledge in an environment ranging from
  highly controlled to unstructured.
• Describes the thinking required in the job by
  measuring two dimensions
• Thinking Environment (Freedom to Think). The
  environment in which thinking takes place.
• Thinking Challenge (Difference between well known
  and defined responsibilities and those that are
  new and non-recurring). The challenge presented
  by the thinking to be done.

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Management Job Description Writing

• Accountability
• The degree to which a job is responsible for
  achieving results, and the importance of those
  results to the organization. There are three
  dimensions
• Freedom to Act Freedom to take action or
  implement decisions. The nature and extent of
  the controls, or the lack of them.
• Magnitude The extent to which stakeholders are
  affected by the outputs.
• Impact How a job directly affects results.

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Management Job Description Writing

• MJEP Job Description Form
• Can be found at
• http//www.chr.alberta.ca/Practitioners/Doclist716
  .cfm

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Management Job Description Writing

• MJEP Job Description Form
• Includes 12 Sections
• Job Identification
• Position Summary
• Specific Accountabilities
• Knowledge/Experience
• Leadership and Business Know-How
• Problem Solving
• Relationships/Contacts
• Impact and Magnitude of Job
• Changes Since Last Review
• Comparable Positions
• Organization Chart
• Signatures

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Management Job Description Writing

• Job Identification Section
• This section includes
• Working Title and Name
• Position Number, Reports To (Posn., Class, and
  Level)
• Ministry
• Present Class, Requested Class
• Levels to Deputy Minister
• Dept ID, Program Code, Project Code (if
  applicable)
• Division, Branch/Unit, and Ministry
• Reports To Position Number, Class and Level

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Management Job Description Writing

• Output Orientation
• In many organizations, job descriptions are
  task oriented. They sum up all tasks that the
  incumbent of the job has to accomplish. The new
  job descriptions are results oriented, as they
  give more direction to the jobholder as to what
  kinds of results are expected.
• Focus on Core Contribution
• Many incumbents think there is a direct
  relationship between the length of the job
  description and job size. This has resulted in
  job descriptions over 10 pages. The assumption
  is wrong. It is not the length of the job
  description, but the quality of its information
  that determines its usefulness for job evaluation
  purposes. The longer the job description, the
  more difficult it is to distinguish between core
  and non-core elements.

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Management Job Description Writing

• Guide to Writing a Job Description
• The following chart illustrates 3 important steps
  to follow in building a mgmt. job description.  
  It is a progression that starts with defining key
  management actions, up to end results or outputs
  of the job, and ultimately to the purpose of the
  job, the position summary.

JOB DESCRIPTIONS
Position Summary
Accountability
Actions for Each End Result
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Management Job Description Writing

• Guide to Writing a Job Description
• Step 1  List Key Management Actions (Activities)
• Business plans and/or current job documentation
  can be used

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Management Job Description Writing

• Guide to Writing a Job Description
• Step 2  Group Actions Into End Results
  (Accountabilities)
• Within what context does the job have to operate
  (legislation, budgets, policies, procedures,
  processes, etc.)

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Management Job Description Writing

• Guide to Writing a Job Description
• Step 2 Contd
• End Result  At this point the accountability the
  individual has should be described.
• For a Director, Human Resources job for
  instance, the following illustrates an output of
  the job description (accountability) showing what
  he or she has to do, within what context, and
  what the end result will be.

HOW TO DESCRIBE ACCOUNTABILITY
Outcomes
What
Within
End Results
Action (Activity)
Context
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Management Job Description Writing

• Guide to Writing a Job Description
• Step 2 Contd
• Director, Human Resources

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Management Job Description Writing

• Specific Accountabilities
• Step 2 Contd
• What are the most important end results or
  outcomes of this position and how are they
  achieved?
• Normally a position has 4-8 core end results.
• For each end result approximately 3 major
  activities should be described.
• Describe what added value the end result provides

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Management Job Description Writing

• Specific Accountabilities
• Step 2 Contd
• Example 1
• Parks District Manager
• Community Development
• 1. Land base conservation programs are
  effectively implemented by.
• utilizing project management techniques,
• involving key stakeholders in the implementation
  process, and by
• evaluating program outcomes and applying
  continuous learning techniques.
• This ensures special and outstanding natural
  landscapes and features are protected for future
  generations.
• 2. Land and water base recreation activities are
  managed and implemented effectively on a year
  round basis by
• identifying program needs,
• setting priorities, and
• developing program budgets for each specific
  Provincial Park and Provincial Recreation Area
  within the District.
• This ensures quality services and facilities are
  being provided.

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Management Job Description Writing

• Specific Accountabilities
• Step 2 - Example 1 Contd
• Effective delivery of all recreation and
  conservation programs within the the District by
  
• Directing technical and administrative staff,
• Developing and implementing staff training
  programs,
• Providing on-the-job training, and
• Providing regular feedback and evaluation.
• This ensures Departmental goals and objectives
  are being achieved effectively, and financial and
  human resources are being expended within policy
  and budget.
• 4. Business areas receive quality services in
  all areas of technology through
• Applying proven quality assurance methodologies
  and practices
• Facilitating regular meetings and communications
  with users
• Ensuring staff are trained and competent in the
  delivery of services.

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Management Job Description Writing

• Specific Accountabilities
• Step 2 - Example 2
• Executive Director
• Royalty Tenure Policy, Energy
• Directs the work of the Division including
  policy-related research, analysis, policy advice,
  issues management and implementation by setting
  priorities ensuring policy recommendations take
  direction from the Minister, Deputy Minister,
  Executive Committee, and stakeholders and staff
  members setting timelines for deliverables
  managing the resources allocated to the Division
  and maintaining and coaching a fully competent
  staff complement to meet the policy needs of the
  Ministry. This work affects a principle pillar
  of Albertas economy, and directly impacts the
  energy industry.
• Timely and effective provision of analysis,
  advice and regulatory intervention by overseeing
  the assessment of market, supply and
  infrastructure issues, reviewing the forecasting
  of energy prices, production, and non-renewable
  resource revenues, analyzing of tax and fiscal
  issues facing the industry, and interventions
  regulatory proceedings that impinge on market
  access and valuation of Albertas petroleum
  resources. This work directly enhances the value
  of Albertas energy and mineral resources.

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Management Job Description Writing

• Specific Accountabilities
• Step 2 - Example 2 Contd
• Oversees the development, implementation and
  maintenance of policy and legislative frameworks
  by developing timely and proactive policy
  responses and legislative amendments to current
  and emerging tax and regulatory issues and trends
  affecting the electric sector. This ensures a
  policy regime that fosters a competitive and
  effective electric sector.
• Provides high quality advice with respect to
  environmental and land access issues affecting
  the energy industry This is done through ensuring
  that policy advice issues, concerns and trends
  are identified, analyzed, and responded to in
  appropriate and effective ways. It also involves
  ensuring that, where appropriate, the department
  works with other provincial departments
  (especially Environmental Protection), inter
  governmentally and with industry and other
  stakeholders to improve the cost effectiveness of
  related measures and expenditures. These actions
  help steer the province toward sustainable
  development.

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Management Job Description Writing

• Step 3  Summarize End Results and Actions
• (Activities) in a Position Summary
• Once the End Results and Actions (Activities) are
  clear, you have to summarize the overall purpose
  of the job.  Again you have to write
• What is the overall purpose covering the
  responsibilities that are grouped?  (Why does the
  job exist?)
• Within what context has the job to operate
  (legislation, budgets, policies, procedures,
  processes, etc.)
• End Result  at this point the purpose of the job
  has to be described.

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Management Job Description Writing

• Position Summary
• Step 3 Contd
• Describe the main purpose of your position. Why
  does this position exist for the most part?

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Management Job Description Writing

• Position Summary
• Step 3 Contd
• An example of a Summary of the Human Resource
  Director job, based on the identified
  responsibilities follows
• Reporting to the Deputy Minister, and within the
  scope of legislative and Government of Alberta HR
  policies, this position provides direction and
  leadership on all human resource matters
  including employee relations, staffing,
  classification, personnel systems, payroll,
  performance management, staff development, and
  occupational health and safety. The focus of the
  position is in ensuring the effective attraction,
  utilization, retention, development and promotion
  of Government of Alberta employees who are
  committed to providing excellent client service.

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Management Job Description Writing

• Position Summary
• Step 3 Contd
• Example 1
• Reporting to the Executive Director, the
  Regional Manager, Community Development Field
  Services, Central Region directs and controls all
  regional activities for planning and delivering a
  broad range of community development programs,
  training, and management services to local
  government systems, community organizations and
  the general public, within a large region. The
  position actively promotes local problem solving,
  conflict resolution and self-reliance by
  coordinating and providing leadership to a
  diverse group of highly effective professionals
  who help communities and community agencies and
  sectors move from dependence to independence and
  interdependence.

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Management Job Description Writing

• Position Summary
• Step 3 Contd
• Example 2
• Reporting to the Executive Director, Human
  Resources, this position is responsible for
  managing all the Human Resources Consultants in
  the effective delivery of human resource services
  including employee relations, staffing/redeploymen
  t, and classification to a large and diverse
  department. Position ensures through a proactive
  consultative approach that HR Programs and
  Services meet client needs and are responsive to
  the changing environment.

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Management Job Description Writing

• Describe Knowledge and Experience
• Here you should list the Knowledge and Experience
  that is required for the job and not of the
  incumbent.  It is not necessary to provide an
  extensive list, but a list of the most important
  knowledge factors, and experience required to do
  the job.  This includes knowledge about practical
  procedures, specialized techniques, etc.
  analytical and conceptual skills. If a specific
  training is a legal requirement for the job, it
  should be listed.  Other than that, we are asking
  for information on knowledge, and experience
  required to do the job, and not focusing only on
  diplomas or degrees.

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Management Job Description Writing

• Knowledge and Experience
• Knowledge refers to all knowledge, skills and
  abilities required for acceptable job
  performance. It does not refer only to formal
  education, but to all knowledge however acquired.
  
• Experience refers to all practical hands-on
  work experience that is directly transferable to
  the requirements of the position to ensure
  achievement of results.

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Management Job Description Writing

• Knowledge and Experience

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Management Job Description Writing

• Knowledge and Experience
• Example 1
• Position must have in depth knowledge of
  information technology trends and issues required
  for the support of a major complex computer
  processing environment, including financial and
  asset management, operating system software and
  network software configuration maintenance and
  support. A solid understanding gained through
  extensive practical experience of the functioning
  of government, budget, and policy making is a
  requirement.
• Effective communication skills, (verbal,
  non-verbal and written), project management
  skills, and proven skills in working with senior
  level government staff on IT related issues is
  required.
• A related university degree supplemented by six
  years progressively responsible experience in a
  large IT environment.

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Management Job Description Writing

• Knowledge and Experience
• Example 2
• This position must have a broad knowledge of
  all aspects of the Ministry business and
  extensive knowledge of all facets of human
  resource management, and management.
• Effective communication skills, verbal,
  non-verbal and written, effective interpersonal
  and management skills, and proven skills in
  problem solving, decision making, conflict
  resolution and mediation are required.
• A university degree in a field related to
  Human Resource Management e.g. Business, Social
  Sciences, Administration, Education with a
  preference for programs containing work in human
  or labour relations management. Extensive
  experience in all aspects of the human resource
  field is a requirement of the position.

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Management Job Description Writing

• Leadership and Business Know-How
• This refers to the activities required to
  produce the results expected of group(s) or
  function(s). The directive or consultative
  activities involve some combinations of
  visioning, creating, planning, organizing,
  integrating, evaluating, coaching, staffing, and
  meeting client needs in a continuous improvement
  environment.

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Management Job Description Writing

• Leadership and Business Know-How
• Example 1
• The position must coordinate and organize the
  branchs activities by providing direction to
  staff on policies, procedures, and legislation
  ensuring the branchs direction is consistent
  with overall government direction. Position
  facilitates relationships on behalf of branch
  staff with other government departments, the
  public and other stakeholders. Position is also
  responsible for evaluating the branchs
  performance and deliverables.

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Management Job Description Writing

• Leadership and Business Know-How
• Example 2
• Position is a leader in applying knowledge of
  mathematical statistics, calculus, matrix
  algebra, and other investment related mathematics
  to coordinate financial information for GoA. It
  is looked upon by executives in all Ministries to
  provide advice and evaluate national and global
  investment opportunities, current trends, and
  implications for GoA.

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Management Job Description Writing

• Problem Solving
• The job description asks you to
• describe difficult or challenging situations and
  complex problems the position is routinely
  expected to solve
• the degree of originality of the solutions and
• the assistance available.
• Recent examples should be provided.

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Management Job Description Writing

• Problem Solving
• Example 1
• The Senior Team Leader, Health Surveillance
  faces challenges in path finding situations where
  the problems are unknown. For example, design
  and re-development of public health laboratory
  services in toxicology and genetics involves many
  stakeholders with divergent interests. The
  challenge for the position is creating a paradigm
  shift from the old win-lose to the win-win way of
  thinking while establishing a system which can
  integrate public health laboratory support,
  epidemiologic surveillance research, and
  development, service delivery, education and
  training.

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Management Job Description Writing

• Problem Solving
• Example 2
• The Branch Head, Contract Accounting,
  Environmental Protection position is required to
  utilize unique financial arrangements to fund
  specialized programs. Solutions are found within
  the framework of the Financial Administration
  Act. The position introduced a new net budgeting
  process for the department requiring a complete
  conversion of existing accountable advance
  authorities to a net program budget. It also
  developed a unique ledger coding structure to
  accommodate the new amalgamated department.

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Management Job Description Writing

• Relationships/Contacts
• All jobs have contacts. This section
  includes
• The main contacts the position interacts with
  (both internal and external) and indicate the
  frequency, and purpose and nature of those
  contacts ie. how are contacts affected by
  recommendations, decision-making and action(s)
  taken?

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Management Job Description Writing

• Relationships/Contacts
• Example 1

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Management Job Description Writing

• Relationships/Contacts
• Example 2
• On a daily basis, position seeks input from and
  liaises and co-ordinates work with Associates in
  other parts of the Energy Ministry e.g., Minister
  of Energy, Executive Assistant to Minister, Board
  Members of the AEUB.
• On a bi-annual basis, position coordinates and
  integrates environmental concerns in economic
  development policies with Associates in other
  provincial departments e.g. Finance, Environment,
  Economic Development and Trade, and IIR.
• As required, but not less then twice per year,
  participates in setting and communicating the
  strategic direction for the department with
  Internal Department Committees such as Executive
  Committee, and Sustainable Development
  Coordinating Committee.

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Management Job Description Writing

• Impact and Magnitude of Job
• Impact refers to the degree to which a job
  affects or brings about the results expected of
  the unit or department, and how the results
  affect stakeholders.
• Magnitude refers to the size of the unit or
  function most clearly affected by a job.

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Management Job Description Writing

• Impact and Magnitude of the Job
• Example 1
• The Manager, Human Resources position is
  responsible for results that affect the entire
  department on a regular basis, e.g.disciplines,
  staffing, job evaluation, employee relations,
  compensation and the government as a whole on an
  occasional basis e.g. workforce reduction,
  position abolishment, redeployment. The position
  has the freedom to initiate reviews or
  investigations into financial matters that come
  to the departments attention. The position is
  responsible for keeping the HR Director and the
  Deputy Minister apprised of major issues that may
  arise. The strategies and processes that are
  developed and implemented by this position have a
  significant impact on the overall accountability
  of the Ministry.

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Management Job Description Writing

• Impact and Magnitude of the Job
• Example 2
• The Senior Manager, Industry Programs
  Standards Branch, has extensive autonomy to
  commit the government to major investment
  decisions. There are strict rules, guidelines
  and an investment framework that provide the
  overall constraints for the types of investments
  and dollar amounts. Poor investment decisions
  directly affect the profits in key stakeholder
  groups e.g. pensions, endowments and in Heritage
  trust funds. Incorrect decisions can lead to
  substantial losses and increased present and
  future costs. Ongoing responsibilities and day
  to day management of the area are done
  independently. Changes that require legislative
  amendments, or major policy amendments are
  handled at a higher level. Where a change to one
  trade may possible impact another,
  recommendations are made and put forward to the
  Board for consideration.

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Management Job Description Writing

• Changes Since Last Review
• Required to be completed if the job description
  is being submitted for evaluation
  (reclassification).
• Should be completed for any subsequent evaluation
  (reclassification) requests under MJEP.

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Management Job Description Writing

• Changes Since Last Review
• Example
• The position now has responsibility for all
  application development and system support across
  the department. Previously the SFS suite of
  systems was separate, but with the outsourcing of
  this area, the position now provides advice and
  consultation on the standards/feasibility/estimate
  /technology platform as required by the Learner
  Assistance Division.

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Management Job Description Writing

• Comparable Positions
• (Benchmarks)
• Benchmarks are reference points against which
  other jobs are measured to ensure
  cross-government consistency.
• Comparing positions to benchmarks is an integral
  part of the job evaluation process.
• Review the jobs on the benchmark list and select
  similar sized/comparable jobs.
• Indicate which factors in the comparable jobs you
  see as comparable and provide an explanation.
• Indicate a benchmark that is stronger then the
  position being rated and one that is weaker and
  why.

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Management Job Description Writing

• Organization Chart
• An organization chart places your job in context
  of the organization. It is critical that an
  updated and accurate organization chart is
  attached to the job description you are
  submitting for classification. Information that
  should be contained on the organization chart is
  supervisor, supervisors position , class and
  level, peers, employees supervised (specify
  whether they are wage, permanent, temporary or
  contract), and their position number(s),
  class(es) and level(s).
• ABSOLUTELY ESSENTIAL

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Management Job Description Writing

• Signature Section
• All job descriptions must be signed by
• The manager of the position
• The Division Director/ADM
• NOTE The Division Director/ADMs signature
  confirms that the job description is an accurate
  reflection of the duties assigned to that
  position by the Ministry.

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Management Job Description Writing

• MJEP Review
• Process and Timelines

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Management Job Description Writing

• Where to Find Assistance?
• Your HR Shop
• CHR Website http//www.chr.alberta.ca/