JOB ANALYSIS AND DESIGN (Term Project)

Submitted By M. Ali Farooqui

MBA-V (D) Submitted to Mr. Zahid Majeed

BAHRIA UNIVERSITY ISLAMABAD May 24th, 2011.

Contents
INTRODUCTION ....................................................................................................................................... 2 BUILDING BLOCKS OF JOB ANALYSIS METHOD ......................................................................................... 3 JOB ANALYSIS FOR THE PERSONAL ASSISSTANT S/ SECRETARY S JOB ....................................................... 4 TASK GENERATION............................................................................................................................... 5 IDENTIFICATION OF KSAOs ................................................................................................................... 7 KSAO ANALYSIS .................................................................................................................................... 8

USING THE RESULTS/INTERPRETING THE RESULTS ............................................................................. 11

INTRODUCTION
A personal assistant or personal aide (PA) is someone who assists in daily business and personal tasks. In design PDA or personal design assistant is common. For example, a businessman or businesswoman may have a personal assistant to help with time and diary management, scheduling of meetings, correspondence and note taking. The title of a business personal assistant is often shortened as "PA". There are also personal assistants who work specifically for disabled people, and whose salaries may be paid by an individual or by social services on an individual's behalf. Families in which both parents work may also employ personal assistants, often referred to as household managers. The role of a personal assistant

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can be varied, and in many cases is quite similar to a role which would have been described as secretary 20 years ago. People who cannot afford to hire their own personal assistants to run errands or answer phone calls full-time can hire a personal concierge or a part-time assistant. Most companies offer secretarial personal assistance as well as basic assistant services like research, scheduling, travel arrangements, and more. Costs of a part-time employee can end up exceeding the amount it would have cost to hire a full-time employee. Other companies charge a flat monthly fee for personal assistant services, based upon the number of requests expected to be placed each month. In addition to the personal assistant services that are provided with the membership, other incentives such as local discounts, concierge services, dining recommendations and overall knowledge and expertise may even outperform the skills of a regular personal assistant staff member. Smaller companies, especially start-up and real estate development companies, may desire the services of a Personal Assistant to "manage" an individual executive or to assist in the office as the new company goes about setting up their new business. These Personal Assistants may develop great skills at the "birth" of a new company and have opportunities for advancement. Other Personal Assistants will have garnered valuable knowledge and experience if they choose to move into other positions. Some business personal assistant jobs may "morph" into other positions within the organization. Some business PAs are asked to consider full-time positions elsewhere in the company, depending on the level of ambition and education required/desired. Some employers will not see the potential for a Personal Assistant immediately and thus the Personal Assistant will remain in that position until other positions become vacant.

BUILDING BLOCKS OF JOB ANALYSIS METHOD

Job analysis methods are made up of a large number of building blocks, but these fall into four categories: 1. Kinds of job data collected (descriptors) 2. Methods of gathering data

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3. Sources of job information 4. Units of analysis.

Descriptor

Method of data collection

Organization philosophy and structure Responsibilities Machines, tools, equipment Worker trait requirements

Interviewing Personal assistants Checklist

Sources of job analysis data

Units of analysis

Job holder

Tasks Duties Responsibilities

JOB ANALYSIS FOR THE PERSONAL ASSISSTANT S/ SECRETARY S JOB

We are going to conduct the job analysis for the Position of Personal assistant in Bahria University Islamabad Campus. There is no single method of Job analysis that will be used, rather several methods will be used because of the limitations. As we are students so it will be a bit difficult to get the required time and attention of the employees considered for the job analysis. Our Job analysis will be a mix of several job analysis methods but will be more inclined towards Combination Job Analysis Method (C-JAM).

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TASK GENERATION
The first step of Job analysis that needs to be taken care is of Task Generation. Those Tasks Duties and Responsibilities (TDRs) should be identified which are more important and essentially required for the Job of Personal assistant. We have identified the Tasks, Duties and Responsibilities for the Personal assistant s Job by having a short meeting with the different PAs in Bahria University Islamabad and asking them about their primary and secondary tasks that they have to perform during their Job. The list of TDRs which we have identified is given below:

Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software. Answer phone calls and direct calls to appropriate parties or take messages. Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors. Attend meetings to record minutes. Greet visitors and determine whether they should be given access to specific individuals. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. File and retrieve corporate documents, records, and reports. Open, sort, and distribute incoming correspondence, including faxes and email. Prepare responses to correspondence containing routine inquiries. Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings. Provide clerical support to other departments.

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Manage and maintain executives' schedules. Process payroll information. Compile, transcribe, and distribute minutes of meetings. Set up and oversee administrative policies and procedures for offices or organizations. Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material. Interpret administrative and operating policies and procedures for employees. Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors. Receive, sort & distribute mail; prepare routine correspondence and may create template forms. Perform routine office functions including but not limited to faxing, copying, binding, keyboarding, report preparation, etc. Perform general secretarial functions required in implementation of administrative policies of an academic or administrative unit. Carrying out background research and presenting findings. Attending meetings and ensuring their manager is well-prepared for meetings. Deputizing for the manager, making decisions and delegating work to others in the manager's absence. Arranging travel and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations. Conducting research on the internet. Sourcing and ordering stationery and office equipment. Analyzing information and evaluating results to choose the best solution and solve problems.

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Getting members of a group to work together to accomplish tasks. Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems. Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

The above TDRs were then distributed among the five PAs who are the integral part of this analysis. They were then asked to encircle the statements which are part of their jobs. The filled lists have been collected later on and common set of TDRs are compiled. The above mentioned TDRs are the ones which have been selected by the PAs and are compiled together.

IDENTIFICATION OF KSAOs
As the List of Important TDRs is developed, now all that is needed is the set of KSAOs that are required to perform these TDRs effectively. The process similar to the Task generation and compilation is conducted for identifying the necessary KSAOs required for the Job of Personal Assistant. The below KSAOs are then collected and identified as the important ones: KNOWLEDGE Clerical Knowledge Knowledge of English Language Computers and Electronics Knowledge Knowledge of Administration and Management Mathematics Knowledge Telecommunications Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems. SKILLS Active Listening Reading Comprehension Speaking Writing Coordination Time Management Monitoring

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Critical Thinking Judgment and Decision Making Negotiation Complex Problem Solving Instructing ABILITIES Written Comprehension The ability to read and understand information and ideas presented in writing. Oral Comprehension The ability to listen to and understand information and ideas presented through spoken words and sentences. Oral Expression The ability to communicate information and ideas in speaking so others will understand. Written Expression The ability to communicate information and ideas in writing so others will understand. Near Vision The ability to see details at close range (within a few feet of the observer). Speech Clarity The ability to speak clearly so others can understand you. Problem Sensitivity The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. Selective Attention The ability to concentrate on a task over a period of time without being distracted. Far Vision The ability to see details at a distance. Fluency of Ideas The ability to come up with a number of ideas about a topic Memorization The ability to remember information such as words, numbers, pictures, and procedures. Number Facility The ability to add, subtract, multiply, or divide quickly and correctly. Reaction Time The ability to quickly respond (with the hand, finger, or foot) to a signal (sound, light, picture) when it appears.

KSAO ANALYSIS
As we have collected the KSAOs required for the Personal Assistant s Job. Now we have to conduct KSAO analysis. The analysis will be conducted with the help of a form used in C-JAM s KSAO analysis and the form given below:

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KSAO

Necessary

Practical

Likely Trouble

Superior from Average 12345

Particular KSAO

YES/NO

YES/NO

12345

Necessary: Practical Likely Trouble Superior from Average

KSAO is necessary for newly hired workers.

KSAO is practical to expect in labor market. If the KSAO is ignored then how much trouble it will cause. How much the particular KSAO distinguishes the superior from average worker?

The full KSAO analysis form that was distributed for the rating of every KSAO among the five PAs is as following: S.NO KSAO Necessary Practical Likely Trouble Superior from Average 12345 12345 12345

1. Clerical Knowledge 2. Knowledge of English Language 3. Computers and Electronics Knowledge 4. Knowledge of Administration and Management 5. Mathematics Knowledge 6. Telecommunications 7. Active Listening 8. Reading Comprehension 9. Speaking

YES/NO YES/NO YES/NO

YES/NO YES/NO YES/NO

12345 12345 12345

YES/NO

YES/NO

12345

12345

YES/NO YES/NO YES/NO YES/NO YES/NO

YES/NO YES/NO YES/NO YES/NO YES/NO

12345 12345 12345 12345 12345

12345 12345 12345 12345 12345

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10. Writing 11. Time Management 12. Coordination 13. Monitoring 14. Critical Thinking 15. Judgment and Decision Making 16. Negotiation 17. Complex Problem Solving 18. Instructing 19. Written Comprehension 20. Oral Comprehension 21. Oral Expression 22. Written Expression 23. Speech Clarity 24. Problem Sensitivity 25. Near Vision 26. Selective Attention 27. Far Vision 28. Fluency of Ideas 29. Memorization 30. Number Facility 31. Reaction Time

YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO

YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO

12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345

12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345

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The fully filled/ rated forms were then collected which will be further used for interpreting the results.

USING THE RESULTS/INTERPRETING THE RESULTS

At last we have reached to the stage where we will calculate the results of the ratings given by the PAs. And then according to the ratings we will include/ exclude the KSAOs. Basically this Job analysis will be used for selection purposes only and the results are obtained with the help of CJAM. The Pattern of Ratings on KSAOs will confirm its use. According to C-JAM, to play a role in any examining and testing , the chosen KSAO must meet three criteria: y y y Majority of experts must have voted that the KSAO is necessary for newly hired workers. Majority of experts must have voted that the KSAO is practical to expect in labor market Average rating on trouble likely must be 1.5 or greater.

Failure of any of the above mentioned conditions will lead to the exclusion of that particular KSAO. The results are calculated and are as following:

S.NO

KSAO

Necessary

Practical

Likely Trouble

Superior from Average 4.6 4.8 3.6 2.6

1. 2. 3. 4.

Clerical Knowledge Knowledge of English Language Computers and Electronics Knowledge Knowledge of Administration and Management Mathematics Knowledge

YES YES YES NO

YES YES YES YES

4.4 4.6 3.8 2.6

5.

YES

YES

3.6

3.8

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6. 7. 8. 9.

Telecommunications Active Listening Reading Comprehension Speaking

YES YES YES YES YES YES NO YES YES YES NO YES YES YES YES YES YES NO YES YES NO YES YES

YES YES YES YES YES

4.2 3.4 4 3.6 3.8 4.4

3.4 2.8 4 3.6 3.6 3.4 1.6 4.2 2.2 4.2 2.4 2.4 4.2 3.6 3 2.2 3.8 2 3 4 2.6 4

10. Writing 11. Time Management 12. Coordination 13. Monitoring 14. Critical Thinking 15. Judgment and Decision Making 16. Negotiation 17. Complex Problem Solving 18. Instructing 19. Written Comprehension 20. Oral Comprehension 21. Oral Expression 22. Written Expression 23. Speech Clarity 24. Problem Sensitivity 25. Near Vision 26. Selective Attention 27. Far Vision

NO YES NO YES NO NO YES YES YES YES YES YES NO YES YES YES

2 4 2.2 4.4 2.6 2.8 4.2 3.8 3.6 2.6 4.4 2.2 2.4 4.2 2.6 4.2

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28. Fluency of Ideas 29. Memorization 30. Number Facility 31. Reaction Time

YES YES YES YES

YES YES YES YES

4.4 4.6 3 3.4

4.4 4.6 2.6 3.8

As the results are calculated in the above table, so it shows that there are several KSAOs which does not meet the three criteria/failing to confirm any one condition, that are described by the C-JAM and those KSAOs are highlighted in black. The rest are accepted and can be used by Bahria University Islamabad for the selection of Personal Assistants.

THANK YOU!

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