Job Analysis, Description, and Specification of HR Manager Role

This assignment provides a comprehensive job analysis of a Human Resource Manager at Trans life Company, conducted through an unstructured questionnaire and an interview with Mr. Michael Hardwork. The analysis covers the responsibilities, educational requirements, experience, complexity, and mental and physical efforts associated with the role. It delves into the HR manager's duties such as overseeing employee performance, managing budgets, coordinating insurance functions, and ensuring compliance with government regulations. The assignment also includes a detailed job description, highlighting activities performed daily, weekly, monthly, and occasionally, along with a reflection on the significance of job analysis, job description, and job specification in human resource management. The aim is to offer a deep understanding of these key elements in ensuring the right people are in the right jobs, aligning with the company's strategic goals.

Human Resource Manager
By Student’s Name
Course + Code
Class
Institution
Date

Contents
Job Analysis...............................................................................................................................2
Job Description...........................................................................................................................4
Job specification.........................................................................................................................9
Reflection.................................................................................................................................10
Conclusion................................................................................................................................10
Bibliography.............................................................................................................................11

JOB ANALYSIS ON HR MANAGER
Currently, organizations depend a lot on their Human Resource staffs. Human Resource
Management has the responsibility of handling the employer, employee relationship, this is done in
order to attain the company’s goals and objectives as well as satisfy the needs of the employee (Edien,
2015). In any organization it is important to ensure that the employee’s abilities go hand in hand with
the job offered. Therefore, job analysis, job description and job specification becomes vital elements in
the selection and recruitment of employees, this assists in ensuring that the company’s strategic goals
are achieve.
Also, Human resource management require to have a great understanding of their job and how
to organize the firm’s tasks to ensure that the employees are offered the right jobs and their needs are
met (Ganesan, 2014). This article contains job analysis, job description and job specification research
with a questionnaire carried out on the Human Resource Manager, MR. Michael Hardwork of Trans
life Company. Additionally, the study also has a reflection on the significance of the research about
this three items that is: job analysis, job description and job specification and an interview with Mr.
Michael. The main aim of this report is to offer a deep understanding about, job analysis, job
description and job specification (Edien, 2015). According to human resource management discipline,
job analysis can be described as the process of identification and determination of roles,
responsibilities and specification of a certain job.
To carry out my job analysis on MR. Michael I decided to use unstructured questionnaire as a
method of data collection because of the following reasons:
Questionnaires tend to cheaper unlike face-to-face interviews. This is usually true when the
exercise involves written questionnaires because they become cheaper when the number of questions
are many. In addition to that they are easy to analyzed, because tabulation and data entry can be done
easily with a lot of computer software packages (Alwis, 2015). They also reduce unfairness, since,
there are usually same questions presented. Another advantage is that as compared to observation there
have visual or verbal clues that might influence the respondent. Unlike face-to-face interviews
questionnaires are less intrusive. Whenever the respondent gets the questionnaire in their email, they
are free to respond to it at their own time. There is also no interruption of the respondent. Finally, most
people are familiar with questionnaires so many people do not become apprehensive when they
encounter them.
JOB ANALYSIS QUESTIONNAIRE
JOB HOLDER TO COMPLETE:
Department: Human Resource Department
Job title: Human Resource Manager
Name: MR. Michael Hardwork
SECTION 1
Question 1

Explain some of your responsibilities?
As a HR manager I have to make improvements in the Human resource departments, I achieve this by
doing the following:
 Overseeing the performance of employees in the organization
 Monitoring of annual allocated budgets that will allocate for the services by the
human resources, community relations events, administration services, company
charity offers and the sports and games team in the company (Strandberg, 2016).
 Selecting and supervising functions of the consultants, training coaches and
attorneys in the organization.
 Coordinating company insurance functions by consulting with insurance carriers,
brokers and pension administrators.
 Conduct continued study on all the programs, policies and practices in the
organization.
 Ensure development of company goals by ensuring that department objectives are
well developed (Itika, 2016). The HR manager will act as a leader in strategic
departmental planning.
 Establish company departmental models that ensure achievement of company
objectives.
Another responsibility in the department is to develop human resource systems
I also train the staff and the new recruits in the entire company.
I also, establish salary and wage structures of the company, as well as overseeing all the pay systems
in the organization including the raises, bonuses and deductions.
I also lead the company in complying with all the government rules and regulations and collect all the
government reports (Bird, 2009). This includes documents like the Equity in employment
opportunities, Employee retirement security, occupational safety and health administration documents.
Additionally, I ensure that the company has minimal or no lawsuits.
Question 2

EDUCTIONAL REQUIREMENTS
As a HR Manger, what are the educational requirements for this job?
What is the minimum level of formal education required for a new, external appointment to this
job in order that they may (eventually) achieve the fully effective and fully competent level of
performance in the role?
It is a requirement for me to possess a Bachelor’s Degree in Human resources, organization
management or business. It is also a must for me to have seven years leadership experience in several
Human resource positions.
I need to obtain adequate and special training in compensation plans, safety, employee relations,
organization planning and development, workers law and training programs (EL-Hajji, 2011).
I also need to have worked with many human resource networks and actively engaged in community
development programs.
Question 3
EXPERIENCE
What level of experience do you need as a HR manager?
I am required to have seven years leadership experience in Human resource positions. I also need to
have adequate and special training in compensation plans, safety, employee relations, organization
planning and development, workers law and training programs (Fottler, 2017). In addition to that I am
required to have worked with many human resource networks and actively engage in community
development programs and be in close connection with leaders of other successful companies.
Question 4
COMPLEXITY
Explain what you do and how you achieve it?
Firstly, I am in charge of managing the worker’s lifecycle, I do this through recruitment, carrying out
interview then fixing the benefits and salaries of the selected candidates (Strandberg, 2016). I also
develop strategies to handle talent shortage especially during the boom years, I achieve this by
internally filling up vacant position through inter-division.
List some of the main activities you carry out repeatedly.
Strategic management
Wages and salaries
Analyzing the employees benefits
Question 5
MENTAL EFFORT
a. Kindly elaborate on some of the activities as HR manager that need periods of aural,
mental or five senses that bring about sensory or mental fatigue?
Duration Frequency
Provide examples of mental, aural
effort and visual:
Approxi
mate
hours /
day
Most days
Several
times
daily/four
days in a
week
Most
working
hours
/average
four days
in a week

Employees: inputting data 4 
Fixing employee’s compensation: reading 2 
Training employees: sight and hearing 5 
Hiring employees: sight and touch 1 
b. Do you need to shift your attention from one job detail to the other?
 ©Yes ©NO
If yes, please give examples:
Yes because as a HR manager I
handle many employees, For
example I might be talking to
one employee and there comes
an urgent matter with the other
employee such as a conflict it is
my responsibility to handle the
urgent matter before embarking
on the previous one.
c. Do you encounter distractions during working hours?
Distractions are part of being a HR manager this because you deal with so many different
employees and people who are not employed (Ganesan, 2014). But major distraction come
from outside especially people calling me asking for vacancies when we have not advertised.
Question 6
PHYSICAL EFFORT
a) Describe the working duration for the some of the physical activities of your job.
Examples of physical activities:
Over 2hrs
per day
Over
1 hr per
day
Over 1hr to
2hrs per day

Working while seated or driving cars

Using of simple tools that require manual handling such as
saws, pliers etc 
Using tools that require moderate physical efforts
Using tools that are somehow heavy to carry such as the
sledge hammers
Using or lifting tools that need a lot of physical efforts.
.
Other: Specify:

Comments
In this organization am the HR manager so most of the work I do is delegating and coordinating.
Functions are to be handled in the organization. I rarely deal with heavy lifting in the organization.
b) During the course of a working day or shift, what period of time is you required to:
Activity Approximate hrs/day
Sitting
Walking
Standing at the counters
Stooping
Climbing the stairs
Question 7
SAFETY OF OTHERS
Explain how you ensure that safety is maintained in the organization?
I make sure that working conditions in the organizations are conducive. I make sure that there is a clean
environment.I also make sure that there are no damages to the equipment in the organizations by proper
servicing.
I ensure that no employee is exposed to damages
I make sure that the employees in the organization obtain adequate healthcare in case they are affected
during working time.
What are some of the injuries that occur in this organization?
Hearing impairment due to the noise from the machines
Cuts to the employee bodies since some of the machines are so sharp and can cause damage if not
properly handled
What are some of the precautions that you undertake to prevent the damages to the employees?
I do maintain the equipment properly.
I educate these employees on how to take care of their equipment
I provide health facilities to those injured

SECTION 2
Job Description
1. Highlight the activities you perform regularly EACH DAY, indicate number of hours per day.
Number of hours
per day Activities
5
Planning of departmental
2 Staffing and recruitment
1 Training and assessment of employees
1 Counselling and consultation services
2. Highlight activities you perform regularly EACH WEEK, indicate for number of hours per
day.
Number of hours
per day Activities
2 Counselling and consultation services
2 Administration services
3 Establishing developmental services
3. Highlight activities you perform regularly EACH MONTH, indicate the number of hours per
day.
Number of hours
per day Activities
3 Supervision of employee schemes
5 Communicating to community
2 Establishing compensation plans and benefits to each employee

1 Ensuring healthy and safe working conditions for employee.
4. Highlight activities you perform regularly OCCASIONALLY or ONCE A YEAR indicate
number of hours per day.
Number of hours
per day DUTY
5 Reading annual reports of employees
3 Obtaining financial statements from CFO

Job analysis, description, specification and reflection of HR Manager 11
JOB SUMMARY
Provide a general description of your job?
As a Human resource manager I have many responsibilities but all this depend with the
organization’s structure and functionality. I am tasked with the functions of community
relations, organizing company functions/sports or even administration (Alwis, 2015).
Additionally, I develop employee-oriented culture that will enhance continuous and quality
performance as well as ensure healthy and safe working conditions
In my company, as the Human resource manager I take up the largest and most essential
tasks. I am tasked with the management of the resources especially Human resources,
implementing policies and programs in all the departments of an organization (Ganesan,
2014). Generally, I undertake all the functions related to human resources. Some of the key
areas that I deal with include the following:
 Planning of departmental functions
 Development functions
 Staffing and recruiting services
 Managing performance systems
 Employment schemes and comply to employee regulations
 Training and assessment of employees
 Employee relations
 Counselling and consultation services
 Communication to the community as well as the employee
 Administration services such as compensation
 Employee health, welfare and health
 Charity services
I am tasked with coming up with objectives and practices that ensure an employee organized,
improved way of ensuring there is quality, productive performance in the company(Shapiro,
2014). As a Human Resource manager, I ensure that there is employee empowerment and
equality. I also, ensure that the recruitment and training programs pose no discrimination but
ensure a high-end performing workforce.
Additionally, I have the responsibility of developing and improving processes and systems
that ensure goal and objective achievement (Fottler, 2017). I also coordinate the
implementation of human related policies, services and programs by gathering information
from the employees then report to the Chief Executive Officer (Jackson, 2016). Furthermore,
I also assist in advising the managers of the different departments on human resource related
issues.
My main objectives as a HR manager
 Health and safe working conditions
 Workforce development

Job analysis, description, specification and reflection of HR Manager 12
 Human resource department development
 Personal development
 Develop employee-oriented culture that will enhance continuous and quality
performance.
Organisational structure of HR Department
Source: (Fottler, 2017)
Job specification
 Adequate knowledge in the compensation plans, employment laws, recruitment
schemes and employee development.
 Excellent communication skills. The HR manager should be a fluent speaker capable
of expressing himself/herself. He/she should also be good at writing.
 Possess high interpersonal relationship and coaching skills.
 Be ready to be a leader and a good developer of a Human resource team.
 Demonstrate high ability to serve as a resource to the top managerial staff which then
reflects the overall leadership of the entire company.
 Should be excellent in computing. Have adverse knowledge of Microsoft windows
including Excel knowledge and adequate skills in the information systems of the
company.
HR Director
Mr. Max Gordon
HR Manager
Mr. Michael
Hardwork
Workers
Vice- HR Manager
Mr. Kendrick Pkey
Sales Manager
Miss. Joy Lod

Job analysis, description, specification and reflection of HR Manager 13
 Should be well equipped with the laws and practices regarding employment and have
enough experience obtained from working with a company law attorney (Shapiro,
2014).
 Have adequate experience in the benefit administrations and all the compensation
programs and other Human resource recognition and engagement processes.
 Ability to coach some of the managers of the organization.
 Excellent management skills.
Educational requirements
 Possess a Bachelor’s Degree in Human resources, organization management or
business.
 Seven years leadership experience in Human resource positions.
 Adequate and special training in compensation plans, safety, employee relations,
organization planning and development, workers law and training programs
(Siddique, 2004).
 Have worked with many human resource networks and actively engage in community
development programs.
 Should be in close connection with leaders of other successful companies.
Physical demands required for the job
As a human resource manager, it is my duty to make sure that proper facilities are
arranged for people with distinct physical demands to ensure that they work perfectly
(Alwis, 2015). In case the employee recruited has a physical disability then it is my
responsibility to ensure that accommodation services are organised for them.
Human resource management is all about expressing ideas and listening. I am usually
required to use my hands to perform most tasks. I am also tasked with standing, walking a
lot, climbing, stooping or even crawling so that I can be physically fit. I am as well
required to have a clear vision.
Working environment
As a Human resource manager, I encounter different working conditions so I must always
be prepared to work in any given environment (Onyango, 2013). I am also exposed to
various dangers in the company since some of the facilities dealt with are moving parts or
vehicles. The noise may also sometimes be intense
Reflection
It is to be noted that job analysis, job descriptions, and job specification; are interconnected,
in that none can exist without the other. Job analysis is vital to any organization since it assist
in the clarification of the exact functions, requirements and specification that are required for
a job (Edien, 2015). Continued analysis should be performed to a company this aids in the

Job analysis, description, specification and reflection of HR Manager 14
implementation of upcoming technologies and adaptation to the changing market needs. Job
analysis, descriptions, and specifications are vital requirements in an organization since they
are the best methods companies can better modify their recruitment and selection processes,
establish benefits and compensation and upgrade their training and developmental programs.
I noticed that job analysis have positive impacts on to the employees in generally. As a
student Job analysis enabled me to acquire guidelines on how to conduct business operations
in the organization (Saleh, 2013). Thorough job analysis increases the market share, value
and also performance efficiency.
Job descriptions defines an employee in the organization and this helps identify the skills and
experience an employee has. I noticed that identification of the job descriptions help know
the capability of the manager to undertake operations in an organization (Reddy, 2016). Job
descriptions help in evaluating, hiring and termination of employee services. Much at times,
information about a HR manager may be misunderstood and so an organized job description
form will help the management identify the skills and capabilities of such an employee.
In many organizations, it should also be noted that Job specification is quite essential in
relaying the benefits and purposes of any job and hence state the specific information
considering such a job. In this organizations, it should be noted that different jobs need
different set of skills and expertise. Job specification help lay out important information about
the required experience, skills and personality which assist in any employee achieve
objectives of the job (EL-Hajji, 2011). For me I noticed that job specification help the
managers come up with policies and guidelines that will help in managing of human
resources and also assist in identifying the best employees for specific tasks. Job specification
will also help in shortlisting of employees capable of ensuring high performance. It should
also be noted that job specification will provide all the details about the job and the set of
skills required to ensure maximum efficiency in job performance.
Conclusion
Job analysis, description and specification are fundamental aspects of HRM activities like
performance appraisal, selection, tarring and recruitment. It is of great essence that all
organization establish and maintain job specification, analysis and description. Also, for
proper maintenance organizations need to have people with sufficient skill and knowledge to
maintain these processes. Organizations that have not be using the processes are highly
encouraged to start practicing them for the growth of the company.

Job analysis, description, specification and reflection of HR Manager 15
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