Human Resource Management

HURM 310

Job Description Analysis

11/26/2021

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PEARLENE CORDNER
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STUDENT # 00071578

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One factor that can determine the success of an organization is the way employees perform their jobs.
Some organizations will therefore prepare job specifications and job descriptions in order to enhance
employee’s performance, the rationale being to identify and establish tasks, duties and requirements of
a particular job. In order to develop job descriptions organizations therefore must be able to identify
the requisite knowledge, skills and abilities (KSAS) for each particular job. Job descriptions involve
proposing detailed accounts of functions, roles, working conditions, as well as reporting relationships of
a particular job, and this will guide an organization as to why and how to hire employees, thus, having
detailed information concerning certain jobs can help in determining the most suitable individuals to
undertake the tasks. This report is an analysis which examines two (2) job descriptions to determine
whether the job description fulfills the criteria for an effective job description.

Analysis 1

Administrative Assistant – Corporate Commercial

Position Objective: To provide administrative support to Attorney-at-Law in the Corporate Commercial

Department.

Duties and Responsibilities:

● Conducts online company searches.

● Drafts and prepares applications for BIR and VAT.
● Drafts and prepares documentation in relation to the incorporation of companies and the
registration of external companies.
● Drafts and prepares various documents for companies including annual returns and corporate
resolutions.
● Prepares correspondence to routine inquiries for approval by attorneys.
● -Update accounting software with new matters.
● Prepares invoices and assists attorneys with time recording.
● Creates and modifies documents using Microsoft Word, Excel and/or other presentation
software such as may be required.
● Corresponds with the government departments, banks, financial and other institutions as
necessary.
● Schedules and coordinates meetings and conferences.
● Liaises with clients and advises on the status of matters.
● Reports to attorneys and clients on various matters of interest.
● -Performs other general clerical duties including but not limited to, photocopying, faxing,
mailing and filing.
● Performs such other duties as are incidental to the smooth operation of the department.

Qualifications, Skills and Experience

● Must possess a minimum of five O’ Level subjects including English and Mathematics, Grades I
and II only;
● Must have a minimum of at least three (3) years’ legal experience in a Corporate/Commercial
legal environment will be an asset;
● Must possess excellent interpersonal and communication skills and be a team player;
 ● Be proficient in the use of Microsoft Word, Excel, Windows and Outlook;
● Must possess strong customer service orientation;
● Must have excellent organization and time management skills;
● Will be expected to be self-motivated, exercise initiative, good judgment and work without
supervision

Assessment

The Administrative Assistant position is a position which provides support to Attorneys at Law. As such,
listing job duties clearly is important. This position requires the incumbent to be effective, efficient and
confidential. In assessing the job description I found that it was quite detailed, clear and concise. The
purpose of the job was well defined, tasks and duties were clearly laid out, reporting lines defined;
however some important elements were left out. The person to whom the job holder was to report as
well as the department was left out. The date which the job description was last revised was left out.

The order of duties appeared organized, but duties were listed without much explanation about its
contribution to the outcome.

Skills required by the jobholder were listed. Qualification for the job was listed.

Recommendation

The beginning of this job description was not well written. The end with the job specification and
statement of duties was clear and concise though it neglected to mention some important elements. It
is recommended that the person to whom the jobholder reports is noted as well as the department.
Justification for this is that the jobholder is able to go straight to that person or department when
reporting for duty instead of seeking that out and wasting time. Another recommendation is to include
the date the document was last revised. Justification for this is, duties and responsibilities change over
time and the jobholder needs to be aware of what is required for the present time in order to function
at his/her optimum best.

ANALYSIS 2

The Children’s Authority of Trinidad and Tobago job description - Assistant Corporate Secretary

________________________________________________________________
Job Title: Assistant Corporate Secretary Department:
Section: Office of the Director Reports to: Corporate Secretary
Direct Reports: N/A Indirect Reports: N/A
________________________________________________________________

JOB SUMMARY The Assistant Corporate Secretary performs specialized, complex and confidential
secretarial functions to the Corporate Secretary and Executive Management and produces a variety of
documents for Executive Management, Board of Management and Board Committees. The incumbent
provides a range of support services that includes appointments, meetings and travel requirements, sets
up and maintains office filing systems, assists with the coordination and planning of meetings, operates
business machines such as fax, photocopier and mailing equipment. These services will be delivered in
keeping with best practice, while respecting and promoting the rights of the child.
KEY RESPONSIBILITIES AND DUTIES

i. Provides confidential secretarial functions to the Corporate Secretary, Director and Executive
Management, by producing a variety of documents such as correspondence, executive minutes, agendas
and Board reports: updated and maintains computer files, databases, email and directories; utilizes
desktop publishing applications where required.
ii. Composes correspondence for executive signatures; sets up appointments and meetings; provides
and/or co-ordinates the provision of secretarial services for the members of executive management
group; prepares and distributes notices of meeting at the Board of Management
iii. Sets up and maintains office filing systems, including correspondence and related administrative
records.
iv. Assists the Corporate Secretary with the coordination and planning of meetings by ensuring locations
and meal arrangements are booked, preparing and distributing meetings agendas and meeting materials
and acting as liaison with all involved community contacts and businesses.
v. Attends a variety of senior management and or board meetings and take minutes, produces and
distributes minutes as appropriate; gathers information for inclusion in Board of Management reports
on request; distributes meeting packages prior to meetings.
vi. Coordinates case preparation with the manager and the legal associates, including gathering
information and locating important files, and assists them in timely filing of documents, court orders,
appeals and motions for cases
. vii. Works closely with the Records Team Lead to develop and maintain hard copy and electronic filing
systems of correspondence, case management documents, reports, circulars, confidential matters, and
any other relevant/pertinent records in a manner that allows for easy and accurate filing, storage,
archiving and retrieval.
viii. Manages stationery and office supplies inventory for the office of the Corporate Secretary by
checking stock to determine inventory level, anticipating needed supplies, expeditiously placing orders
and verifying receipt of supplies.
ix. Monitors the operation of equipment by completing preventive maintenance requirements, and
requesting repairs, as needed.
x. Handles confidential and sensitive matters in a discrete manner, and keeps all information effectively
secured.
xi. Represents the Authority at meetings, workshops, seminars and conferences.
xii. Performs any other related duties.

MINIMUM QUALIFICATIONS AND EXPERIENCE

Associate Degree in Paralegal Studies.
Three (3) years’ experience working closely with senior management in a legal environment.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Ability to maintain confidentiality in the performance of duties.
Strong organisational skills.
Ability to multitask, prioritise and meet strict deadlines in a fast-paced environment.
Working knowledge of legal practices.
Ability to prepare legal correspondence and documents.
Ability to organise and maintain files and records.
 Knowledge of office management policies, practices and procedures.
Working knowledge of children’s issues.
Ability to work independently and in a team environment. Excellent interpersonal and communications
skills (oral and written).
(Children’s Authority of Trinidad and Tobago Rev 13.11.2019 )

Assessment
In the Children’s Authority job description, the job title is clearly identified. The person to whom the job
holder reports was stated. The date the job description was last revised was three years prior. There
were many missing elements that would have defined the job from other jobs.
Essential information about the duties of the jobholder were in the job description. Duties were broken
down into simple terms but did not outline potential outcomes. Duties were not arranged in order of
importance.

Job specification was precise. Required qualification and skills were stated clearly. The job specification
was relevant to the job. The job description for the required job at Children’s authority matched most
of the elements for a good job description. The job specification was good given the important work
that is done at the Children's Authority. It is important that they highlight some important elements and
also tailor in other elements that would fit their expected outcome

The job description was done well and met most of the criteria for a good job description. In defining
the job, the person to whom the job holder reports was noted but the department location was left out.
There was no payroll code. The number of employees in the department was left out. These were some
elements that could have been included

Recommendation
The job description can be improved by listing the duties in order of importance. This recommendation
was made because some important tasks would need to be done daily, weekly and monthly, placing the
duties in order would ensure that nothing important is left out. Placing the duties in order would also
make delegating tasks easier and more organized. A second recommendation is to state the number of
employees in the position. This was left out and this is deemed as an important element. Justification
for this recommendation is, the job holder would have an idea of what is demanded of him in terms of a
quantification of his input as well as the amount of time invested in tasks. A third recommendation is
considering revising the job description closer to the time the job is advertised as the last time it was
revised was in 2019.

CONCLUSION
After evaluating different characteristics of jobs, the HR managers establish job descriptions, which
categorize characteristics for each job, based on their roles, qualifications, and working conditions. HR
managers are capable of evading conflict of interests, as all employees understand their values within
the organization. The ideal job description explains why the company is the best place for someone to
spend a work week. It is therefore important that organizations make every effort to produce job
descriptions and job specifications that will enhance employees’ performance, and one way of doing so
is to perform a job description analysis.
Resources

Job analysis - Definitions of Job Analysis - Importance of Job Analysis. (n.d.). Retrieved November 27,
2021, from https://www.whatishumanresource.com/job-analysis

Writing an Effective Job Description. (n.d.). Retrieved November 27, 2021, from
https://www.wright.edu/human-resources/policies-and-resources/writing-an-effective-job-
description