Discuss the importance of Job Descriptions Coursework (Coursework Sample)

Job Description - Importance
Name
Institution
Job Description - Importance
1. Discuss the importance of Job Descriptions
A job description is defined as a check list of the function(s), responsibilities, skills and knowledge that are required to perform required tasks. The job description delineates the relationship of a particular position with other roles within an organization. A job description is important as it clarifies the position that an employee, whether current or prospective, holds within an organization’s organogram. The job description articulates established lines of authority, hence delineating existing reporting lines. A position description outlines existing hierarchy of positions and how the different roles integrate with each other (Anonymous, 2009).
A job description is an intricate part of an organization’s recruitment, selection and hiring process whereby the most appropriate candidates are engaged with regard to assessing applicants’ suitability to an identified or vacant role (Aguinis, Mazurkiewicz & Heggestad, 2009). New employees usually undergo an orientation process that is dictated by relevant job descriptions. Basically, organizations articulate performance expectations with regard to new employees based on job description (Anonymous, 2011).
A job description serves as the document of reference when carrying out the exercise of performance evaluation (Sujanto, 2011). Such assessment involves comparing employees’ actual performance against both anticipated performance as well as role expectations that are implicitly stated in the job description (Henson, 2011).
When considered in relation to actual performance, a job description is used as the reference document for evaluating training needs of employees. Workers’ training focuses on bridging existing gap(s) with regard to an employee’s capacities to perform tasks and to accomplish assigned responsibilities (Safdar, Waheed & Rafiq, 2010). A job description also helps during the building of on-job skills. The description helps in the communication of increased or upgraded responsibilities. A job description is useful with regard to employee development.
A job description is also the reference point that supports recommendations with regard to job transfers and promotions within an organization. It therefore follows that a job description helps to facilitate the improvement of an organization’s workflow (Masilamani & Mathangi, 2011). A job description assists in the streamlining of bottlenecks and in the improvement of systems and practices at all levels.
2. Describe the value of receiving a job description with reference to staffing needs
The evaluation of an organization’s staffing needs is a strategic planning process that is headed by a firm’s human resource professionals (Mueller & Baum, 2011). This assessment then necessitates the filling in of identified vacancies, a process that is driven through the carrying out of job analyses for respective vacancies.
Job analysis refers to the process of collecting information on Key Performance Indicators (KPIs) of identified vacancies. This information is provided by interviewing vacancy incumbents if available, and vacancy supervisor at a minimum. On confirmation of vacancy KPIs, respective job descriptions are then developed.
The development of effective job descriptions supports successful conscription, selection and signing up of staff. The aforementioned process thus effectively addresses organizational staffing needs. The evaluation of these processes and outcomes then provides useful feedback with regard to assessing staffing needs (HR Guide to the Internet, 2012). This cycle of events should be a continuum with regard to improving organizational structures.
Assessing and planning for staffing needs responds to a number of organizational questions (Penta, 2004) such as does the organization structure operate efficiently, and should supporting roles of a position be reviewed so as to guarantee lack of complacency and repetition of tasks and responsibilities?
The process of responding to the demand ‘How does every position support an organization’s short term and long term goals’ addresses the need for strategic planning. In this way, assessing staffing needs becomes an integral part of an organizations strategic plan (Wylie, 2008).
An employee requires a job description so that clarity on specific outputs is communicated and documented. The job description also defines boundaries that support the role that is to be carried out.
An employee receives a job description that illustrates how their position or role fits into an organization’s structure. Job description indicates how employees’ roles support an organization’s strategic plan, purpose and mission in the creation of a bigger picture.
Clinical Medical Assistant (CMA) - sample job description
Cleaning examination rooms - sanitizing, disposing used supplies and materials
Preparing patients - offering instructions on issues like medication and therapies
Management of medical equipment and tools - cleaning, sterilizing, and storage
Management of medical supplies - Ensuring that required supplies are accessible, taking stock of supplies
Gathering and documenting information - Measuring and writing down patients’ weight, symptoms, or height parameters
Helping physicians - Passing required tools, giving injections

Missing but important elements in the above job description
A significant element that lacks relates to laboratory jobs. As a CMA, I would need to procure samples from patients and conduct necessary laboratory tests. Such test samples...