A GUIDE TO WRITING POSITION DESCRIPTIONS

Transcription

1 250 Catalonia Avenue, Suite 807 Coral Gables, FL phone: fax: web: actioncoachteamsage.com A GUIDE TO WRITING POSITION DESCRIPTIONS Note: Sample form is attached to these guidelines

2 POSITION DESCRIPTION GUIDELINES BACKGROUND A Position Description is a written description of a job, and the types of duties performed and the conditions under which they are performed. They provide staff and management with a clear picture and set of expectations about the role and responsibilities for the position. It is the first stage of managing staff performances. WHY DO WE NEED POSITION DESCRIPIONS? Position descriptions tell both the manager and employee what need to be done, how to do it, how performances will be measured and what skills and behaviours are required for the role. Position descriptions assist with: Recruitment and selection (for example, job advertisements) Job evaluations Objective setting Performance measurement Career/succession planing Page 1 of 9 (305)

3 POSITION DESCRIPTION FORMAT Position descriptions should include the following components: 1. Position Title, Date, Division, Site, and State 2. Job Purpose 3. Key Accountabilities 4. Indicators of Effectiveness 5. Necessary Skills and Attributes 6. Key Relationships A description of the key components above are detailed in the section following this page. In its simplest form, the overall performance management process can be summarized as follows: POSITION DESCRIPTION PERFORMANCE REVIEW PAY/REWARD Performance standards Performance feedback Total Salary Package Objectives and priorities Training and Development Plan Page 2 of 9 (305)

4 JOB PURPOSE The job purpose should be a short, accurate statement of why the job exists and should outline: The core reason for the position existing or key objective of the position Explains what results are to be achieved The job s unique contribution to the business KEY ACCOUNTABILITIES Key Accountabilities support the purpose of the role. They describe the key areas of responsibility for which the job incumbent is to be held accountable. Put another way, the key accountabilities are the main areas in which the job is to achieve its purpose. Some examples: Financial Management Product Development People Management OH&S INDICATORS OF EFFECTIVENESS Aligned with each Key Accountability are Indicators of Effectiveness which should clearly detail how a key accountability is to be achieved and to what standard or level of effectiveness. The key accountability is the heading, while the responsibilities required to meet this accountability are the indicators of effectiveness. Put simply, indicators of effectiveness detail what is to take place to meet the purpose and objectives of the role. Page 3 of 9 (305)

5 NECESSARY SKILLS AND ATTRIBUTES The skills and attributes needed to meet the requirements of the role are included in this section. Without these skills and attributes, the incumbent could not meet the indicators of effectiveness standards and therefore would be unable to meet the requirements of the job. Skills and attributes also include qualifications, attitudes and behaviours required to meet the job purpose. Some Examples: Necessary Skills and Attributes Essential Desirable Tertiary Qualified 8-10 Years relevant experience Excellent Problem Solving/Analytical skills Proven Sales Track Record Leadership and management skills gets results through others Ability to relate to people at all levels throughout the Company Honest, ethical with high performance standards Excellent verbal and written communcation skills A self-starter Attention to Detail Experience in similar role Experience working with similar customers Experience with using specialized equipment Solid understanding of financial statements such as balance sheets and profit and loss statements. Page 4 of 9 (305)

6 KEY RELATIONSHIPS Included in this section are the key relationships that are required both within and external to your company. Internally they include manager, direct reports, and other key staff within the business. External relationships can include suppliers, consultants, industry representatives, and unions. The emphasis is on key, regular relationships where negotiation and influencing skills are frequently practiced. Ad-hoc, passing relationships are not to be included Page 5 of 9 (305)

7 POSITION DESCRIPTION PD Number: Revision Date: 12/05/2014 (HR use only) (HR use only) Position Title: Receptionist Division: Admin Reports To: Administrative Assistant Site: Miami, Fl Position Summary: The responsibilities and duties of a receptionist are similar to those of a secretary yet instead of managing one person you are managing the flow of communication throughout or organization. You are the face of the company, the first person many of our clients, prospects and vendors will see and speak to. You must have strong organizational skills, confidence a calm and welcoming attitude and be able to juggle multiple priorities. You answer directly to the Administrative assistant though many team members will ask for your assistance. From time to time you will be asked to work on special projects. The orderly flow of communication throughout our organization is a key factor in our success and thus your role is an extremely important role within the company. You are to live the customer service standards of our company at all times. Position Details: Key Accountabilities Indicators of Effectiveness Rating Greet and serve all clients, prospects and vendors providing instructions and directions as needed. All phone and mail correspondences of the company follow written policy and procedures and are conducted in a professional and timely manner. Answer all calls between the second and third ring using the script. General Voic messages distributed immediately; an impeccable message includes date, time, person, subject matter and best time to respond. Visitors should be offered water and be orient to waiting area. ( Know routine guests name and preferences). Phone scripts and greetings are used 100% of the time. Distribute mail within 2 hours of arrival to the appropriate party. All messages have required information per the policy and procedure. (Date, time, initials and name of the person spoken with.) Detailed messages are taken and delivered to

8 Key Accountabilities Indicators of Effectiveness Rating Assist service department Initiate new customer information Update returning customer information Set up customers in Lightspeed New paper files File customer tax certificates. the appropriate person in a timely fashion i.e. immediately via e mail, text, note or in person and within 24hrs. Lights on, coffee made etc. Maintain a safe and clean office and reception environment. Order and receive office supplies Dirty oil barrel levels are safe. Establish par levels and maintain our supplies. Monthly shopping to minimized frequent shopping trips or running out of supplies. Maintain office equipment on a routine schedule. The conference table cleaned after each use. Keeping the kitchen tidy (everyone is responsible for their own dishes) however keep the overall kitchen space picked up. Fresh coffee and full cooler of drinks daily. Schedule dirty oil next day pick up and insure it happens. Regular inventory of office supplies and kitchen supplies to be purchased - given to administrative assistant every month by 5pm on the last day of the month. Log of maintenance activity completed according to schedule. Filing. All documents to be filed are filed within 24 hours. Quarterly projects with the admin team. You will complete the project(s) according to the established milestones agreed upon at the onset. Necessary Skills and Attributes: Skills and Attributes Details Academic/Technical Qualifications High school graduate. Upper education, Technical certification or associates degree preferred. Knowledge and Experience 2 years of general work experience. Computer Skills Microsoft Office Suite proficient. Industry Experience Unnecessary.

9 Skills and Attributes Details Leadership/Management experience/capabilities Be able to coordinate and manage multiple tasks and see them through to completion. Communication Skills Excellent English grammatical skills. Must be articulate, and effective in both listening and speaking our team, customers, prospects and vendors. Resolve upsets in a calm and professional manner. Attitudes and Behaviour Desired attitudes and behaviors include the ability to work well in teams, be a self-starter, be pleasant, helpful and optimistic. Require minimal supervision and have both a commitment to customer service and a huge can do attitude. Key Relationships: Within Your Company: Administrative team Sales team External to Your Company: Customers Vendors Prospective customers Authorization: / / Name Position Title Signature Date / / Name Position Title Signature Date