Identifying Job Functions and Skills Competencies

Job functions and job titles play a crucial role in determining employees’ roles and compensation. While they share the same goal, these two terms differ in specifics. Setting a job function aims to help you understand each job title's purpose and identify responsibilities.

Job functions, job titles, and job descriptions can be confusing to job seekers. This article will talk about a job function and title and discuss their differences.

What is a Job Function?

A job function is a list of responsibilities and tasks that must be delivered daily or at a specific time to meet the requirements. It serves as a guide for employees for their daily work responsibilities.

Job Function vs. Job Description

Job seekers are more familiar with the job description. Usually, human resources (HR) professionals post job hiring along with a job description. It includes a list of responsibilities in bullet points.

So, what is the difference between a job function and job descriptions?

A job function refers to a specific role or responsibility within an organization. It tells employees what contributions they need to deliver to achieve the company’s target goals and objectives. The primary purpose of a job function is to clarify the roles of each employee by outlining the tasks, duties, and responsibilities of a particular job role or position.

Some readers may wonder why a job function has the same purpose as the job description. The answer is that a job function usually accompanies a job description.  It outlines the responsibilities,  qualifications, skills, and other relevant information about a specific job or position.

Establishing a job function requires extensive research to ensure that job responsibilities align with a job title. Most HR professionals save time writing job descriptions to set a job function using  JobsArchitech. Many companies are now relying on CompAnalyst to ensure they practice pay equity in the workplace.

Key Components of Job Description

Job Title

The official title of the position.

Job Summary/Objective

A gist of the purpose and goals of the job role; it tells you the importance of the job title.

Responsibilities and Duties

This part of the job description shows the tasks, functions, and duties performed daily.

Qualifications and Skills

Outline qualifications like education, experience, certifications, technical skills, and soft skills required for the job.

Reporting Structure

Inform applicants about the position's hierarchical relationship within the organization and the people to whom they must report.

Working Conditions

Working conditions may include travel, working hours, physical demands, etc.

Salary and Benefits

Include a list of basic compensation, benefits, and other rewards once you become part of the organization.

Company Culture and Values

Outline a brief description of culture, values, and mission to give candidates a better sense of the organization's ethos.

Career Path

Briefly describes potential growth opportunities and organizational advancement based on performance.

Application Process

Outline a set of clear instructions on how to apply for the position. It includes submission methods, deadlines, and contact information.

Identifying, Defining, and Validating Skills and Competencies for Each Job Function

Job Analysis

Conducting job analysis involves gathering information about the job through various methods, such as interviews, observations, and questionnaires. These details help HR professionals understand the specific job's tasks, duties, and responsibilities and serve as a guide for stakeholders.

Identifying the Importance of Each Job Function

After gathering information, identify the essential functions of the job. These include primary tasks and responsibilities, so everyone knows the contributions of a job position.

Define Each Job Function

Describe a specific job function's detailed tasks, duties, and responsibilities. Make sure to use concise and precise language to ensure clarity.

Reviewing Job Requirements

Reviewing the job requirements process must be a priority to avoid errors in the future. Reviewing the job functions and identifying the skills and competencies are both necessary to build a job function. This includes technical skills, knowledge, experience, and personal attributes.

Defining the Skills and Competencies

Conveying each skill and competency is essential so everyone is on the same page. A job function must describe the specific knowledge, abilities, or qualities to explain the requirements and deliverables effectively. It is advisable to use language that is measurable and observable.

Validation 

The last process is validating the identified skills and competencies by reviewing them with experts, supervisors, or employees performing similar roles.

Wrap Up

A job function is one of the fundamental elements in the hiring process. It plays a key role in defining the roles and responsibilities of a certain job or position. Once the job roles are clear to everyone, the organization can avoid future problems and misunderstandings regarding tasks.

Establishing a job function must always have a comprehensive job description to facilitate effective communication between employers and employees. This simple file serves as a guide for recruitment, performance management, and overall organizational functioning.