Job description | CHAPTER 10 | Leadership And Management

Job description – This book covers the entire syllabus of “Leadership & Management” prescribed by the BNMC for Diploma in Nursing Science & Midwifery Students.

We tried to accommodate latest information and topics. This book is an examination setup according to the teachers’ lectures and examination questions. At the end of the book previous university questions are given. We hope in touch with the pook students’ knowledge will be upgraded and flourished. The unique way of presentation may make your reading of the book a pleasurable experience.

Job description

Job description is a written record of principal duties and scope of responsibility for a particular job, together with the required employee characteristics. As stated earlier, a job description is a written statement of specific functions, which the individual worker is expected to perform, the requirements for the job and the relationship of workers with other personnel in the organization structure.

There is a need for job descriptions, because it is learnt that through some studies, most workers function in a mechanical fashion and are not conscious of the role assigned to them this leads to various problems particularly in team functioning. There are a number of ways in which a job description can be used, which make it advantageous to the development of services.

(Ref by- BT Basavanthappa/Nursing Administration/3/492)

Definition of Job Description:

According to (Srinivasan 1982)

“Job description is the statement of the basic purposes of the job, significant tasks, extent of authority and relationships necessary for good performance of the job”

Or,

According to BT Basavanthappa

Job description is a written record of principal duties and scope of responsibility for a particular job, together with the required employee characteristics.

Or,

“A job description is a statement of tasks involved in a job and also the extent of authority and relationships necessary for effective performance of the job”.

Or,

“Job description is a summary of primary duties of job holders. A standard job description should contains the following information.

• Job title
• Job summy
• Salary statement
• Line of authority, to whom the job holder reports and goes for help.

(Ref by-WHO/Leadership and Management Manual/2003/60)

Importance/ Advantages of Job Descriptions in Nursing:

1. It helps to record data for job evaluation.

2. It facilitates wage and salary administration.

3. It provides basis for manpower planning.

4. It facilitates employment, recruitment, selection, placement orientation, supervision and evaluation of employee:

• It assists in interpretation to the authorities of the type of person needed for the job.
• It provides basis for orientation for the individual employed and for other personnel, so that all are familiar with what is expected from each one.
• It provides basis for supervision and evaluation.

5. It helps in establishing educational programs, which meet the needs of service, this refers to all educational programs, i.e. basic, post basic and in services.

6. It facilitates sound organization, clearly stated and definitely allocated functions for all personnel are essential for the maintenance of well-organized service.

7. It promotes efficiency and economy by helping to prevent overlapping or duplication of effort and the faulty use of existing personnel.

8. It promotes good morale by helping the administration to deal intelligently with problems and to establish definite lines of promotion.

9. It provides the data for job classification; equitable wage and salary can be established and maintained.

Since the job descriptions are essential and they can be used to greater advantage, it should be developed on the following basis:

• It should be based on the needs of service.
• It should be based on facilities and resources available.
• It should be based on the organizational structure and policies of the agency.
• It should be based on the preparation of personnel available, e.g. certificate nurses, diploma nurses, undergraduate nurses, postgraduate nurses of available budgeted positions.

(Ref by- BT Basavanthappa/Nursing Administration/3/492)

Importance of Job Description:

A well-defined job description increases productivity and satisfaction of a job holder because it help to-

• Identify what to do
• Know or realize the margin (limitation) of responsibility
• Identify to whom she/he is accountable
• Maintain the line of authority and channel of command.
• Assess the training needs.
• Maintain cooperation with other team members.
• Establish coordination with other departments.
• Contribute towards the achievement of institutional organizational goals.

(Ref by-WHO/Leadership and Management Manual/2003/60)

Objectives/Purposes of Job Description:

• To distribute work among various categories.
• To prevent duplication of work.
• To promote efficiency.
• To collect job-related data in order to advertise for a particular job. It helps in attracting, targeting, recruiting and selecting the right candidate for the right job.
• It is done to determine what needs to be delivered in a particular job.
• It clarifies what employees are supposed to do if selected for that particular job opening.
• It gives recruiting staff a clear view what kind of candidate is required by a particular department or division to perform a specific task or job.
• It also clarifies who will report to whom.
• To provide job satisfaction among workers.
• To allocate the line of demarcation.
• To control and maintain the standard of performance.
• To show who is responsible to whom and what is line of demarcation of responsible authority decision making power among different categories of personnel.

Guidelines for Preparation of Job Description:

The guidelines for preparation of job description are as follows:

1. Prepare a simple form on which each employee may list his/her own functions and activities. This will furnish information on what each person is currently doing.

2. Has the supervisor reviewed each form with the individual worker and added to it, if thought to be incomplete.

3. Group all forms received from workers whose jobs are the same and from them prepare a general summary of the requirement, i.e. qualification for each job.

4. Compare all summaries to determine whether functions and activities are assigned to the proper jobs and make necessary revisions to minimize duplication and overlapping.

5. Prepare specifications for job having the same overall requirements. Include general requirements and standards that must be met by an applicant, which are useful for administrative purposes and for establishing salary range.

6. Prepare for each specific job description setting forth its characteristics, functions and responsibilities. This should be given to employees and used in orienting them. Note the date when the description was prepared and the name of the person who prepared it.

7. Plan for implementation, discuss the job descriptions with staff members and help the staff to put them into effect.

8. Plan the periodic review and revision as necessary.

(Ref by- BT Basavanthappa/Nursing Administration/3 /493)

Guidelines for Writing Job Description

The guidelines for writing job description are as follows:

1. Always be accurate about what is expressed.

2. Omit expressions, which are attributed-such as uninteresting, distasteful, etc.

3. Personal pronouns should be avoided-if it is necessary to refer to the worker, the word ‘operator’ may be used.

4. Do not describe only one phase of the job and give the impression that all phases are covered.

5. Generalized or ambiguous expressions such as ‘prepare’, ‘assist’, ‘handle’, etc. should be omitted unless supported by data that will clarify them.

6. All statements should be clearly and simply set down. Promiscuous use of adjectives only reflects one’s own opinion.

7. Describe the job being done, by the majority of workers holding the designation.

8. Write in simple language explain unusual technical terms.

9. Description of job, which is part of teamwork, should establish team relationship.

10. The length of description is immaterial; it is not expected even with printed forms that all job descriptions should be of equal length, but write concisely.

11. When the job analyst finds that the data he/she has to work with is insufficient, he/she should stop until sufficient data is available.

12. Put the date of completion of each description and revise as it often changes in jobs and occupation requires.

13. Job description should have the concurrence of concerned supervisor.

14. Description should contain the initials of persons who compile them.

15. While writing job descriptions outline the following factors:

                  a) Job title.

                  b) Statement of the general nature and purposes of the job.

                  c) Relationships with personnel (within the organization structure).

                  d) Functions (including activities to be performed in carrying out such functions).

                  e) Qualifications for the job:

• Education.
• Experience.
• Personal characteristics (include age, health, personality traits).
• Language skills

(Refer Appendix for job descriptions of nursing personnel)

(Ref by- BT Basavanthappa/Nursing Administration/3/493)

Job Description of Nursing Supervisor

Main responsibilities are:

• Managing nursing personnel resource according to the demand of the hospital and the wards.

Functions:

• Setting vision and mission of the nursing services of the hospital.
• Organizing all nursing personnel in the hospital according to their knowledge and skills.
• Informing to the hospital director about availability of nursing personnel and nursing services within the organization.
• Informing to the all nursing staffs about the government rules regulation and hospital rules.
• Delegating responsibilities to the deputy Nursing Superintendent during leave/training.
• Evaluating of quality of nursing services in the hospital, document and informing nurses and higher authority.
• Arranging regular meeting with nursing personnel.
• Making routine and sudden round in the hospital wards and take appropriate action for any inconsistency in the nursing services.
• Evaluating ACR (Annual Confidential Report) of the nursing personnel and provide to the Directorate General of Nursing and Midwifery (DGNM)
• Providing monthly report and working statement of the nursing staffs to the DNS.
• Arranging orientation for new nurses in the hospital.
• Selecting appropriate nurses for training.
• Encouraging and supporting nurses for in service education and specialized training.
• Updating knowledge through continuous education.
• Providing welfare for the nurses if required.
• Participating in meeting/ confidence within and outside of the organization.

Job Description of Deputy Nursing Superintendent

Functions:

• Assisting the Nursing Superintendent in planning, organizing and evaluating the nursing services in the hospital.
• Acting as Nursing Superintendent in the absence of the Nursing Supervisor. Preparing nurses duty roster for the placement of all nurses in the hospital.
• Managing nurse’s casual leave, annual leave and maternity leave.
• Maintaining attendance register of all nursing personnel.
• Keeping documents of all official work in the nursing department.
• Receiving night report from night supervisor and submitting to the nursing superintendent.
• Ensuring supervision of discipline and conduct of all nursing personnel. Supporting nurses in performing their social and religious activities.
• Making regular and periodic round of all wards of the hospital to ensure adequate and efficient nursing care of patients.
• Holding periodical meeting with nursing supervisors in charge nurses for planning nursing services and educational programs of nursing personnel and take part in professional activities.

Job Description for Principal of College of Nursing

Introduction

The principal college of Nursing is responsible for the overall administration of the college of Nursing and the implementation of the various nursing education programs conducted the college of Nursing.

Line of Authority:

He/She is directly responsible to the Directorate General of Nursing and Midwifery (DGNM) for all activities being carried out at the college of Nursing.

Function:

• Planning organizing, directing, supervising and coordinating nursing education, training and research in order to ensure proper and up to date theoretical training and clinical practice of the student enrolled at the college.
• Keeping informed on international standards of nursing in terms of college administration and college education procedures and developments.
• Preparing syllabus of the college according to the demands and needs of the national education system of Bangladesh to be approved or amended by the Bangladesh Nürsing & Midwifery Council/ Boards/universities.
• Keeping abreast of developments in the medical science for pertinent adaptation/modification of the curriculum of the college of Nursing.
• Organizing a mass committee for the student’s hostel and ensuring its regular and smooth functioning.
• Making weekly rounds of the student’s hostel and college premises and recording her findings with date, time and signature.
• Acting as chairman of the tender committee for the college of nursing.
• Checking, signing yearly inventory of the college supplies, equipment, furniture etc.
• Acting as drawing and disbursing of officers.
• Advising and motivating the faculty members on the purpose and goals of the nursing education program of the college.
• Guiding the nursing faculty members of the performance of their duties.
• Discussing the lesson plans prepared by the lectures and instructors.
• Making surprise check on lectures and demonstration of the lecture and instructors during on going on classes.
• Holding regular and periodical conference with the nursing faculty and the teaching staff to discuss matters and problems related to nursing education activation and maintaining records of such with date, time and signature of attending members.
• Acting as chairman of the selection board for admission of students.
• Counseling and supervising the students on personal and educational matters.
• Determining the field practice areas for student’s learning/practical experience.
• Maintaining student’s health and academic records as per regulation of Bangladesh Nursing council/boards/ university.
• Organizing educational and recreational activities of the college on a yearly basis.
• Maintaining discipline in the college and the student’s hostel and referring any questionable or doubtful activities to the authorities concerned.
• Taking disciplinary actions for misconduct of students and other staff members in consolation with the nursing faculty and with the approval of the director of nursing services.
• Declaring and publishing the academic result of the student and promoting the deserving candidates.
• Holding a yearly gradating ceremony.
• Attending and participating in professional and community meeting for interpreting in the aims of the college of Nursing of the community.
• Caring out a continuous assessment and evaluation of the college administration and education programs

Elements/Contents/Components of Job Description:

According to Michelle Allen, (Human Resources Consultant),

He mentioned mainly eight key elements of a properly written job description:

1. Identification. This is where job title, department (if applicable), reporting relationship, and exempt or non-exempt status are given. There may be additional items included here, but these are the most common.

2. General Summary. A concise statement of the general responsibilities and components that make the job different from others.

3. Essential Functions. Describe the essential duties and responsibilities of the job in a series of short, specific statements. Begin each sentence with an action verb. For example, “Take impressions for diagnostic and opposing models.”

4. Knowledge, Skills, and Abilities. List the knowledge, skills, and abilities that are needed to be successful in the described position. For example, “Knowledge of doctor’s treatment philosophy.”

5. Core Competencies. These statements involve an employee’s overall attitude and ability to get along with others.

6. Education , Licensure and Experience Requirements.

7. Physical Requirements. Describe physical demands and the type and amount of work to be performed. For example, “Sitting (50%-75%). Must be able to sit for long periods of time.”

8. Disclaimers. This area may contain approval signatures by appropriate managers (if applicable) and a legal disclaimer allowing the employer to change the employee’s job duties or to request employee to perform duties not listed.

Job Analysis

Job Analysis is a primary tool to collect job-related data. The process results in collecting and recording two data sets including job description and job specification. Any job vacancy cannot be filled until and unless HR manager has these two sets of data. It is necessary to define them accurately in order to fit the right person at the right place and at the right time. This helps both employer and employee understand what exactly needs to be delivered and how.

Both job description and job specification are essential parts of job analysis information. Writing them clearly and accurately helps organization and workers cope with many challenges while onboard.

Though preparing job description and job specification are not legal requirements yet play a vital role in getting the desired outcome. These data sets help in determining the necessity, worth and scope of a specific job.

Job Specification:

Job specification also known as employee specifications, a job specification is a written statement of educational qualifications, specific qualities, level of experience, physical, emotional, technical and communication skills required to perform a job, responsibilities involved in a job and other unusual sensory demands.

It also includes general health, mental health, intelligence, aptitude, memory, judgment, leadership skills, emotional ability, adaptability, flexibility, values and ethics, manners and creativity, etc.

Purposes of Job Specification:

• Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not.
• It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening.
• Job Specification gives detailed information about any job including job responsibilities, desired technical and physical skills, conversational ability and much more.
• It helps in selecting the most appropriate candidate for a particular job.

Read more:

• Leadership And Management | Diploma in Nursing Science and Midwifery