GUIDELINES FOR WRITING A POSITION DESCRIPTION

Transcription

1 GUIDELINES FOR WRITING A POSITION DESCRIPTION PDE Process Last Updated 3/21/13

2 TABLE OF CONTENTS I. Overview... 3 II. Types of Position Descriptions... 3 III. Writing A Position Description... 3 IV. Content Areas of A Position Description... 4 V. When Should a Position Description be Rewritten?... 4 VI. The Position Description Evaluation Process Overview... 5 VII. Position Description Evaluation (PDE) Approval Process... 5 VIII. Appendix A Position Description Template... 6 IX. Appendix B Position Description Evaluation Request Form... 7 X. Appendix C Examples of Action Verbs... 8 Page 2

3 OVERVIEW A position description is an official record of the work assigned to a position. The position description is used to outline the roles, responsibilities, expected outcome, required education, experience, and skills needed to fulfill the responsibilities of the position. Position descriptions are used for many purposes including job evaluations, recruitment and selection of staff, performance reviews, career development, job design, and staff planning. The University has a large job description library of positions that have already been approved for department use. In the event that a department has a need for a position that has not already been approved, it will be necessary for the department to develop a position description. The position description is usually prepared by the administrator and then approved by Compensation. TYPES OF POSITION DESCRIPTIONS CORE position descriptions are for jobs found in more than one department at UMMS. These jobs have the same duties and qualifications and are graded the same throughout UMMS. Changes should not be made to the Major Responsibilities or Position Qualifications for these jobs. The Additional Comments section of your job posting can be updated to reflect specific job requirements. This is a bulleted list of specialized skills that are distinctive to a specific position and are essential to fulfilling the expectations of the position. This is not part of the official position description; but, can be added to the posting and internal department copies of the position description when necessary. WRITING A POSITION DESCRIPTION The major responsibilities should be listed in order of importance and should focus on the scope of the job as well as the duties/functions being performed and the result to be accomplished. A Position Description should be thought of as a business plan for a position within the context of the department structure. UMMS Position Description Template - (Appendix A). Key points are: Write the position description with specific details of the responsibilities that will be required to successfully meet the department or groups business need Keep the sentences concise and clear. Position descriptions should be written so they can be understood by anyone who reads them. Avoid the use of Acronyms or specifics such as department name, software application name, or any other detail that is subject to change DO NOT attempt to write a Position Description to fit a specific individual- define the position Use short direct action verbs (Appendix C). 3

4 CONTENT AREAS OF A POSITION DESCRIPTION GENERAL SUMMARY OF POSITION: This should be a one paragraph summary of the primary functions and purpose of the position. This general summary of position should be general enough to apply to all levels of a position. The summary is intended to give the reader a basic understanding of the position. MAJOR RESPONSIBILITIES: This section should be a list (10-12 bullets) describing the responsibilities of the position. Tasks should focus on what is done. Each responsibility should be listed in order of importance and should begin with an action verb which best describes the function and the position s role in it, i.e. assist, manage, develop, compile, participate in, or prepare. It is useful to list the last bullet point as Perform other duties as required to cover changing situations. Note: All position descriptions MUST include (as a major responsibility) compliance with all safety and infection control standards specific to the laboratory or work site if applicable. This ensures compliance with UMMS s commitment to the health and safety of each employee as well as supports the general mission of the Medical School to provide a healthy, safe and productive work environment for all employees. POSITION QUALIFICATIONS: Please list the necessary formal, vocational school, or other education requirements of the position followed by a statement regarding the experience required to adequately perform the job. If a degree is required, the level and type of degree should be included. If it is possible to substitute experience, the term, or equivalent experience should follow the degree. This section should also include specific training required to perform the job such as licensure and registration. PREFERRED QUALIFICATIONS: Please list the preferred formal, vocational school or other education requirements of the position. These are not mandatory to perform the major responsibilities of the position, but would be preferred that an employee have. WHEN SHOULD A POSITION DESCRIPTION BE REWRITTEN? Core position descriptions are written and maintained by the Compensation Department. Additional comments should be maintained and updated by departments when applicable. Other position descriptions should be rewritten when the position qualifications have changed or the major responsibilities have changed significantly. As position descriptions are completed and approved, they will be maintained by the Compensation Department within Human Resources, Diversity and Inclusion (HRDI). You should work with your HR Business Partner/Compensation Specialist when rewriting a position description. 4

5 THE POSITION DESCRIPTION EVALUATION PROCESS OVERVIEW A Position Description Evaluation (PDE) is required in order to obtain approval for all new and significantly revised position descriptions. It formally requests that Compensation review and grade position descriptions. It is important that the PDE Request Form (Appendix B) include information regarding the internal and external changes that affect the position. The PDE Request Form Template is available on the intranet under Human Resources/Compensation/Compensation Forms (located on the bottom right of the page). POSITION DESCRIPTION EVALUATION (PDE) APPROVAL PROCESS Administrator submits PDE to Compensation Compensation reviews for grade, FLSA status, salary recommendations (if appropriate), and content Compensation returns the approved position description to the department The Department Administrator should send the updated or new position description along with a completed PDE Request Form and a current organizational chart, to Compensation via using the PDE Comp mailbox. Compensation will perform a job evaluation. Compensation will return the approved description with recommendations to the department administrator. 5

6 Appendix A UNIVERSITY OF MASSACHUSETTS MEDICAL SCHOOL POSITION DESCRIPTION Job Title: Job Code: Department: L.U.: Grade: E- GENERAL SUMMARY OF POSITION: MAJOR RESPONSIBILITIES: REQUIRED QUALIFICATIONS: PREFERRED QUALIFICATIONS: SUPERVISION RECEIVED: Under the direction of the XXXX or designee SUPERVISION EXERCISED: None ENVIRONMENTAL WORKING CONDITIONS: Usual office environment As an equal opportunity and affirmative action employer, UMMS recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. 6

7 Appendix B PDE # 7

8 EXAMPLES OF ACTION VERBS TO BE USED IN POSITION DESCRIPTIONS Appendix C Accommodate Conduct Extract Obtain Schedule Achieve Confer Facilitate Operate Screen Acquire Consolidate File Originate Search Act (as) Construct Forecast Organize Secure Adapt Consult Formulate Participate Select Address Control Furnish Perform Serve Adjust Convert Gather Persuade Service Administer Cook Generate Plan Sign Adopt Coordinate Govern Predict Simplify Advise Correlate Guide Prepare Sell Allocate Correspond Handle Present Solicit Analyze Counsel Highlight Preside Solve Apply Create Hire Prevent Specify Appoint Customize Identify Process Stimulate Appraise Delegate Illustrate Produce Strategize Approve Deliver Implement Program Streamline Arrange Demonstrate Improve Promote Strengthen Assemble Design Improvise Propose Study Assess Determine Incorporate Provide Submit Assign Develop Increase Publicize Suggest Assist Devise Influence Publish Summarize Assume Devote Inform Push/pull Supervise Assure Direct Initiate Quantify Support Attain Discuss Inspect Recognize Survey Audit Distinguish Install Recommend Systematize Augment Distribute Instruct Reconcile Reach Authorize Document Interface Recruit Trace Budget Draft Interpret Redesign Trade Calculate Drive Interview Reduce Train Circulate Edit Introduce Refer Transcribe Clarify Eliminate Investigate Refine Transfer Clean Encourage Issue Regulate Translate Clear Enforce Lift Reinforce Transmit Climb Ensure Maintain Repair Troubleshoot Collaborate Establish Manage Reorganize Type Collect Evaluate Market Report Update Combine Execute Modify Represent Upgrade Communicate Exhibit Monitor Research Validate Compile Expand Motivate Resolve Verify Complete Expedite Negotiate Restructure Walk Compose Explore Notify Review Weld Compute Extend Observe Revise Write 8