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  • -Today, I'm going to walk you through completing

  • a description form using the template that I made available

  • in my last blog.

  • And you can watch that video by clicking on the annotation

  • here, or by going to my blog, at optimusperformence.ca/blog.

  • And you'll be able to access that and download that job

  • description template.

  • So we're going to be using this today.

  • And I've actually completed one.

  • I have it here on screen.

  • And we're going to look at that together and go

  • through each step of the way.

  • And I'll explain it.

  • So let's get going.

  • So first off is the title.

  • Now, this particular one is an administrative position.

  • So I call it Administrative Assistant.

  • The company is my company, Optimus Performance, department

  • administration, reports to me, the president,

  • and communicates with who-- me, the president, my associates,

  • the office manager, clients, and suppliers.

  • So summary of overall role and responsibility-- this

  • is important to give a global perspective to the person

  • so they know how their role, how the completion of the tasks

  • that they're doing, contributes to the overall success

  • of the company or the department.

  • So in this one, I have the purpose

  • of this role is to support the smooth functioning

  • of the company and assist the president by taking

  • responsibility for all administrative tasks.

  • This includes providing customer support,

  • fulfilling client and associate requests,

  • and preparing marketing materials as required.

  • By completing the following tasks well,

  • this person will free the president

  • to focus on sales activities and on delivering training

  • and coaching services to clients.

  • Now, you could write this summary

  • after you write the tasks, but I like to write it first.

  • Let's go through the tasks.

  • So these are basically the specific tasks and duties

  • that you want this person to do.

  • It doesn't state how well you want them to do it.

  • It just states what the task is-- so

  • word processing of documents, data compilation

  • and record keeping, assist in preparation of proposals,

  • prepare correspondence and marketing materials,

  • prepare PowerPoint presentations,

  • and so on and so forth.

  • Now, you can go through this.

  • I won't go through each one.

  • But it's basically administrative tasks.

  • They're pretty simple.

  • I chose a simple job description just

  • to give you this as an example.

  • I'll make this completed one available, too.

  • So the next section is knowledge and skills

  • that are essential for this role.

  • In other words, the person must come

  • already able to perform the role with these essential knowledge

  • and skills.

  • So they must be attentive to detail.

  • Administrative tasks require that.

  • So they need to have patience.

  • You could write that, as well.

  • I didn't put that there.

  • Takes care to complete tasks fully and well,

  • good computer skills in Windows Office Suite,

  • especially Word and Excel-- now, you

  • may want to test this person.

  • We'll maybe go through how to do that in another blog.

  • The person should be well organized,

  • bilingual-- in this case, we function

  • in two languages-- and a responsible attitude.

  • I like to put that because I want

  • to know that if the person is given something to do,

  • or actually, that they take responsibility for carrying out

  • all their tasks that are listed on the previous page

  • without having to be told to do every day or every step

  • of the way-- that after they've learned what to do,

  • can just take responsibility for it.

  • And I think any manager or business

  • person wants that from their staff.

  • Now, I wrote here knowledge or skills desirable.

  • In this case, I put the task of preparing PowerPoint

  • presentations, and advanced PowerPoint skills--

  • not something everybody comes equipped with.

  • And in this case, I would probably

  • provide special training to this person--

  • and I did with my last administrative assistant--

  • in order to get them up to the level

  • that I require in terms of the type of PowerPoint

  • presentations that I use in my training programs.

  • Now, I like to add minimum performance standards

  • to define what level of quality and quantity

  • I expect from the person.

  • This is good to have, because you could actually then use

  • this as part of your performance evaluation.

  • So you can discuss how well they're performing the task.

  • But you could also look at these particular standards

  • to measure them.

  • And you could do something as simple as measuring

  • how well they're performing on a scale of one to 10,

  • one being low, 10 being very high.

  • So word-process documents is required.

  • That's not very measurable, mind you.

  • Filing is done accurately and punctually.

  • So that's something that's more observable, more measurable,

  • the way it's defined here.

  • Keep files and records well organized.

  • That's easy to check.

  • Bills posted are detailed and correct.

  • The bookkeeper will know, if this person is helping them

  • with postings, how well it's being done.

  • So that's good to get feedback from the bookkeeper.

  • Prepare proposals according to defined structure and methods.

  • Well, we do have defined structure and methods,

  • so it's easy, then, to see how well they're

  • preparing those proposals accordingly.

  • Order materials to arrive when needed,

  • so meaning that when materials are required, they're on hand.

  • That's another way to put it.

  • So there you have it.

  • It's pretty simple.

  • But it's a great tool.

  • And if you're not sure why, go back to my 10 top reasons

  • to write a job description.

  • Download the form, start completing yours.

  • I hope this was helpful.

  • Thanks for listening again, and we'll

  • see you soon in the next blog.

-Today, I'm going to walk you through completing

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