Template for JD

JOB DESCRIPTION HR191

NOTES  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm  This form serves as a template for the writing of job descriptions  A copy of this should be kept on file in your office  For re-evaluations, this form must be sent to your relevant HR Advisor/Officer

POSITION DETAILS Position Title (current title) Traffic Warden Status of Post (tick) New Post Re-evaluation Job Grade (current grade) Faculty (if applicable) Department Section (if applicable) Date of Compilation FOR OFFICE USE Job Title Date of Grading Grading Result

ORGANOGRAM

Traffic Manager

Traffic Warden

PURPOSE To promote traffic safety through traffic law enforcement.

20 October 2008 HR191 % of Key Performance Areas (5–8) time Activities / Objectives / Tasks Results / Outcomes Competencies spent 1) Traffic control  Execute planned law enforcement  Compliance to traffic/road  Task related activities regulations knowledge and skills  Perform point duty at traffic  Traffic regulated effectively  Communication congestions  Minimal traffic congestion  Client/student  Assist stranded motorists  Visible traffic policing service  Attend to road accidents  Building  Regulate traffic at accident scenes interpersonal relationships  Issue tickets and other relevant  Quality commitment notices to traffic offenders  Initiating action  Regulate traffic during sport  Safety Awareness activities and film shoots  Stop vehicles and address traffic violations  Participate in traffic related projects  Perform any ad-hoc duties as determined by management 2) Administration  Maintain daily records of official  Accurate and updated traffic trips (logbook) records  Maintain records of hourly  Accurate and updated activities (pocket book) administrative records  Record and take statements from relevant persons and witnesses at accident scenes  Maintain traffic control records  Complete on / off duty in occurrence register 3) Monitoring, evaluation and  Compile weekly/monthly traffic  Accurate reports submitted on reporting control reports time  Conduct road audits as required  Trend analysis conducted  Analyze data related to traffic flow,  Efficient methods to expedite accident rate data, and propose traffic flow identified and actions to improve traffic flow implemented  Compile and submit written  Positive supervisor feedback reports on incidents when

20 October 2008 HR191 % of Key Performance Areas (5–8) time Activities / Objectives / Tasks Results / Outcomes Competencies spent requested by supervisor  Advise management on road audits and hazardous locations  Answer representations on recorded offences  Attend court proceedings and give evidence

20 October 2008 HR191 MINIMUM REQUIREMENTS Minimum Qualifications

Minimum Experience

AUTHORITY PRINT NAME SIGNATURE CONTACT NO. DATE Compiled by

Approved by Reviewed by

20 October 2008 HR191 GUIDELINES FOR COMPILING A JOB DESCRIPTION

GENERAL  Complete each section of the template when compiling a job description  Consider the following when drawing up a job description: o If this is a new job, have you considered the implications for your department in terms of structure, staff and resourcing? o If this is a re-grading, are you sure that the re-grading is needed for the requirements of the organization and not the individual? o If this is a re-grading, have you considered the rest of your structure as this is an opportunity to re-evaluate your requirements? o The job description should indicate the requirements of the job in relation to the organization, not the person. o The job description should describe the job, not the performance required. o The job description denotes a clear description of the job that is observable.

POSITION TITLE  Consider the label or name of this post in relation to others in your department and to standard UCT naming conventions. The latter are obtainable from your HR Officer.

NEW POST / RE-EVALUATION  Indicate if this is a new post or if this is a current post that is being re-evaluation.

JOB GRADE  Indicate the current job grade of this post if it is an existing job that has changed and has been submitted for re- evaluation.

FACULTY  Indicate the faculty where this post exists - where applicable.

DEPARTMENT  Indicate the department where this post exists. For example, Chemistry would be a department within the Faculty of Science. Alternatively, Finance would be an example of a PASS department.

SECTION  If the post falls within a PASS department, indicate the section here. For example, Creditors would be a section within the Finance Department.

DATE OF COMPILATION  The date denotes when the job description was compiled/updated/reviewed.

JOB TITLE  The job title will be completed by the Remuneration Specialist during the job grading process.

20 October 2008 HR191 DATE OF GRADING AND GRADING RESULT  These dates will be completed by the Remuneration Specialist.

ORGANOGRAM  The organogram must show the reporting lines of authority for this post.  Complete the organogram in a way that shows the line manager, the peers and the staff that report to this post.  As a rule of thumb, the organogram should show up to a maximum of 4 hierarchical levels.

PURPOSE  The Purpose of the job should convey in no more than one or two sentences a summary of the job which will clearly distinguish it from other jobs, establish the role of the job holder and the contribution he/she should make towards achieving the objectives of the University and his/her own function. It would begin with the words: "The purpose of the job is ..."

KEY PERFORMANCE AREAS AND % TIME  This is a high level summary of the key performance areas. When completing this exercise it may be useful to start with a list of tasks that are then grouped together into key areas of responsibility.  As a rule of thumb you should be able to identify between 4-6 key performance areas for the job.  The key performance areas would be short headings for these clusters of tasks.  It is useful to list these in order of importance, to assist you in creating the framework and overall direction of the job  It is also useful to reflect on how much of the job’s time is spent on each key performance area, as some things take up a lot of time and are not as important as others that may take up a little time but are critical.

OUTCOMES  For each key performance area identify the main outcomes / end results that will be achieved by the incumbent under each heading. You should be able to identify several outcomes for each key performance area. It is useful to reflect on this as it may become apparent that what you have identified is not actually a key performance area at all, but an outcome of another key performance area.  As far as possible ensure that the outcomes are clearly autonomous to the job holder and are not shared by other people in the department. If an outcome seems to be a shared outcome, the incumbent cannot be held responsible for attaining this outcome. For example: “assist with marks processing” would either become “Marks are processed” or “reports are filed” (if the nature of the work is around assistance).  The steps required to define outcomes are as follows: o Identify and list the tasks that have to be carried out. No attempt should be made to describe how they are carried out, but some indication should be given of the purpose or objectives of each task. o Analyse the initial list of tasks and, as far as possible, simplify the list by grouping related tasks together. Use headings that will describe the end result once all these tasks have been completed, e.g. all work related to processing of marks could be listed under "Marks are processed". o Describe each outcome as an end result that needs to be delivered, rather than indicating the tasks that will lead to the attainment of the end result. For example: an outcome could be “ Vacancies are filled according to UCT policy” vs. the number of tasks that would lead up to the vacancy being filled such as placing the advertisement, short-listing candidates, conducting interviews, etc, etc. Notice that quality indicators may also be stipulated; these will indicate how well the outcomes must be done. In this example the quality indicator is that the vacancy is filled according to UCT policy.

20 October 2008 HR191 MINIMUM REQUIREMENTS  Minimum qualifications specify the minimum qualifications required to do the job and do not indicate desirable qualifications.  Minimum experience should indicate the minimum experience required to do the job. It should not indicate experience required to fully perform the job.  Key competencies must indicate competencies essential to do the job. For example, if working on SAP is a key component of the job, this should be listed as a key competency. When identifying the competency requirements of a specific job, be certain that the competency is essential and not desirable.

AUTHORIZATION  Compiled by: would be signed off by the person(s) who compiled the job description and the date.  Approved by: would be signed off by the line manager and the date.  Reviewed by: would be signed off by the Remuneration Specialist and the date.

20 October 2008 HR191