Common menu bar

• Français
• Home
• Contact Us
• Help
• Search
• canada.gc.ca

Breadcrumb

1. Home >
2. Skills >
3. NOC

Annex 2 - Sample Templates and Tools

2.1 - Job Description

Name of the organization / company

Date:

Position Title:

Name of Employee:

Main functions:

Reports to:

Duties:

Working conditions:

Employment Requirements:

2.1.1 - Example of a Completed Job Description

Any Name Printing and Distribution

Date: March 22, 2006

Position Title: Secretary

Name of Employee: Pat Smith

Main functions:

Working at the corporate office, the Secretary supports the work of the owner and assists, when schedule and workload permit, the Director of Production

Reports to: Owner

Duties:

• Answers telephone and relays calls and messages
• Greets visitors, enquires the nature of their business and directs them to appropriate person
• Schedules and confirms appointments and meetings of owner
• Opens and distribute general company mail and other material, and coordinates the flow of information within the company
• Opens and administers regular and electronic mail for the owner and follows-up, when required, to ensure proper action is taken on all incoming mail
• Prepares, edits and proofreads correspondence, invoices and related material
• Determines and establishes office administrative procedures, following approval by the owner
• Co-ordinates and manages office services, such as accommodation, equipment and supplies and general office maintenance
• Arranges travel schedule of owner
• Performs any other duties related to the position of secretary as directed by the owner and, when schedule and workload permit, the Director of Production

Working conditions:

• Work weeks are 5 days, Monday to Friday, 8 hours per day, starting at 8h30 in the morning
• The Secretary is entitled to one hour of paid time for lunch
• The Secretary is frequently exposed to noise and a regular flow of people around the office
• The Secretary is frequently assigned to changing priorities
• The Secretary may be required to work overtime, with paid compensation

Employment Requirements:

• Completion of a post-secondary program for secretaries / administrative assistant
• Five years of experience as a Secretary / Administrative Assistant
• Proficient spoken and written English
• Punctual, meticulous and reliable
• Courteous manners with the public

2.2 - Employee Performance Evaluation Form and Training Plan

Name of Employee:

Position Title:

Evaluation from _______, 200_ to _______ 200_

SECTION 1 - Evaluation

Work objectives
In this section, list the work objectives that are to be evaluated, taken directly from the job description.

Expected Standard
List the ways the objectives will be measured. You can include results based on quality, quantity, timeliness, etc.

Activities required
List the activities that are needed to meet the objectives. This is particularly useful where improvement is required.

To help in reaching the work objectives, training and skills updating activities can be added to the activities

Evaluation²
Provide concrete feedback. A simple rating scale may be applied:

1. Did not meet the objectives
2. Met the objectives
3. Surpassed the objectives

Areas for Improvement ²
Suggest ways in which the employee can improve. The information may include formal or on-the-job training, supervision by a colleague, changes in behaviour, etc.

SECTION 2 – Discussion with employee and targets for the next evaluation

1. What do you consider to be your most important achievements of the past __________? (insert the timeframe: quarter, year, etc)
   
   
   
   
   
2. What elements of your job do you consider the most difficult?
   
   
   
   
   
3. What action could be taken to help you with this / these issue(s)? (answer could include training, coaching, modification to work schedule, etc)
   
   
   
   
   
4. The objective(s) for the next evaluation period (based on employee's input and needs of the organization) are:
   
   
   
   
   

² The first three columns are completed at the start of the evaluation period. The last two columns are completed at the end of the stated timeframe, along with Section 2.2

2.2.1 - Example of a Complete Performance Evaluation Form and Training Plan

Name of Employee: Jane Doe

Position Title: Secretary / Administrative Assistant

Evaluation from March, 2005 to March 2006

SECTION 1 - Evaluation

Work objectives

1. Prepares, edits and proofreads invoices
2. Co-ordinates and manages office services such as accommodation, purchasing equipment and supplies.

Expected Standard

1. To reduce the amount of financial errors in invoicing by 20%.
2. To reduce the amount of overhead in office supplies, including paper, by 15%.

Activities required

1. A new electronic/computerized filing system will be created and all invoices will be numbered by activity and initialled by the responsible officer.
2. • a. New contracts pushing for “just in time delivery” will be negotiated with suppliers.
   • b. Officers will provide expected needs for office furniture, on a monthly basis.

Evaluation²

1. Did not meet the objectives
2. Surpassed objectives. The amount of overhead has been reduced by 17%.

Areas for Improvement ²

1. A course (Certification in office management) will be taken with the objective of putting in place an effective and professional filing system for invoicing.
2. Does not apply.

SECTION 2 – Discussion with employee and targets for the next evaluation

1. What do you consider to be your most important achievements of the past __________? (insert the timeframe: quarter, year, etc)
   • To have created an office supplies management system that was well received
   • To have reduced the costs of travelling by signing agreements with hotel chains and car rental companies.
2. What elements of your job do you consider the most difficult?
   
   • To have a role in detailing the invoicing.
3. What action could be taken to help you with this / these issue(s)? (answer could include training, coaching, modification to work schedule, etc)
   
   • Each officer should be responsible for creating, from a common system, the invoices under his/her responsibility. I should only be responsible for filing the invoices.
4. The objective(s) for the next evaluation period (based on employee's input and needs of the organization) are:
   
   • Creation of a new system for classifying and organizing legal and governmental papers (including taxes) in order to assist the accounting firm.
   • Creation of a guide on “administration rules and procedures” for employees.

• The first three columns are completed at the start of the evaluation period. The last two columns are completed at the end of the stated timeframe, along with Section 2.
• As a result of the evaluation, training needs have been identified.
• The objectives listed in Section 2 would then be listed in Section 1 of a new evaluation for the next period, i.e. the cycle repeats.

2.3 - Job Ad Information

Below is a list of the different information you can include in your job ad. Keep in mind that the more detailed the information is in your ad, the easier it is for prospective employees to determine if the position would fit their qualifications and needs.

1. Job title
2. Conditions of employment (permanent, full time, part time, day, evening, working with hazardous material, etc)
3. Salary / Wage (annual / hourly)
4. Start date
5. Location of employment
6. Education required
7. Experience
8. Languages (spoken, read, written)
9. Work settings (private or public sector, not-for-profit organization)
10. Business equipment to be used (software (e.g. database, accounting, word processing), electronic equipment (e.g. wireless agenda and email device))
11. Special requirements (e.g. for a secretary, how many words per minute)
12. Technical knowledge
13. Areas of specialization within the occupation
14. Any other specific skills
15. Security and safety requirements
16. Transportation
17. Work conditions and physical capabilities
18. Essential Skills (Visit the Essential Skills site)

2.3 Example - Job Ad Information as could be found on jobbank.gc.ca

Important tips for a safer job search

Job Advertisement

Advertisement number: 851065

Title: Truck driver (Straight Truck) (NOC: 7411)

Terms of Employment: Permanent Full Time

Anticipated Start Date: As soon as possible

Location: Nepean, Ontario (2 vacancies)

Skill Requirements:

• Education: Not applicable
• Credentials (certificates, licenses, memberships, courses etc.): Driver’s (Class 3 or D), Air Brake (Z) Endorsement, Forklift Operator Certification
• Experience: 0-6 months
• Languages: Speak English, Read English, Write English
• Type of Trucking and Equipment: Straight truck (4600 kg+ or 10,000 lbs+ with 3+ axles)
• Specific Skills: Operate and drive straight or articulated trucks to transport goods and materials, loading and unloading of goods
• Security and Safety: Driving record check
• Work conditions and Physical Capabilities: Physically demanding
• Transportation/Travel Information: Valid driver’s licence
• Other Information: Delivery of building materials. (Roofing) Inventory counting and control. Must have good driving record.

Employer: Any Name Building Materials

How to apply:
By Fax: (613) 555-3222

Business Profile: Retail/Wholesale Building Materials

Advertised until: 2006/12/02

This job advertisement has been provided by an external employer. Service Canada is not responsible for the accuracy, authenticity or reliability of the content.

¹ For each duty, give a 1 to 5 rating based on both the difficulty of the duty and the importance of the duty for the organization.

² For each requirement, give a 1 to 5 rating based on the importance of the knowledge/ technical expertise, the management requirements (e.g. participation in management meetings, number of employees to supervize) and the impact of the job on personal life (e.g. frequent overtime, travelling, tight deadlines, certification, etc).

Conclusion

Based on the comparison of the main duties and job requirements, the responsibilities of meeting with clients and managing budget are the key factors contributing to the salary difference between the two positions.

Primary navigation (left column)

Date Modified:

2011-08-29