If your job description is confusing or poorly written, it can turn candidates away. JOB SPECIFICATION is a statement which tells us minimum acceptable human qualities which helps to perform a job. What are the Key Components of a Good Job Description? >> It helps in recruitment and selection procedures. The job description is used in the recruitment process to inform the applicants of the job profile and requirements, and used at the performance management process to evaluate the employee’s performance against the description. The preparation of job description is very important before a vacancy is advertised. These are the normal components of the job description: Overall position description with general areas of responsibility listed, Essential functions of the job described with a couple of examples of each, Required knowledge, skills, and abilities, Vague terms like "rock star copywriter," "data ninja," or "guru" may create confusion and keep you from attracting high-caliber candidates. A clear written job description makes HR task easy because clear written job specification attract only targeted talent pool. Heading information. The essential components of the job description are a job title, job location, role, responsibilities, duties, salary, incentives and allowances. Job analysis is primary tool in personnel management. The components of a job description are pretty much the same, regardless of the role you are hiring for. Physical characteristics such as height, weight, vision, hearing, fitness, health, etc. Contents of Job Specification Statement. Her goal is to help businesses understand and reach their target audience in new, creative ways. Here are the most critical components of a good job description. ... it absolutely should be part of the position description. >> Educational qualifications for that title Job descriptions and person specifications are essential documents in any recruitment process, describing the components of a proposed post and the experience and skills required by the post holder. Current and former clients include The HOTH, Bisnode Sverige, Nutracelle, CLICK - The Coffee Lover's Protein Drink, InstaCuppa, Marketgoo, GoHarvey, Internet Brands, and more. The average person spends less than 50 seconds reviewing a job listing when it's not a good fit, reports Grand Valley State University. >> Provision of physical condition to support the activities of the concern. >> Special attributes and abilities The Basic Components of Job Specification:-Title. The job description identifies the essentials of the role: the broad purpose, the major duties, the terms and conditions (Armstrong, 2009) A person specification describes the 'attributes required of an employee to do the job to the required standard' (Cushway, 2003). Resume Objectives for a Production Platform Position, Grand Valley State University: Kindly Hire Me: The Process and Impact of Inclusive Hiring, Wright State University: Writing an Effective Job Description, Society for Human Resource Management: How to Develop a Job Description, The Three Main Contents of a Job Description. It is a recorded statement of facts about the activities of the jobholder, how and why it is performed. Think long-term when writing the job listing and include a few “nice-to-have” skills that may be required at some point. Physical characteristics such as height, weight, chest, vision, hearing, health, voice poise, and hand … Upvote (1) Use job-specific terms to ensure your listing can be found easily. On the contrary, job specification includes personal attributes, skills, knowledge, educational qualification and experience. This type of document is descriptive in nature and it constitutes all those facts which are related to a job such as : >> It also helps to chalk out the compensation plans for the employees. Some examples of job purposes are listed below: 1. For example- separate cabins for managers, special cabins for the supervisors, healthy condition for workers, adequate store room for store keeper. Job specification. How & What Is a Cover Letter Supposed to Be. >> It helps in job evaluation. >> The relationship of the job with other jobs in the concern. Job specification helps in hiring an appropriate person for an appropriate position. If you're planning to hire an SEO specialist with social media marketing skills, be sure to mention these skills in the job description. Like the job description, keep this succinct and unambiguous: i.e. >> It helps in evaluating the job in which the worth of the job has to be evaluated. Job specification, along with job description, is actually derived from job analysis. the main duties and responsibilities of the job: try to use active verbs, e.g. Job Description and Person Specification . Finally, the job description must state if the individual is eligible for benefits. Writing an accurate job description involves breaking the job down in to its component parts and defining the key objectives. This should include job title, pay grade or range, reporting relationship (by position, not individual), hours or shifts, and the likelihood of overtime or weekend work. She holds a BA in Marketing and International Business and a BA in Psychology. >> It also helps the personnel manager to undertake performance appraisal effectively in a concern. A personnel manger carries analysis in two ways : It is a document or statement which spells out the minimum levels of qualification, skills, physical and other abilities, experience, judgment and attributes required to … >> It assists in manpower planning. >> Kind of qualifications and academic background required for jobs. Unless it's a remote position, include your company's location and mention if the role allows for telecommuting. >> Job description Job Description . >> It helps the supervisors for counseling and monitoring performance of employees. There are two outcomes of job analysis : The title should be standard enough for relevant job seekers to find it in a search. For example, “cashier”, “delivery driver”, “baker”, “sales clerk” may seem boring but they tell potential applicants exactly what the position will be. Make your hiring strategy efficient to attract the right talent. >> It helps him to understand extent and scope of training required in that field. If, say, you’re forced to cut costs at some point, you may want to assign new responsibilities to your employees rather than hiring staff. The Society for Human Resource Management recommends adding a disclaimer stating that the job description does not cover all of the activities and duties associated with the role you're hiring for. Wright State University recommends listing the job duties and responsibilities based on their importance and/or frequency at which they are performed. Generally, job descriptions should include the following sections: Make sure the job title is clear and concise. Other components of a job description may include salary and benefits, work hours and compliance-required information. A senior role, on the other hand, requires a more compelling description of the experience and educational background needed for the job. Collectively, job … The summary should be no longer than two or three sentences. Advantages of Job Specification >> Job specification. It is of great importance both in the recruitment process and the subsequent management of safe practice following appointment – for example it can help with induction and training. Trendy job titles like "Sales Ninja" are not optimized for search engines and can deter qualified candidates from applying. A good job description should: Define the overall purpose of the job and the main tasks a list of the main duties or tasks of the employee List five to 15 key responsibilities in bullet format. Andra Picincu is a digital marketing consultant with over 10 years of experience. While not all inclusive, these six elements are a good place to start: Task functions and responsibilities — Clearly delineate all job functions and responsibilities as they relate to the performance of the employees duties. It tells in brief the nature and type of job. Information contained in Job Specification Job Specification contains or consists of the following information :- Personal characteristics such as education, job experience, age, gender, extra curricular activities, etc. Job seekers generally respond to a particular job after reading to a job specification. >> It helps the management to take decisions regarding promotion, transfers and giving extra benefits to the employees. Job Descriptions and Person Specifications How to write a job description. She works closely with small businesses and large organizations alike to help them grow and increase brand awareness. Over the past decade, she has turned her passion for marketing and writing into a successful business with an international audience. Clerical Assistant:to provide clerical support for postgraduate and undergraduate courses and to provide support for student administration. Job Description: Job description is the first immediate by-product of job analysis process. The contents are : This is also the place where notes can be made regarding whether this position is exempt or non-exempt, salaried or hourly, part time or full-time. Person specification . Advantages & Disadvantages of Job Description, Advantages and Disadvantages of Job Analysis, Performance Appraisal - MCQs with answers - Part 1, Recruitment & Selection - MCQs with answers - Part 3, Training & Development - MCQs with answers, Performance Appraisal - MCQs with answers - Part 4, Four Basic Functions of Human Resource Management. >> Job title and designation Therefore, job analysis is considered to be the primary tool of personnel management. A job specification defines the knowledge, skills, and abilities that are required to perform a job in an organization. >> In those instances where smooth work force is required in concern. Likewise, employers may group the desired skills and qualifications together. 2. At the very least, you should include a clear job title and a summary, as well as the required qualifications, duties and other relevant information. 1. >> The nature of authority- responsibility relationships. Start with a brief description of the role. ‘to manage’, ‘to develop’, ‘to write’, ‘to clean’ and to focus on six to eight key points. Job specification translates the job description into human qualifications so that a job can be performed in a better manner. An excellent job description and job specification starts with a listing of the essential information about the job – such as the projects in which the applier is engaged, the techniques used to finish the projects, the objective and obligations of the job, the link of the job to other tasks, and the credentials required for the job. Both job description as well as job specification are important for personnel manager in personnel management function. a summary of the general nature, main purpose and objectives of the job. Consider adding a point of contact for candidates who have questions or encounter technical issues when submitting their application. >> Nature/ size of organizational structure. Depending on the role, you may use one section for the required experience and qualifications or create two separate sections. The information collected under job analysis is : >> Nature of jobs required in a concern. It is developed in consultation with the supervisor and the human resource manager. Job analysis consists of two components: job description and job specification (ôHRD & Marketingö). Other components of a job description may include salary and benefits, work hours and compliance-required information. Employers may also mention a salary range and any perks offered by the company to reward or motivate employees. A job description need not account for every task that might ever be done, says the CELL. For example, an advanced degree is a minimum requirement for an exempt “Learned Professional.” If you do not know which exe… When creating a job title, the title should accurately depict experience level and responsibilities that the employee will perform. >> It also helps in designing training and development programmes. A job description is a written statement about a group of related positions that describe the duties, tasks and responsibilities of a job. List the key elements of a job description in a logical order, using plain and clear language. JOB DESCRIPTION is an organized factual statement of job contents in the form of duties and responsibilities of a specific job. Job specification detail the knowledge, skills, and abilities relevant to a job, including the education, experience, specialized training, personal traits, and manual dexterity required. >> It is helpful in preliminary screening in the selection procedure. >> Physique and mental health There are several components to a good job description (your agency may have specific and additional required sections depending on your agency’s human resource policies). Job description By just looking at Job Specification, job seekers can understand whether the job is suitable for him or not. the scope of the job: resources: staff, equipment, budget, areas for which the post holder is responsible; also identify to whom the post holder is responsible From the above advantages, we can justify the importance of job analysis and it’s related products. Job specification covers aspects like education, work-experience, managerial experience etc which can help accomplish the goals related to the job. >> Relationship of that job with other jobs in a concern. Basically, job analysis is bifurcated into two components namely job description and job specification. It converts the job description in terms of pertinent human qualifications which are demanded by the job. >> Necessary qualifications that are required for job. Job Description generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the title of the job, and the name or designation of the person to whom the employee will reports. >> It helps the supervisors in assigning work to the subordinates so that he can guide and monitor their performances. Job Description is a broad and written statement of a specific job in the organisation, based on the findings of a the job analysis. For example, you may include a section that mentions the salary and any perks your company is offering, such as flex time or ongoing training. Job description usually forms the basis of job specification. For example, if you're hiring a driver, be sure to specify whether the job requires physical effort or international travel. >> It is helpful in job evaluation in order to decide about rate of remuneration for a specific job. >> Type of people required to fit that structure. >> Title/ Designation of job and location in the concern. A quality job description can make it easier to attract top talent and find the best fit for your company. Criteria: Again, as with the job description, do not include too much detail: you want a wide range of candidates to … JOB DESCRIPTION is an organized factual statement of job contents in the form of duties and responsibilities of a specific job. >> It also helps in chalking out training and development programmes. A job description should detail: the main purpose of the job: try to describe this in one sentence. >> The provision of physical and working condition or the work environment required in performance of that job. Your expectations may change due to unforeseen circumstances or during periods of growth – and your employees will need to adapt and take on new roles. An entry-level job listing can include these requirements within the same section. Job specification. Summarize what potential employers will do and their level of responsibility within the organization. A job description should state whether the position is classified as exempt or non-exempt from overtime, but it does not need to identify the specific exemption or the reasons behind the classification. 2. Nevertheless, management should know which exemption applies if the role is classified as exempt, and the job description should reflect the classification in terms of job duties. Whether you are writing a contract or hiring a consultant directly, it pays off to write a detailed job description. It is critical that the job description defines the components that are evaluated when assessing salary grades, if the hiring is based on experience. 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. >> The nature of duties and operations to be performed in that job. The following section seeks to illustrate this essential difference. Advantages of Job Description A job specification should include: the job title the position in the company, including their line manager and any other members of staff reporting to them; the location of the job. It tells in brief the nature and type of job. Basic contents of a job analysis specification are as follows: Personal characteristics such as education, job experience, age, sex, and extra co-curricular activities. Every company states the job description according to its specification and to ease the long writing of job description electronic templates are available which are pre-designed and can customized according to the company’s strategies. A job description details the responsibilities of the job role along with the objectives for the job role and the requirements needed for the job role; meanwhile a person specification details the ideal new employee listing the skills and experience you would like from the candidate and the personality type that would fit well with the business. Job description statement is recorded on […] Technician:to develop, construct and maintain mec… ADVERTISEMENTS: Read this article to learn about job description and job specification in in job analysis process! Standardization is also useful for comparing across positions of parity in compensation and responsibilities. >> Physical and other related attributes Job specification helps in the recruitment & selection process, evaluating the performance of employees and in their appraisal & promotion. The key elements of a job description include a clear title, a summary, professional and education requirements, skills and working conditions. A job specification defines the knowledge, skills, and abilities that are required to perform a job in an organization. A complete job analysis should provide you with information on the following components: Title. This should be an accurate and concise statement, one or two sentences in length as to why the job exists and the main contribution it makes to the university. Subscribe to our e-mail newsletter to receive updates. The elements of a good job description are briefly outlined below. >> It helps in giving due justification to each job. For working conditions, try to briefly describe the work environment and any special demands of the job. The Society for Human Resource Management recommends adding a … First, certain jobs have the qualifications required by law. The preparation of job description is very important before a vacancy is advertised. A personnel manager has to undertake job analysis so as to put right man on right job. 1. >> It is also helpful in performance appraisal. Advantages of Job Analysis It is a document or statement which spells out the minimum levels of qualification, skills, physical and other abilities, experience, judgment and attributes required to perform them efficiently and effectively. Short, clear and accurate. Pay attention to the small details to avoid misunderstandings and make a good impression on potential hires. Job summary. The job specification is important for several reasons. The job description should detail the purpose, tasks and responsibilities of the job. >> Job analysis helps the personnel manager at the time of recruitment and selection of right man on right job. Again, it's important to be clear about your expectations. >> Maturity and dependability 3. In this method, a personnel manager tries to gather, synthesize and implement the information available regarding the workforce in the concern. In her daily life, Ms. Picincu provides digital marketing consulting and copywriting services. If you decide to use a job description template, customize it according to your needs. >> When he has to avoid overlapping of authority- responsibility relationship so that distortion in chain of command doesn’t exist. >> Relationship of that job with other jobs in a concern. Common mistakes – like using gender-biased language, missing key information or being vague – will make it difficult to find the right person for the job. 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