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A job description describes the demands of the job, whereas a person specification states what type of person is needed to fulfill those demands. A job description explains why the position exists and its connection to organisational objectives, its main duties and responsibilities and how the job relates to others in the organisation. The job description specifies the minimum performance standards or results that the job holder will achieve in order to satisfy the jobs existence in the structure of an organisation. The main reason for writing job descriptions is that it gives clear guidelines for the employee with regards to job expectation and fulfillment and therefore minimises the possibility of 'mismatches' and early staff turnover, which are usually the result of poor communication in this area. The three main purposes of the job description are:
- to help the interviewer explain the vacancy and communicate the expectations of the job to the prospective candidate.
- to give the applicant full details of the job - a prospective employee can assess the nature and scope of the job by reading the job description. It helps candidates assess whether or not the job is suitable for them or of interest to them.
- to provide a company record of the different jobs within the organisation - so long as job descriptions are kept up to date, the organisation is able to study individual job descriptions which collectively constitute the workforce and therein gain a good understanding of the organisations activity.
- The job description and its fulfillment is important to the contract of employment and any disciplinary matters that may arise, as it provides full and unambiguous information about the role to the employee.
Writing a job description
The layout of job descriptions vary from organisation to organisation, but mainly they should include the following: Job Title, Department, Purpose of Job, Responsible to, Supervisory responsibilities, Accountabilities, Main Duties, Working Conditions, Qualifications and Experience, Salary and Benefits, Prospects and Other Information.
Job Title - e.g. Reservations Clerk
This should reflect the nature of the job and be brief. It should never be ambiguous or misleading as they lead to confusion with unsuitable candidates attracted to applying for the post.
Department - e.g. 'Far East Division'
Listed to avoid ambiguity and clarify job title if needed
Purpose of Job - e.g. 'To give a high level of customer service through expert destination knowledge, technical efficiency and competence in turning the enquiry into booking requirements to achieve target levels of sales'
This is a summary of the job and is very important in giving the main goal/aim/mission linked to the organisations own goals and objectives. This is a key part of the job description as it gives a clear picture of requirements to be fulfilled and aids communication, motivation and self esteem to the job holder in achieving those objectives.
Responsible to - e.g. 'Branch Manager'
Outlines chain of command and helps place the job in perspective to the organisations management structure.
Accountabilities - e.g. 'to achieve a specified sales target per month'
Incorporates key areas of responsibility such as: Budgetary - responsible for generating a level of income
Internal/External - responsibilities to customers, directors, colleagues etc
Operational - Responsibility for performance standards or key result areas
Main Duties
This is the largest part of the job description and should include a more detailed breakdown of what is required i.e. the key tasks to be performed to ensure the main objective of the position is met.
Working Conditions
This section includes: Hours of work, standard of flexitime hours, based at one department or more, travelling, overtime or unsocial hours etc.
Qualifications and Experience
A description of the educational standard required and any professional qualifications, skill level and degree of practical experience required for the job.
Salary and Benefits
This section states the actual salary or salary range which the job falls within. Benefits such as bonuses, commission, season ticket loan, restaurant etc are included.
Prospects
This section is for general information about the overall prospects for advancement or the possibility of moving into other areas or departments.
Person Specification
This area of job description helps identify the best person for the job. The person specification broadens the picture of the candidate itself. Professor Alec Rodger of the National Institute of Industrial Psychology has put together seven main characteristic traits which help select the best person for the job. These are:
Physical Make Up - Factors such as appearance, speech, health, physical strength/stamina, disposition and deportment
Attainments - Level of education, specific job training, experience
General Intelligence - Practical application of knowledge in a problem solving situation or quickness and accuracy of comprehension. This includes general common sense and the ability to use initiative and analytical skills Special Aptitudes - Consider the mechanical aptitude, manual dexterity e.g. an essential aptitude of marketing might be the ability with work.
Interests - A candidates leisure activities can have a bearing on their effectiveness or suitability for a job e.g. social interests - involving, influencing, persuading others, sporting interests - team orientation etc.
Disposition - Covers personality aspects such as extrovert or introvert tendencies, influential capabilities, dependability, self reliance, stability, team spirit etc.
Circumstances - Relates to background circumstances (upbringing, social sphere) and present circumstance (mobility, domestic situation, financial position). Take care in this category with sex or racial descrimination.
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