By writing and posting a job description, you can attract potential candidates to apply for the advertised job. Job descriptions can help you locate the best candidate. However, it can be a tough task writing down all your needs into a few sentences.
In this article, we will discuss below mentioned important points while writing a job description for any position.
- What is the job description?
- Importance of job description
- Why job description is needed?
- Why job description is for Employee and Employer?
- How to Write Job Description
- Best Example of Job Description
- Why Businesses Need Job descriptions?
- Why Job Descriptions Matter
- The Benefits and Value of Job Descriptions
- Job Advertisement for Job-Descriptions
- Why Job Description is the Key to Job Security
- Four major Mistakes organizations make
Now we will discuss these in details, this article could be long so be energetic and read this. After this, you will fully understand, will answer many un-cleared and un-said questions. So Ready??
What is Job Description?
The job description allows you to determine exactly what type of person you are looking for, and it is important to determine the potential employee’s ability to do the job you are looking for.
A general job description attracts an employee to fill a position or to set the boundaries and parameters of the specific position you want to fill.
Job descriptions are usually prepared through job analysis, which includes examining the key tasks required to perform the job. The analysis looks at the areas of knowledge and skills required for the job.
Importance of Job Description
A job description is also a very important tool in the process of interviewing applicants for job startup.
The job description also ensures that both potential employees you interview and your current employees understand the nature of their jobs.
Knowing how to write a job description for your organization is only half the battle. Successful semi-successful management is their latest and consistent with the company’s mission. At best, effective use of job descriptions can be helpful for the organization’s productivity.
It also serves as a tool for employers and employees to discuss and measure job expectations for mutual benefit. Because conflicts can arise in employee relationships, job descriptions are a useful resource aimed at becoming the mainline of employee performance expectations.
Why job description is needed?
In the UK, an incident has happened, New South Wales court it was found that an employee was psychologically injured and that contributing factors such as not having a job description and controlling management behavior were responsible. The employee was then awarded $500,000,000 for psychological injury.
Not having a clear job description can lead to significant expenses, declining morale, and uncertainty. In this is the case, the employer is the party that will be penalized and the courts’ will not display leniency for ignorance or busyness.
In cases where the dispute has gone legally, the employee has a good chance of winning. It’s all in the documents.
When writing a position description, make sure you comply with the employment law of the country concerned and make sure your position description is not discriminatory.
Why Job Description is for Employee and Employer?
Job descriptions provide many benefits and contributions to both the organization and to the employee.
Explaining the job description clearly is one of the many ways you can help your employees avoid any confusion or misunderstanding.
If you can’t clearly articulate the skills and experience you need your applicants to succeed during your job interview when meeting with you How can your applicant really sell their experience to you?
Without a strong and effective job description, actual status expectations will fail to communicate between employer and employee. A job description is an important foundation that is important for many steps during an employee’s career. Annual performance reviews, future employee growth and promotions, and many more.
How to Write Job Description
The thing to remember is to keep it simple. Writing a job description doesn’t need to be complicated or overly structured. Your description may really be just one paragraph long, but the important thing is that it describes exactly what experience and skills are important to you in order to be successful in your job as an applicant.
As a successful human resource leader, you need to keep an eye on the general features that provide effective detail for every task now and in the future.
When preparing a job description, it is like adding a flexible clause that will give the employer the right to instruct the employee to perform other tasks that are in their documented skill set.
As you prepare job descriptions of position qualifications, job functions, and outcomes, there are key elements that will add to the long-term success of your HR program.
Create a job title that reflects the work done. Think about the job title. Make sure the job title reflects exactly what the person is doing or will do.
First, on the job description, list the title of the position you are seeking. This will get the people who are interested in that career field to read the whole ad. Also, write the address of the company.
Use part of the job description to tell something about your company that may attract high-quality job seekers out there.
Purpose of the Position
The purpose of this position summarizes the important reason, why this position exists within the organization and a brief structure of duties is necessary to understand and take responsibility for it.
Position Reports To.
Defining professional boundaries is an important part of an organization’s and employee’s understanding of who they report to and who they are responsible for. This prevents any misunderstandings that will work against you in the event of a dispute if you do not have the documentation to do so.
Your Unique Selling Point.
Let them know why they may like working with your company. Is your company slated to grow tremendously in the near future, or do you have a particularly friendly work environment? Such information can get viewers interested and make them want to apply.
Duties and Responsibilities.
Explain the most important job duties and responsibilities in the job description. This can help you state the particular qualities you are looking for in your future employee.
Here you can expand on the behavioral competencies you are looking for in the right candidate, in addition to the technical skills required to succeed at the job.
You can list the basic education level required on the job description, for example, a high school diploma or a bachelor‘s degree in accounting. You can use a preferred keyword in your job requirement section to explain what you are looking for, yet not reject other candidates who may be right for the job even without that particular knowledge or quality.
Basic skills are the skills and experience that will be the least needed for a job to be done in a professional and responsible manner. Likewise, when interviewing a prospective employee, you need to take special note to make sure they have these qualities.
Research has found that 36% of qualifications, membership, and experience in the test list are incorrect. This includes Masters and Ph.D. Degree
If a prospective employee signs that they have the skills and the opposite appears to be the case, then you have common law and industrial rights that protect you.
If there are any special requirements such as a valid driver’s license or an online portfolio, write that down. Also if you require flexible working hours and weekend work, you should add that to the job description.
Don’t forget Contact Details
In addition, list your contact information such as email address and phone number.
The details in your online job description will depend on the type of position you are looking to fill. If you are looking for a computer scientist you can focus on the technical knowledge required. If you are looking for a salesperson, you can focus more on communication skills.
If you sound excited in your job description, it can get the candidate excited about the job also. Remember that you have to advertise your job to make it sell. Just as a candidate writing a resume is looking to sell himself, so should your job description be looking to sell the job at hand.
It should be Clear and Specific
Using vague phrases can be frustrating for both the employer and the employee. In addition, if your company faces a lawsuit for disqualification or unlawful termination, there is a huge case open for judicial interpretation because the terms were not written in specific and/or measurable terms. (If related to expected results).
For example, instead of writing “works well with others” as a job function, you could say: “Ensure security in writing with the individual and the floor staff in person and on a daily basis.” Make it. ” Develops operational policies for Instead of “or” heavy lifting “, you can write it in specific terms:” It is necessary to lift up to 25 pounds at a time to work and maneuver on stairs and narrow spaces.”
Occupational Health and Safety
Occupational health and safety are a big-ticket on the industrial agenda today. Many lives are lost every year in industrial accidents, more than 500 lives are lost.
Most job descriptions do not refer to the employer and the employee working in the field of health and safety and are a threat to them.
By including and incorporating this provision through training, you are able to demonstrate your commitment to health ad protection.
The Important key you must not FORGET
For job descriptions, it is especially important to use lots of keywords. Since your ad will reside in a database when a viewer searches for a related job term your ad should show up.
Before you submit your job description to have people in your company review it so that they can spot if you missed any relevant information. Then submit your online job description and watch the resumes pile in.
Sign-out shows that the employee has the basic skills, experience, and safety awareness to carry out important responsibilities. In exchange for controversy, this is important.
Best Example of Job Description
Position Statement: Senior receptionist
Perform the duties of Secretary, Academic, Financial and Administrative Services to ZWY Accounts, senior receptionist, efficiently and in a timely manner. Assist with other duties as directed by your manager.
Position Reports: Management Manager
Key Duties Responsibilities of Senior Receptionist:
- Perform reception duties including answering the telephone in a timely manner, directing the client’s questions to the right person, screening the call, and representing the company in a professional manner.
- Provide support to managers as needed, including compiled letters, memoranda, and reports, screening of incoming correspondence, and arranging appointments for clients.
- Process cheques and payment advice associated with the organization’s creditors, lenders and receipts, and other accounts payable and receivable that can be done in a timely manner.
- In. In addition, you may need to perform a variety of tasks, skilled and semi-skilled, or perform other tasks that are not specifically within your traditional role provided that this task is yours. Be within the basic skills and legal requirements.
- At least 4 years’ experience in the accounting firm
- At least an Advanced Diploma of Accounting or other vocational education approved.
- Demonstrate professionalism and politeness in representing organizations The core value of excellence in customer service.
- Ability to stay calm under pressure and handle multiple tasks and deadlines effectively.
- Experience in compiling letters, memoranda, and reports, holding meetings, and dealing with sensitive organizational matters with confidentiality and discretion.
- Able to demonstrate a high level of experience and literacy in computer software applications such as Microsoft Office and computerized accounting software.
- Able to operate under ABC Accounts policies and procedures.
Statement of Practical Health and Safety
Working safely, using the equipment provided, and following instructions for health and safety purposes, and reporting any unsafe work practices or hazardous work conditions Help the organization to create an environment.
I confirm that I have read this position display, it has the basic skill to perform the duties in which there are any questions or concerns in the answers to my satisfaction.
Employee Signature: _______________________________
Employer Signature: _______________________________
Why Businesses Need Job descriptions?
Job descriptions while ensuring that the way employees are managed in your business can be improved.
Job or Location Description:
- Provide clear expectations of job functions for both candidates who are applying for a position and/or an employee working in that position.
- Provide a basis for measuring job performance on a daily basis or during the performance testing process
- Help ensure that all functions, duties, and responsibilities related to business objectives and strategic business plans.
- Identify any errors in terms of job tasks that need to be taken to ensure that the under business is run smoothly
- Enable job seekers to identify clear skills and behavioral skills required
- Assist in the process of formulating reasonable compensation and reward packages
- Be useful in examples of employee performance management and discipline issues
- Provide insights on training and development that may need to help or further develop employers
- Provide information that will support decisions regarding recruitment, training and development, organizational structure, career development, and succession planning.
The hardest part when creating a position description is the key performance indicators and measurement section. Key Performance Indicators (KPIs) help businesses define and measure their progress toward business goals. KPIs are quantifiable, reflecting the key factors for business success.
For example, the responsibility for the customer services employee may be ‘solve customer problems’, KPI may be ‘percentage of customer problems, which were previously resolved by phone call.’ For a business development manager, the job’s responsibility may be to ‘generate new revenue for the business’. A KPI may be a ‘percentage of new revenue for a company in a month.’
When KPIs are working for individual employees – the goal is not to have KPIs for every job, as most are not critical to the success of the business, but the general job functions that I should have a general job measure. KPIs are critical to business success and should be measured. Generally, three to five KPIs per character would be appropriate.
Why Job Descriptions Matter
Is job definition important in today’s changing business environment? Although you should never answer a question, let’s just try it once: Does everyone in your company know what their responsibilities are?
Although you may think that all your employees know what their job is, most employees do not know everything they are supposed to be doing without some guidance.
The job description can tell who is doing what. This will help people to understand the difference between a technician and a mechanic, or the difference between a programmer level 1 and a programmer level 2.
Simply put, this would answer the most important question an employee would have: “Why am I making $ 20 / hour while this other man is making $ 35?”
These explanations make it easier to assign salary limits and increase professional development for your employees.
If an employee knows what education or skills are required for a position, the employee will know what is needed for a promotion, assuming that his performance matches his qualifications.
The first part of creating a job description is to write down all of these tasks regardless of the role you are currently playing.
Why? If you consider who is actually in the job, you will write a description for that person and not for the tasks that need to be performed in the position. Job descriptions should rarely be written for individuals or you rewrite them whenever a person leaves or is promoted.
The next step involves making sure that the tasks you specify can actually be performed in a typical workweek, especially if the role is intended to be without exception or hours. Exceptions should be able to perform roles within a period of 40 hours unless you plan for a role to get permanent overtime.
Exceptions are not restricted, but you should make sure that you can play a reasonable role during working hours.
The next several steps involve a bunch of legal and regular items. Once added, these items can be copied to any new description. These regulatory items cover physical abilities (such as “should be able to lift 35 pounds”) as well as educational and technical requirements for just a few names.
It may take some initial direction to get started, but once you have completed the process correctly, it is fairly easy to maintain.
The Benefits and Value of Job Descriptions
The job description may be the most beneficial of personnel documents within a business organization. The development and implementation of functional job descriptions are among the essential contributing activities associated with improving managerial effectiveness in order to enhance the value of any company.
There are several ways a properly developed and implemented job description will reinforce and complement a functional and efficient organization.
They set the standard for hiring new or replacement personnel. Naturally, the standards and requirements specified should be high. If an organization chooses to accept less than the high standard set when hiring, then that is the organization’s choice. However, the organization should not set out to accept “second best” or “almost good enough” before the hiring process begins.
Additionally, setting the bar high provides the present position holders with career enhancement goals. So if the present job holder does not meet nor fulfill the standards set, it may not be a cause for dismissal or replacement. However, it may be an opportunity for personal development.
Small business owners tend to view them as something for big businesses where an employee usually has a specific job with clearly defined duties identified “within the box” that consumes that person’s time on the job.
Unlike the big businesses, owners and employees of small businesses typically are called upon to perform duties and assume responsibilities in several functional areas of the business. As the saying goes, small business owners and employees typically “wear many hats”.
Our experience as a business development consultant to small businesses led us to conclude that the value of Job descriptions is often not appreciated or understood at the outset of the engagement.
At first, clients did not consider the development and implementation of a job description as part of a plan to improve internal quality performance and talent. Clients did not perceive the job description as a description of an organizational function, but rather as a bundle of tasks and duties performed by a specific employee.
They are intended to describe jobs and necessary business functions, not what a specific person does. So ideally, they should be developed for each and every business, administrative, maintenance, and revenue-producing function within the organization.
The traditional and logical approach to the development of job descriptions starts at the top levels of authority and responsibility and then systematically works down to the lower levels.
The logic associated with this approach to the process is supported by the natural flow of formal communications (organization chart) within the organization. Additionally, since among the objectives to improve the organization include reinforcing both the delegating of authority and responsibility from top-down and the increasing of accountability from bottom up, then starting at the top is the logical choice.
Job Advert for Job-Descriptions
Writing job descriptions for employment advert and identifying suitable candidates who are qualified to satisfy the stress of the position and who are going to be an honest slot in the corporate culture, is one of the foremost important tasks faced by companies generally, especially HR departments.
To attract qualified candidates, there are several factors that should be considered. Other than the obvious need to pay a salary which is competitive enough to attract skilled candidates in the industry and sector you occupy, people who are searching for employment opportunities need to have a clear understanding of what the position entails.
This is where writing job descriptions come in – and it is an area that is neglected by many, to the point where companies have difficulty getting the very people they are looking to hire interested in the available vacancies.
Words are powerful tools. Writing a good job advert is far more important to a company’s ability to attract interested and qualified candidates, than many of us realize. The way that a job advert is worded, can make all the difference in the number and quality of applicants you will receive.
Just as the wording of a resume can influence hiring decisions, job seekers will closely examine job descriptions to work out whether or not they’re curious about things vacant.
When writing job descriptions, a first draft is a must. Many make the mistake of creating a rough description of the position which is far too detailed or alternately and just as damaging to the prospect of recruiting qualified job seekers, entirely too vague.
A job advert needs to convey clearly the important duties of the position without overwhelming readers with a laundry list of each and every detail.
Starting with a first draft, list everything you want prospective hires to know about the position; then take a second pass through and rewrite it, whittling away those elements which are likely to be seen as irrelevant.
Remember that writing job descriptions for online adverts require that you get across as accurate of a description of the positions as possible while exercising an economy of language. The idea is to list the most important duties included in the position and to list the core competencies and necessary qualifications.
Clarity is also important. If a position reports to more than one department head, mention it in your description. Writing a job advert allows you to communicate to candidates; in fact, this is your first point of contact with job seekers, an opportunity to leave a good first impression.
Some of the essential points to remember when writing a job advert are the title of the position (which will in most cases be the headline), reporting structure, duties involved, qualifications or experience needed for the role, and finally the scope of the position.
Despite the repeated advice here to keep job adverts short and to the point, there is certainly a place for longer job descriptions. This is for internal use and also to provide shortlisted candidates with a more in-depth knowledge of what the role entails.
Shortlisted candidates will naturally want to know more about the position and the company, to enable them to prepare for the final interview.
You should maintain both short and brief job descriptions (for use in advertising vacancies) as well as longer descriptions for internal use. A detailed, longer job description can essentially be a rewritten and polished version of your first draft.
Why Job Description is the Key to Job Security and How to Cleverly Turn it to Your Advantage
These three reasons spell out quite clearly why your job description is the key to job security and how you can cleverly use it to your own advantage.
- Most organizations will provide you with one as part of their recruitment documentation in advance of someone being hired.
This helps you to prepare for the interview because it tells you exactly what they expect from you. Armed with the information about the job, for the precise job you want makes it very easy to predict the types of questions they will ask you at the interview.
- When you are busy working in your job, it’s easy to ignore your job description as the demands of the job ebb and flow. You may find yourself inadvertently taking on tasks that were not in your original job definition. That’s OK up to a point; but if these new additional tasks mean that you cease to carry out all of your defined tasks, your job could be reclassified (could be good or bad) or find yourself in the unenviable position of seeming to have failed in your duties.
Importantly then to take advantage of your role description you must ensure that you fulfill all your defined responsibilities and use the definitions of your role as the basis of your own personal development plan. Which brings us to the third advantage…
- At appraisal time you will be assessed against the duties and responsibilities assigned to you in your job definition. To get maximum advantage from this you should keep notes of what you have done against the appropriate areas of your job description. Where you can show that you have exceeded the requirements of your job, you will have the basis for a pay raise negotiation.
So this is a functional document designed to protect both parties to the employment contract, but if you approach it wisely, you can turn a distinct advantage from it. If you don’t have one yet, make sure you get one, it is your right.
Follow these 3 tips and you will see clearly why your job description is the key to job security and how you can cleverly use it to your own advantage.
Job Description – → Four Major Mistakes Organizations Make ←
No one really knows who prepares the job description. Some believe that HR makes these. Still, others believe they have been prepared by the department head. It doesn’t really matter where they come from, there are questions. Do these have benefits?
The answer is; Absolutely Yes !!!
We have identified four major mistakes in preparing job descriptions, which, if avoided, can make a big difference in employee performance and retention. Here are four common mistakes:
Too many words. We have seen up to four pages. Who is reading the four-page job description? Very little, and if they read it, who can remember what they read? Not many, I bet.
Our experience has been that, in order to be effective, job descriptions need to be clear and concise. We insist that it is no longer more than one page.
To wig, Many are full of two-dollar words, and the author assumes that the reader having a dictionary in his/her pocket to read. They are often written by someone who wants to make a statement about “how much they know”. Bottom line? The job description should be written to clearly state the job requirements and how the individual’s performance in the job will be decided.
No measurable results. Or, they don’t exist at all. For some strange reason, many who write them are afraid to provide enough information to hold their employers accountable. We talk to candidates for a wide variety of jobs and most of all we want to know what their job will be as a judge and they will know if they are doing a good job.
The job description must contain the most expected results from anyone in the job. Most people want to know the standards by which they should be judged, but they are subjective.
Of course, there are many ways to improve job descriptions, but here are four things you can do quickly to improve performance and reduce turnover.
Final Words: Seven Great Job Descriptions Samples
When I am developing administrative assistant job descriptions, sales, or executive job descriptions I use job descriptions templates that will help my client and their employees focus more readily on the essential job functions.
Many job descriptions and duties can be a challenge to write. I have witnessed a variety of methods over the years and find that job descriptions samples assist the client in arriving at a better vision of the outcome. Here are seven great job descriptions samples to facilitate their development.
First, job description templates should list a position’s purpose. Within this template, you should summarize the major functions and responsibilities of the job, summarize reporting relationships, and summarize interactions with others.
Second, templates should list position functions, both essential job functions, and other job functions. A description of essential job functions helps you and the employee(s) identify the most important job functions, and, within the context of the Disabilities Act, it helps you to identify whether or not an employee with a disability will be able to perform those essential job functions with or without reasonable accommodation. Other job functions refer to duties that may be occasional.
Third, templates should describe supervision – both supervisions received and supervision exercised, where applicable. As you develop these descriptions look at the type and kind of supervision received.
For instance, executive job descriptions will probably receive little supervision but exercise considerable supervision over subordinate employees. Administrative assistant job descriptions, on the other hand, will receive more direct supervision from supervisors or managers and exercise little or no supervision over others.
Fourth, templates should describe the judgment and complexity exercised by the job. The type and kind of judgment exercised helps to qualify the attributes and natural talents important for the successful execution of job functions.
The complexity of tasks and functions also directly relates to the attributes and natural talents that an employee will be required to use on the job.
Fifth, templates should describe the contacts required by the position. As you evaluate the types and kinds of contacts necessary for the employee to perform the job effectively, you need to determine the frequency of contact, method or medium of contact (verbal, written), and the purpose of the contact.
Sixth, templates should evaluate the job’s environmental requirements you should understand that these relate both to those essential job functions you listed earlier and tie-in directly to the need for reasonable accommodations.
For instance, is vision required, is walking, driving, listening, lifting, or operating a certain type of machinery required? Understanding the answers to these areas helps to ensure you are effectively evaluating both the job requirements and the abilities of employees to perform those essential job functions effectively.
Finally, job descriptions templates should describe the qualifications and experience desired. Understand not only the attributes and natural talents required, as described through knowledge, skills, and abilities; but also understand the education and professional experience necessary to ensure the essential job functions are fulfilled.