Summarize what potential employers will do and their level of responsibility within the organization. It converts the job description in terms of pertinent human qualifications which are demanded by the job. >> Relationship of that job with other jobs in a concern. List five to 15 key responsibilities in bullet format. 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 summary. Advantages of Job Specification Clerical Assistant:to provide clerical support for postgraduate and undergraduate courses and to provide support for student administration. >> It helps in giving due justification to each job. It is critical that the job description defines the components that are evaluated when assessing salary grades, if the hiring is based on experience. A good job description should: Define the overall purpose of the job and the main tasks The preparation of job description is very important before a vacancy is advertised. >> Special attributes and abilities >> It is helpful in preliminary screening in the selection procedure. Job Description: Job description is the first immediate by-product of job analysis process. What are the Key Components of a Good Job Description? >> Necessary qualifications that are required for job. Job Specification is prepared on the basis of Job Description, which states the characteristics that an employee should have, to hold the job. It is developed in consultation with the supervisor and the human resource manager. 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. Again, it's important to be clear about your expectations. 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. 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 relationship of the job with other jobs in the concern. The information collected under job analysis is : >> Nature of jobs required in a concern. It tells in brief the nature and type of job. It is a recorded statement of facts about the activities of the jobholder, how and why it is performed. A job description is a written statement about a group of related positions that describe the duties, tasks and responsibilities of a job. >> It helps the supervisors for counseling and monitoring performance of employees. In this method, a personnel manager tries to gather, synthesize and implement the information available regarding the workforce in the concern. 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. Whether you are writing a contract or hiring a consultant directly, it pays off to write a detailed job description. Trendy job titles like "Sales Ninja" are not optimized for search engines and can deter qualified candidates from applying. 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. Advantages of Job Description >> Physical and other related attributes There are two outcomes of job analysis : The essential components of the job description are a job title, job location, role, responsibilities, duties, salary, incentives and allowances. 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. 3. For example, if you're hiring a driver, be sure to specify whether the job requires physical effort or international travel. Physical characteristics such as height, weight, vision, hearing, fitness, health, etc. Short, clear and accurate. >> It also helps the personnel manager to undertake performance appraisal effectively in a concern. Job specification. Job specification, along with job description, is actually derived from job analysis. Depending on the role, you may use one section for the required experience and qualifications or create two separate sections. An entry-level job listing can include these requirements within the same section. >> It is also helpful in performance appraisal. A complete job analysis should provide you with information on the following components: Title. A senior role, on the other hand, requires a more compelling description of the experience and educational background needed for the job. If you're planning to hire an SEO specialist with social media marketing skills, be sure to mention these skills in the job description. Heading information. Here are the most critical components of a good job description. A personnel manger carries analysis in two ways : Person specification . >> Type of people required to fit that structure. 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. >> It assists in manpower planning. How & What Is a Cover Letter Supposed to Be. >> It also helps in chalking out training and development programmes. Job specification helps in hiring an appropriate person for an appropriate position. Food and Beverage Assistant:to prepare and serve food ensuring hygiene regulations are adhered to. 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 … Over the past decade, she has turned her passion for marketing and writing into a successful business with an international audience. Job Description . >> Provision of physical condition to support the activities of the concern. If your job description is confusing or poorly written, it can turn candidates away. >> Job analysis helps the personnel manager at the time of recruitment and selection of right man on right job. >> Relationship of that job with other jobs in a concern. For example- separate cabins for managers, special cabins for the supervisors, healthy condition for workers, adequate store room for store keeper. Writing an accurate job description involves breaking the job down in to its component parts and defining the key objectives. Job specification. 2. Job seekers generally respond to a particular job after reading to a job specification. Finally, the job description must state if the individual is eligible for benefits. 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. Like the job description, keep this succinct and unambiguous: i.e. 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. On the contrary, job specification includes personal attributes, skills, knowledge, educational qualification and experience. >> The provision of physical and working condition or the work environment required in performance of that job. 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. Job specification helps in the recruitment & selection process, evaluating the performance of employees and in their appraisal & promotion. It tells in brief the nature and type of job. >> When he has to avoid overlapping of authority- responsibility relationship so that distortion in chain of command doesnât exist. For working conditions, try to briefly describe the work environment and any special demands of the job. Job analysis is primary tool in personnel management. 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. For example, “cashier”, “delivery driver”, “baker”, “sales clerk” may seem boring but they tell potential applicants exactly what the position will be. If you decide to use a job description template, customize it according to your needs. A quality job description can make it easier to attract top talent and find the best fit for your company. Therefore, job analysis is considered to be the primary tool of personnel management. The Basic Components of Job Specification:-Title. 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. The preparation of job description is very important before a vacancy is advertised. Likewise, employers may group the desired skills and qualifications together. ADVERTISEMENTS: Read this article to learn about job description and job specification in in job analysis process! Start with a brief description of the role. 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). Basically, job analysis is bifurcated into two components namely job description and job specification. A job specification defines the knowledge, skills, and abilities that are required to perform a job in an organization. the main duties and responsibilities of the job: try to use active verbs, e.g. ... it absolutely should be part of the position description. Generally, job descriptions should include the following sections: Make sure the job title is clear and concise. JOB DESCRIPTION is an organized factual statement of job contents in the form of duties and responsibilities of a specific job. 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 job description should detail the purpose, tasks and responsibilities of the job. 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. 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. 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. 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 components of a job description are pretty much the same, regardless of the role you are hiring for. >> It helps in evaluating the job in which the worth of the job has to be evaluated. By just looking at Job Specification, job seekers can understand whether the job is suitable for him or not. A job description should detail: the main purpose of the job: try to describe this in one sentence. 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. 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. >> Title/ Designation of job and location in the concern. >> Maturity and dependability Standardization is also useful for comparing across positions of parity in compensation and responsibilities. Both job description as well as job specification are important for personnel manager in personnel management function. >> The nature of authority- responsibility relationships. >> In those instances where smooth work force is required in concern. This type of document is descriptive in nature and it constitutes all those facts which are related to a job such as : >> It helps him to understand extent and scope of training required in that field. Make your hiring strategy efficient to attract the right talent. The summary should be no longer than two or three sentences. >> It helps the management to take decisions regarding promotion, transfers and giving extra benefits to the employees. ‘to manage’, ‘to develop’, ‘to write’, ‘to clean’ and to focus on six to eight key points. Job description 2. The elements of a good job description are briefly outlined below. avoid vague terms which might be interpreted in more than one way. Pay attention to the small details to avoid misunderstandings and make a good impression on potential hires. 1. a summary of the general nature, main purpose and objectives of the job. Contents of Job Specification Statement. Job Descriptions and Person Specifications How to write a job description. Consider adding a point of contact for candidates who have questions or encounter technical issues when submitting their application. Andra Picincu is a digital marketing consultant with over 10 years of experience. List the key elements of a job description in a logical order, using plain and clear language. Use job-specific terms to ensure your listing can be found easily. >> Physique and mental health The title should be standard enough for relevant job seekers to find it in a search. The key elements of a job description include a clear title, a summary, professional and education requirements, skills and working conditions. Some examples of job purposes are listed below: 1. Job Description is a broad and written statement of a specific job in the organisation, based on the findings of a the job analysis. 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. Physical characteristics such as height, weight, chest, vision, hearing, health, voice poise, and hand … Think long-term when writing the job listing and include a few “nice-to-have” skills that may be required at some point. Technician:to develop, construct and maintain mec… 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 description usually forms the basis of job specification. 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. Vague terms like "rock star copywriter," "data ninja," or "guru" may create confusion and keep you from attracting high-caliber candidates. Job specification detail the knowledge, skills, and abilities relevant to a job, including the education, experience, specialized training, personal traits, and manual dexterity required. Job description statement is recorded on […] >> It helps the supervisors in assigning work to the subordinates so that he can guide and monitor their performances. 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. 1. The Society for Human Resource Management recommends adding a … She works closely with small businesses and large organizations alike to help them grow and increase brand awareness. >> Job specification. Basic contents of a job analysis specification are as follows: Personal characteristics such as education, job experience, age, sex, and extra co-curricular activities. 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). Collectively, job … In her daily life, Ms. Picincu provides digital marketing consulting and copywriting services. The contents are : Criteria: Again, as with the job description, do not include too much detail: you want a wide range of candidates to … Job specification covers aspects like education, work-experience, managerial experience etc which can help accomplish the goals related to the job. >> Job title and designation Job analysis consists of two components: job description and job specification (ôHRD & Marketingö). The average person spends less than 50 seconds reviewing a job listing when it's not a good fit, reports Grand Valley State University. 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, >> Educational qualifications for that title A clear written job description makes HR task easy because clear written job specification attract only targeted talent pool. The job specification is important for several reasons. Unless it's a remote position, include your company's location and mention if the role allows for telecommuting. Job specification translates the job description into human qualifications so that a job can be performed in a better manner. A personnel manager has to undertake job analysis so as to put right man on right 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. >> Kind of qualifications and academic background required for jobs. >> It is helpful in job evaluation in order to decide about rate of remuneration for a specific job. From the above advantages, we can justify the importance of job analysis and itâs related products. a list of the main duties or tasks of the employee JOB DESCRIPTION is an organized factual statement of job contents in the form of duties and responsibilities of a specific job. Other components of a job description may include salary and benefits, work hours and compliance-required information. Upvote (1) >> It helps in recruitment and selection procedures. >> It also helps to chalk out the compensation plans for the employees. Advantages of Job Analysis Other components of a job description may include salary and benefits, work hours and compliance-required information. When creating a job title, the title should accurately depict experience level and responsibilities that the employee will perform. >> Job description 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 Employers may also mention a salary range and any perks offered by the company to reward or motivate employees. >> The nature of duties and operations to be performed in that job. Wright State University recommends listing the job duties and responsibilities based on their importance and/or frequency at which they are performed. >> It also helps in designing training and development programmes. A job specification defines the knowledge, skills, and abilities that are required to perform a job in an organization. She holds a BA in Marketing and International Business and a BA in Psychology. >> It helps in job evaluation. Job Description and Person Specification .