Job Descriptions
What is a job description used for? A written Job Description has many purposes and describes a summary of the responsibilities, key objectives and deliverables in a position. The job description can assist with recruitment for both the employer and the candidate, it can assist with a performance management system, communication, employee relations, safety and training.
The best starting point for a job description is to carry out a full job analysis this will include compiling the job facts. Reasons the job exists, what is expected, what are the responsibilities and objectives. Always use the most current information available.
Employers should ensure that job descriptions are always accurate and up-to-date. A good job description is useful for all jobs. It provides the basis for drawing up a person specification - a profile of the skills and aptitudes considered essential and desirable in the job-holder. It enables prospective applicants to assess themselves for the job and provides a benchmark for judging achievements. Stress often thrives where people don't fully understand their role in a team or section, where they are unclear about their job description, or about the overall goals of the organisation. A good job description should include:
- Main purpose of the job - try to describe this in one sentence
- Main tasks of the job - use active verbs, like 'writing', 'repairing', 'machining', 'calculating', instead of vaguer terms like 'dealing with', 'in charge of'
- Scope of the job - expanding on the main tasks and the importance of the job. Job importance can be indicated by giving information such as the number of people to be supervised, the degree of precision required and the value of any materials and equipment used.
- Limits of authority - this can include expenditure and changes in policy.
- Target performance criteria - this section of job descriptions can include individual and organisational targets or objectives.
Writing Job Descriptions
Who should write them? The process typically involves management, supervisors and employees and should start with a job analysis. A job analysis is quite simply collecting information as to why the role exists, what is expected and all relevant facts about the job. Various sources of information usually assist with the accuracy of the job analysis.
Don't make it over complicated! If the job description becomes too detailed you can lose sight of the purpose, main objectives and responsibilities. The job description should not include how the work is done. Excessive detail can result in unnecessary time continually updating the job description.
Connect HR and Recruitment Ltd can carry out the job analysis, write the bespoke job descriptions and link them to a simple performance/apprasial system where required or for a simple job description template CLICK HERE
