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