Writing a job description

A job description plays a crucial role in the recruitment process. It should be discussed and agreed upon before taking any other steps in the recruitment process. Think about what skills, knowledge and experience you are looking for in the person required for the role.

Why write a job description?

• Helps decide the scope of the work
• Helps you structure job adverts
• Ensures clarification of expectations
• Assists in determining training needs

A job description should clearly set out the duties and responsibilities of the job and should include:

• The job title
• The location of the job
• The position in the company including who the post holder will report to and if they will have any direct reports themselves
• A summary of the general nature and objectives of the job (main duties and responsibilities – these can be listed as bullet points to keep it succinct)
• Any special working conditions (e.g. unsocial working patterns, requirement for criminal record checks)

When writing a job description, try to ensure you avoid jargon and unexplained acronyms and abbreviations.

Writing a person specification

You might find it helpful to write down the qualities you are looking for in a person to fill the job that is vacant. It can prove useful when:

• writing a job advertisement or using an employment agency
• defining the essential factors you are looking for so that you can reject unsuitable applicants
• defining desirable - but not essential - qualities so you can choose the most suitable candidate
• helping find an individual who will fit into your staff culture
• ensuring the individual will help to fulfill the aims of your business

A person specification should detail the skills, experience, abilities and expertise that are required to do the job. Ideally, it should be written after writing the job description.

The person specification should detail:

• Knowledge - qualifications and training certificates required
• Skills and abilities
• Experience
• Aptitudes required to do the job

Ensure these are then separated into those that are essential to the role and those that are desirable.

It is critical not to discriminate – the inclusion of criteria that cannot be justified as essential for the performance of the job could be deemed discriminatory under discrimination law.