Creating a Job Description

acruthers

6 Creating a Job Description

Arley’s comments:

While this author uses headings and subheadings, and has included some useful information, the scope is a little broad. The first part (about what is recruitment) could be used as an introduction. Also, there are some source use issues. There are some sentences taken from the sources and pasted in the section without quotation marks or citation. This section is supposed to be about how to create a job description, but there’s very little information on this topic. I would suggest that we move this information into the general ‘recruitment’ page, and then revise this to be about how to create a job description.

Judy’s comments:

I am confused here as this is exactly the same information that is included in the previous page (the title page for the Recruitment chapter). The information on this page should focus solely on Creating a Job Description. There is very little information here that pertains to this. HR best practice research will need to be done as well as reviewing and leveraging information we c

JOB DESCRIPTION

Learning Objectives

definition of job description
importance of job description
contents of job description
how to create effective job description –
steps to create job description
guidelines for making job description.
example of job description.

DEFINITION OF JOB DESCRIPTION:-

According to Torrington, “a job description is usually developed by conducting a job analysis, which includes examining the tasks and sequences of tasks necessary to perform the job. The analysis considers the areas of knowledge and skills needed for the job. A job usually includes several roles.”

picture by:- hiring people

In simple words– JOB DESCRIPTION is a written statement/document where the details regarding the jobs are given. Job descriptions are HR management tool that helps to increase both individual and organizational effectiveness as well as it give an employee a sense of focus and direction. Job description outlines the title of the job , duties, responsibilities, purpose, working conditions. In addition to this, it also includes the name and designation of the person to whom the employee will report.

importance of job description:–

Job description helps in hiring the right candidate at right position.
It provides the basis of measuring job performance.
It clarifies employer expectations for the employees.
It helps in promoting company’s values and culture.
Job description helps in setting the salary levels.
It works as an reference tool to solve the disputes between employees and employer.
It provides the important reference points for training and development areas.
Job descriptions support greater employee accountability.
Job descriptions promote great productivity.
It helps the employees to create personal goals for advancing in their current position.

contents of job description:

Job description contents

JOB TITLE
JOB LACATION
JOB PURPOSE
PRIMARY DUTIES AND RESPONSIBILITIES
QUALIFICATIONS
EXPERIENCE
COMPETENCIES
WORKING CONDITIONS
AUTHORITY OF INCUMBENT
MACHINES,TOOLS AND EQUIPMENTS USED

how to create effective job description:-

Careful thought and planning must be done before writing a job description, writing one is easy but writing an effective one is difficult. This mainly includes two parts 1)steps to create job description

. 2) Guidelines for making job description.

Following are steps to create a job description

position details
job duties
job factors

POSITION DETAILS: – this section of job description includes the information regarding job title, job summary.

JOB TITLE:- A job title is simply a name that describes someone’s job or position at work. The title for a job should be based upon the main function of the job. Always add a specific job/position title in the job description as shown in the following.

working title

marketing coordinator

project manager

program director

administrative assistant

JOB DESCRIPTION SUMMARY:- it provides an overview of the company. An effective job description summary should include responsibilities, duties, qualification, experience. This section contains 2-3 paragraphs.

2) JOB DUTIES: – This section is the foundation of job description. It outlines the main duties and responsibilities of the position. To make the job description effective, emphasize the duties that may be unique to your organization.

For example

if you are hiring for “EVENT MANAGEMENT” role and this position requires the social media expertise to promote events, this information should be included in this section in order to ensure that candidate understand the requirements.

This section mainly includes the three elements:-

Key accountabilities– main areas of responsibilities within a job.
Duty statements – additional information about tasks associated with the key accountability.
Percentage of time – time spent on particular key accountability.
following is the example of job duties:-

Key Accountability – Event Coordination
Duty Statements -Coordinate all Dean’s Office events. This includes selecting venues, determining the cost, . arranging event services, and monitoring client approval, supervise the event staff and . greet the guests.
Percentage of Time – 20%

3) JOB FACTORS: – the job description should specify qualification, previous job experience, certifications and technical and analytical skills required for the job. You may also include soft skills, like leadership skills, teamwork and problem-solving, as well as personality traits.

This section of job description should be completed by supervisor, departmental maanager, HR manager.

Following is the example of job factors:-

Example

JOB FACTORS OF HR CONSULTANT:-

QUALIFICATION/EXPERIENCE/REQUIREMENTS:-

1)Bachelor’s degree in business administration /business management/finance/human resource.

2) MBA/MA in HR Management.

3) 3-5 years of work experience in employee relations.

4) Strong customer focus with the ability to quickly build strong relationships across the organization.

5) Ability to formulate business plans.

6) Strong listening, negotiating and conflict resolution skills.

7) Problem solving skills

JOB DESCRIPTION WRITING GUIDFELINES:-

Use clear and plain language throughout the description.
Number the paragraphs and arrange them in logical order.
Begin each sentence with an action verb
ACTION VERBS

AUTHORIZE

DETERMINE

ESTABLISH

MANAGE

EXECUTE
Use the present tense.
Use a factual and impersonal style when writing the job description.
keep sentence structure as simple as possible.
Be precise.
Be descriptive.
Do not use the narrative form when writing a job description.
Use bullets points for skills, experience, qualification.