Purpose of Job Specification
- Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not.
- It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening.
What does job person specification mean?
A person specification is a profile of the ideal candidate you need to fill the job. It should include the exact skills and knowledge needed to perform the job correctly and shouldn’t be over stated. Employing someone whose skills don’t match will only give false aspirations to the candidate and end in disappointment for them and you as ...
What is job analysis, job description and job specification?
- The careful study of each and every aspect of a particular job is known as Job Analysis. ...
- Job Analysis is performed first, on the basis of which Job Description is created.
- Job Analysis can be done either orally or written. ...
- Job Analysis is a process, whereas Job Description is a statement.
What is a typical job description?
“A job description is a document intended to provide job applicants with an outline of the main duties and responsibilities of the role for which they are applying.” “The description is usually drawn up by the individual in the organization responsible for overseeing the selection process for the role.”
What is a perfect job description?
- Avoid gendered words. Even if the word isn’t outright gendered, certain words like “ninja” and “guru” can turn some applicant’s off, so it’s best to avoid them altogether.
- Limit job requirements to only the essentials. ...
- Don’t use jargon. ...
- Mention your commitment to diversity and inclusion in the job description. ...
- Highlight inclusive benefits. ...
What is the purpose of a person specification?
Purpose. The person specification is a description of the qualifications, skills, experience, knowledge and other attributes (selection criteria) which a candidate must possess to perform the job duties. The specification should be derived from the job description and forms the foundation for the recruitment process.
What is the purpose of a job descriptions?
The job description documents essential job functions and the skills, knowledge, abilities and other characteristics needed for satisfactory performance of the job. It should be updated regularly to ensure that it reflects the employee's current assigned responsibilities.
What is the importance of job specification and job description?
The importance of job specification is how it provides essential indicators for applicants, who'll understand if they have the relevant experience. Conversely, your job description includes information about a role to catch the attention of candidates.
What is the difference between a job description and a specification?
Job Description And Job Specification Differences A job description outlines the purpose, tasks, and responsibilities attached To a specific job. A job specification is a statement showing the required personality traits, skills, experience, and qualifications for a particular job.
What is the purpose of a job description for both the employee and employer?
The purpose of a job description is to ensure the job will meet the needs of the organization and to recruit the appropriate talent for the position. When you clearly specify the qualifications for a specific role, it will be less likely that employees who don't fit the criteria apply.
How does a job description protect employers and employees?
Protect an organization legally, as the job description can defend why a candidate was selected—or not—for a position. Job descriptions also can defend the reasoning behind why a position is classified as exempt or non-exempt under the Fair Labor Standards Act (FLSA).
What is the legal importance of a well defined job description?
A well-defined job description can provide legal defense if there is a need to terminate an employee or when you need to make compensation and promotion decisions.
What is the purpose of job specification?
Purpose of Job Specification 1 Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not. 2 It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening. 3 Job Specification gives detailed information about any job including job responsibilities, desired technical and physical skills, conversational ability and much more. 4 It helps in selecting the most appropriate candidate for a particular job.
What is job description?
Job Description. Job description includes basic job-related data that is useful to advertise a specific job and attract a pool of talent. It includes information such as job title, job location, reporting to and of employees, job summary, nature and objectives of a job, tasks and duties to be performed, working conditions, machines, ...
Why is it important to define job descriptions?
It is necessary to define them accurately in order to fit the right person at the right place and at the right time. This helps both employer and employee understand what exactly needs to be delivered and how. Both job description and job specification are essential parts of job analysis information. Writing them clearly and accurately helps ...
Why is it important to know what needs to be delivered in a particular job?
It is done to determine what needs to be delivered in a particular job. It clarifies what employees are supposed to do if selected for that particular job opening.
Is preparing job description legal?
Though preparing job description and job specification are not legal requirements yet play a vital role in getting the desired outcome. These data sets help in determining the necessity, worth and scope of a specific job.
What is person specification?
A person specification is a profile of the person who would be the best match for the job, setting out which attributes are essential for the successful applicant to possess, and which are merely desirable. It should identify the skills, knowledge, experience, qualifications, aptitudes and other personal qualities that relate specifically to the job description, to ensure that your focus is on ability to do the job rather than on irrelevant personal characteristics. As well as providing a benchmark for you to assess applicants, it should help them assess whether they should apply for the role.
What should a job description include?
Job description. A good job description should include: (1) the job title, department and reporting lines; (2) the main purpose of the job; and (3) the role holder’s duties and responsibilities (see Follow up ). Pro advice.
Why is it important to write a job description?
Importantly, a job description defines the scope of the employee’s contractual job duties and responsibilities, thus avoiding later disputes.
What to consider before drafting a job description?
Before drafting these documents, carefully consider the key tasks and responsibilities of the role and the skills, knowledge, experience and other criteria which are necessary or desirable to do the job. Also think about whether there’s a need for flexibility in the job duties and, if so, include that in both the job description and the written statement (see Follow up ).
What should be identified in a job description?
It should identify the skills, knowledge, experience, qualifications, aptitudes and other personal qualities that relate specifically to the job description, to ensure that your focus is on ability to do the job rather than on irrelevant personal characteristics.
Do you set out hours of work in a written statement?
Pro advice. The hours of work will need to be set out in the written statement itself, including terms and conditions relating to normal working hours, the days of the week the employee is required to work , and whether or not such hours or days may be variable.
Do you need a job description in a written statement?
Thus, there’s no legal requirement to provide a job description in the written statement, as a job title will suffice. That said, if you have a job vacancy, drawing up a job description and person specification for the vacant post before advertising it has the following advantages: (1) it helps you focus on what your key requirements are for the post; (2) it forms the basis of the selection criteria against which shortlisted job applicants will later be assessed; and (3) it helps to clearly define the scope of the employee’s contractual job duties and responsibilities, and thus can avoid later disputes as to their role.
What is a job description?
Job Description is a summary of job analysis findings that helps managers determine what an employee is supposed to do when onboard. The purpose of job description depends on the level of details the job findings include. Job description carried for general purpose typically involves job identification (title, designation, ...
What is general purpose job description?
General purpose job descriptions are used by organizations to find the very basic information about a particular job opening. Though data includes worker’s duties but does not contain sub tasks, performance standards and basis for evaluating jobs and establishing right compensation packages.
What is a job description carried for general purpose?
Job description carried for general purpose typically involves job identification (title, designation, location) and a statement of duties and functions of a prospective or existing employee. A specifically carried job description includes detailed information about the kind of job, how it is supposed to be performed and what is expected ...
Is data collected in job analysis genuine?
The data collected may not be 100 percent genuine. Therefore, it can be said that information collected during job analysis defines the purpose of job description. If data collected is extremely basic, it will serve only the general purpose and therefore, can not be used for making management decisions. On the other hand, detailed data serves the ...
Is job analysis biased?
Since, it involves collecting detailed information; the biased nature of job analyst can cause severe problems. The data collected may not be 100 percent genuine.
What is the difference between a job description and a person specification?
The difference between a job description & a person specification. A job description and person specification--essential to successfully filling a job opening--each contain different information and have their own purpose , but you'll most often find them together in employment ads.
What is a person specification?
The Person Specification. Many employers also post person specifications when listing available positions. The specification outlines the qualities a successful candidate will possess and forms the criteria for evaluating applicants.
What is the purpose of a job description?
The Job Description. A job description serves as an overview of the responsibilities and tasks required to perform a job. It provides pertinent information about the position and/or company, with the main purpose of advertising an available job. Employers also use it to assess a current employee's job performance.
What is the EEOC?
EEOC: Federal Laws Prohibiting Job Discrimination. About the Author. Gretchen Freeman, a Seattle-based freelance writer since 2009, is a frequent contributor to eHow and Answerbag. Her expertise covers a wide range of topics from fashion to nutrition to technology.
Why use a person specification?
The person specification should help ensure all applicants are scrutinised systematically using the same criteria and ensure that your selected shortlist can be justified on objective criteria if these are later scrutinised, for example, following a discrimination complaint.
Need assistance?
DavidsonMorris’ HR specialists can help with all aspects of recruitment. Working closely with our employment law colleagues, we advise on best practice to optimise hiring procedures while reducing the risk of workplace discrimination. For help and advice, speak to our experts.
What is a person specification?
A person specification describes the personal attributes that a business is seeking in a potential employee. It usually accompanies a job description and sets out the qualities and qualifications being sought from applicants to ensure they are suitable for the role.
What is a person specification and job description?
A person specification is a profile of the ideal candidate required to fulfil the role being advertised, whilst a job description is a written statement of educational qualifications and technical skills required to perform the role.
How do you answer a person specification?
Employers tend to respond positively to candidates who have done their research on the job and the organisation. A person specification allows a potential applicant to self-assess their skills and experience against it and decide whether they are suitable for the job before applying.
Why do we need job descriptions?
Aside from any legal reasons to have job descriptions, practical reasons weigh strongly in favor of having them. For example, job descriptions can be useful communication tools to tell employees exactly what tasks you expect them to perform. Job descriptions may also address quality or quantity of performance standards, or even work rules that apply to a particular job. Without such clear communications, employees may not perform to your expectations.
Why are job descriptions useful?
For example, job descriptions can be useful communication tools to tell employees exactly what tasks you expect them to perform.
Why is it important to read a job description?
Job descriptions can help identify particular skills or abilities that are necessary for a position or the environmental pressures that apply to the position. A good job description tells the applicant what the position may involve or require. After reading the job description, some applicants may decide that they are not a good fit for the position or are not interested in it. If an applicant withdraws his or her application, then a prospective employer cannot be held liable for any “adverse action” under any applicable laws.
What certifications should be listed in a job description?
If a job requires a particular certification, such as a commercial driver’s license, a particular degree, or professional designation, list it in a job description. Similarly, if a negative drug test is required before starting or continuing work, that should be stated in the job description.
Do job descriptions determine if a person is exempt or nonexempt?
Job descriptions will not , by themselves, determine whether a person should be exempt or nonexempt under applicable wage and hours laws. A job description must first accurately reflect the duties of a particular position. In addition, other elements of the applicable exemptions must also be present with respect to each individual worker to qualify as exempt.