JOB DESCRIPTION
Job descriptions are used for a variety of reasons. They are a tool for recruiting, determining salary ranges and levels or grades, establishing job titles, creating employee’s job goals and objectives, and conducting performance reviews.
They can also be used for career planning, creating reasonable accommodations, and meeting legal requirements for compliance purposes.
Because of this, it is very important to have written job descriptions that accurately reflect the employees’ current job duties and responsibilities.
The record that keeps all the relevant information about a job is called a job description. It is a written statement of what a jobholder does, how it is done, and why it is done.
It should accurately portray job content, environment, and conditions of employment. A common format for a job description includes:
the job title,
the duties to be done,
the main features of the job,
the authority and responsibilities of the jobholder.
It must be kept in mind that the working environment changes because of changes in production technology, market demand, and customer choices, and competitors’ strategies.
So, job description needs to be reviewed and updated. HR Managers must appraise the changes that are likely to occur over time.
Job Description Definition
A job description is a written statement of what the worker actually does how he or she does it and what the job’s working conditions are.
It is a list of a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities—one product of a job analysis.
“A job description is an organized, factual statement of the duties and responsibilities of a specific job.” – Edwin B. Flippo
“A job description indicates the tasks, duties, and responsibilities of a job. It identifies what is done, why it is done, where it is done, and briefly, how it is done.” – Decenzo and Robbins
Sections of a typical job description include;
Job identification
Job summary
Responsibilities and duties
Authority of incumbent
Standards of performance
Working conditions
Job specifications
Importance of Job Description
Job descriptions are usually essential for managing people in organizations. Job descriptions are required for recruitment so that managers and the applicants can understand the job role. Job descriptions are necessary for most people in work.
A job description defines a person’s role and accountability.
Without a job description, it is usually very difficult for a person to properly commit to or be held accountable for a role.
This is especially so in large organizations. Job descriptions improve an organization’s ability to manage people and play roles in the following ways:
Clarifies employer expectations for the employee,
Provides the basis of measuring job performance,
Provides a clear description of the role for job candidates,
Provides a structure and discipline for the company to understand and structure all jobs and ensure necessary activities, duties and responsibilities are covered by one job or another,
Provides continuity of role parameters irrespective of manager interpretation,
Enables pay and grading systems to be structured fairly and logically,
Prevents arbitrary interpretation of role content and limit by employee and employer and manager,
Provides reference tool in issues of employee/employer dispute,
Provides reference tool for discipline issues,
Provides important reference points for training and development areas,
Provides neutral and objective (as opposed to subjective or arbitrary) reference points for appraisals, performance reviews, and counseling,
Enables formulation of skill set and behavior set requirements per roll,
Enables the organization to structure and uniformly manage roles, thus increasing efficiency and effectiveness of recruitment, training, and development, organizational structure, workflow and activities, customer service, etc.,
Enables factual view (as opposed to instinctual) to be taken by employees and managers in career progression and succession planning.
Limitations of Job Descriptions
Prescriptive job descriptions may be seen as a hindrance in certain circumstances:
Job descriptions may not be suitable for some senior managers as they should have the freedom to take the initiative and find fruitful new directions;
Job descriptions may be too inflexible in a rapidly-changing organization, for instance, in an area subject to rapid technological change;
Other changes to job content may lead to the job description being out of date;
The process that an organization uses to create job descriptions may not be optimum
Steps of Writing Job Descriptions
The following steps are required to write or prepare a job description;
Start with a job analysis,
Identify essential rather than marginal functions,
Cover the key areas,
Write in a simple style.
1. Start with a job analysis
Writing the job description is normally preceded by a job analysis.
The job analysis is a study of the job or role that helps the employer identify and describe the essential functions of a position, as well as the competencies, knowledge, skills, and abilities needed to fulfill the functions.
2. Identify essential rather than marginal functions
the next step is to identify the essential functions of the job, the purpose of the job, and the importance of actual job functions in achieving this purpose.
In evaluating the importance of job functions, consider, among other things, the frequency with which a function is performed, the amount of time spent in the function, and the consequences if the function is not performed. In defining the essential functions of a job, it is important to distinguish between methods and results.
While essential functions need to be performed, they often do not need to be performed in one particular manner.
3. Cover the key areas
Job descriptions describe the job and not the individual who fills the job. They are written narratives of the major duties and responsibilities of a job position or job role.
The job description also states the results expected of anyone in the job. There are many formats used in preparing job descriptions.
Typically, the key areas to include are:
Job Title,
Position reports to (line manager title, location, and functional manager),
Job purpose summary (ideally one sentence),
Key responsibilities and accountabilities (or duties typically 8-15 numbered points)
Dimensions/Territory/Scope/Scale indicators (the areas to which responsibilities extend and the scale of responsibilities – staff, customers, territory, products, equipment, premises, etc.),
Hours of work
Date and other relevant internal references,
4. Write in a simple style
Job descriptions should be written in brief and clear sentences.
Why attracting top talent starts with a great job description
Job description help you hire the right people and successfully manage the performance and development of new and existing employees. They're a critical, foundational tool that help to support all of your talent programs.
For this reason, job descriptions should reflect the job-specific competencies needed to be successful in a given role as well as the core competencies that reflect the culture of your organization.
And your job postings should be based on your job descriptions to ensure they appeal to the talent you're looking for. Another reason this is important: it ensures any job posting you create reflects the realities of the job.
Of course, a job opportunity isn't just about meeting a list of skills, tasks, and responsibilities. It's about how a candidate can apply their skills and experiences to move the organization forward.
description that will bring in all the best candidates? If you’ve ever seen those job descriptions that are so full of jargon that no one understands what the job is, or the job description that is so long and detailed that maybe one person out of a thousand would feel qualified enough to apply, you know that there’s a balance needed.
As a hiring professional, you know that if you want to fill a position well, you have to get the best possible candidates to apply (or you’ll find yourself staring down this same job description a few months from now). So how do you write a solid job description that will attract the right people? Let’s look at some writing tips and strategies.
Skip the buzzwords.
When you see buzzwords or other language that’s clearly trying to cater to a young, hip, start-up-style crowd, it can come off as more like a parent trying to sound cool. And no one (especially the uncool parent) wants to be seen that way. It feels awkward to read a job description looking for a “code ninja” or “marketing superstar.” Remember: people are coming to your job description because they’re looking for an opportunity. You don’t have to be flashy to get attention. It’s better to focus on providing a clear, accurate job description than trying to sound edgy or innovative.
Ditching the buzzwords can also help your searchability factor. Job seekers aren’t searching for terms like “guru” or “rockstar.” They’re searching for “specialist” or “supervisor.” And if your job description isn’t coming up in keyword searches, you’ll risk losing out on potentially great candidates who are searching for more targeted terms. Accurate information is more important than charm here.
Be detailed.
You may think it’s obvious what a Data Analyst does, and that people searching for jobs in this area probably have at least a passing idea. But you don’t want to take for granted that potential applicants will magically know what the job entails. It’s important to give a clear, detailed synopsis of the work involved in this role. A detailed job description should include:
A specific job titles. This may seem like a no-brainer, but the job title is going to set the tone for both the job description and the kinds of applicants you get. If you just say “coordinator,” you could get a whole range of people who may or may not be suited for the open role. If you say “data analysis coordinator,” you get a winnowed-down pool of applicants looking specifically for that kind of job.
A general overview of the role. How does this job fit in with the organization? Are there direct reports? Who will this person be reporting to themselves? No personal details, of course, but this quick one- or two- sentence overview would let the reader know that, say, the marketing coordinator position reports to the VP of marketing, or that the coordinator is responsible for managing interns.
The day-to-day responsibilities of the job. You don’t need to provide a minute-by-minute breakdown, of course, but you can choose some highlights that cover the most important aspects of the job. If you know percentages, those are great to include here. (For example: 50% client service, 40% business development, 10% sales analysis.) By including this information, candidates know what to expect and are better able to match up their own skills and experience before applying.
A salary ranges. This one isn’t necessary, but it can help avoid wasted time with candidates who are qualified but are seeking a higher salary. It can also set reasonable expectations, if an entry-level employee is somehow thinking about executive-level compensation.
Desired level of experience. If you’re hiring someone for a mid-career role, it’s important to note that a certain level of experience is necessary. If it’s more of an entry-level role, specify that as well. This can help weed out applicants that are either overqualified or under-qualified for the job.
Benefits and perks. Part of attracting candidates is showing what your company offers outside of the day-to-day work. A general overview of the benefits an employee could expect is a good way to flesh out a job description. For example, types of insurance offered, HSA savings plans, retirement savings, flexible hours, education reimbursement. A quick benefit list (nothing too detailed) is a way to add some quick selling points to the job description. Phrases like “competitive benefits” are not very useful; they don’t tell the reader anything, and don’t showcase what your company has to offer candidates.
Use strong action words.
Like in a resume, you want to keep the reader’s interest. Keywords are not only important in online and database searches, but also for regular readers as well. By nature, we look for words that stand out, and help us scan effectively. Just like your own eyes would glaze over at the fifth use of “responsibilities” on an applicant resume, a job seeker would similarly tune out the word used multiple times in a job listing as well. For example, a word like “oversee” or “administer” may stand out better than “manage.”
Find the right length.
Somewhere between 700 and 1,200 words is the sweet spot for job descriptions. It’s substantive enough that potential applicants are likely to understand the most important tasks and qualifications, but shorter than Moby Dick.
Focus on where the company is going.
Is your company award-winning? That’s great. But if you give a laundry list of all the great things your company has done in the past, it can be hard for a job seeker to relate. Credentials are impressive, but your job description should also give a sense of what the company is hoping to accomplish with this role or in general. If your company values creativity and innovation, emphasize that. If there’s a mission statement, include that in your job description. If you want the best applicants to see themselves joining your team, you have to let them in on (the general version of) your vision and goals.
Be realistic.
This might be the most important part of crafting an effective job description. And it’s most applicable if this is a new position. Ask yourself: is this job realistic for one person? Or is it more like several jobs merged into one? You may think that the role should only be filled by someone who’s trilingual, with a Ph.D. in modern dance and 10 years’ experience in office management, but…how many of those people are a) out there; and b) likely to come across your job posting? If you have some wiggle room on the qualifications, try not to be so specific. A reality check can be as easy as having the job description reviewed by someone who’s already done the job, or people who will be working directly with the new person.
There’s no great mystery to writing a job description that will attract the people you’d want to hire for the position. When you offer clearly presented details, combined with company highlights, you’re targeting your job description effectively. There’s no guarantee that the perfect applicant will walk through the door, but when you put care and a good amount of careful editing into the job description, you’re helping to ensure that you’ll get some high-quality interest.
There are 4 key benefits to effective job descriptions:
1) Better Recruitment
Well-written job descriptions serve as communication tools that allow both employees and candidates to clearly understand the expectations of the role, its essential duties, and the required competences, educational credentials, and experience for the role. By doing this well, it can improve both internal and external recruitment, and can retain and motivate the best talent by ensuring that employee expectations are aligned with business expectations of what the role entails.
2) Better Compensation Data
While the direct compensation probably shouldn’t be on the job description, the job description should allow you to do research to determine the market value of that role. It should also allow HR to assess the internal value too – to see how it fits within your compensation structure as compared to other jobs.
If done well, the job description will help HR assess where the job falls within any existing pay structures so that you don’t create inequity or compression issues when filling the role.
3) Legal Compliance
While maintaining job descriptions is not required by law, doing so can help your organization stay in compliance with many existing employment laws. Here are some examples:
• Fair Labor Standards Act. Your job description can help to ensure proper classification of roles as exempt vs. non-exempt, which will then affect the overtime eligibility of the person filling the role.
• Equal Pay Act of 1963. This law is aimed at abolishing disparity based on gender. Obviously, your job description should not indicate that there are gender pay differences or bias.
• Title VII of the Civil Rights Act of 1964. This prohibits unlawful discrimination against any individual with respect to hiring, compensation or other terms, conditions and privileges of employment based on race, color, religion, sex or national origin. By matching up the best candidates based on factors that are relevant – as noted in the job description – you’ll be able to better prove that employment decisions were taken based on the ability to perform the job, not based on illegal factors.
• Occupational Safety and Health Act (OSHA). By describing the working conditions in your job description, you also set out how to safely perform the job. This is also an opportunity to note whether the employee will need to be able to perform hazardous activities.
• Equal Employment Opportunity.
Be sure your job description allows you to conduct a fair interviewing and hiring process without leaving out any groups of potential candidates.
• Age Discrimination in Employment Act. Job descriptions should not discriminate on the basis of age unless there is a valid reason for doing so.
• Americans with Disabilities Act. The job description can be an essential component in determining the essential functions of the job when working out reasonable accommodations for disabled individuals. The job description should directly specify the essential and non-essential job functions and should be periodically reviewed for accuracy on this point.
4) People Planning
People planning is critical to the company’s business plan. In order to execute and measure success of the goals and objectives for the organization the following people components are vital:
• Headcount – both current and gaps. A full list of job descriptions across the organization shows all of the roles for the organization, and thus can show what roles are not filled and help with future planning.
• Succession planning. Job descriptions can note the role of the position within the organization and the future career path so that recruitment is forward-looking to future roles. Hiring managers can then consider candidate fit for not just the current vacancy, but also consider the fit of the individual for future advancement.
• Training, development, and performance. Job descriptions can be matched up with the performance evaluation system to identify areas where additional training is needed
Fathima Shamsudheen
HR Manager
Aircrews Aviation PVT Ltd
Fathima.aircrews@gmail.com
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Fathima Shamsudheen HR Manager Aircrews Aviation PVT Ltd
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