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Job Description

What is a job description?

A job description, job specification or a job profile is a written document or a piece of job circular that provides a detailed overview of a specific job role within a company or an organization. It includes the components such as key job responsibilities, duties, tasks, qualifications, and expectations associated with a role.

In short, a job description is an essential piece of information used for communicating expectations and requirements by an employer to any interested candidate. It should also be noted that while crafting a job description one must be obvious and thorough in laying out details about the job role and benefits that come with it.

What are the objectives of a job description?

Carefully crafting a job description adds significant value to the employer-employee relationship and overall health of a company. It broadly serves the following purposes:

Better Hiring: Apt job descriptions are crucial for attracting suitable candidates during the recruitment process. Job descriptions help potential applicants understand the requirements and responsibilities of the position. It allows them to figure out for themselves whether they are a good fit for the job.

Effective Evaluation: Job descriptions serve as a benchmark for evaluating employee performance. Supervisors and employees can refer to the job description to assess whether the individual is meeting the expected job requirements.

Training and Development: They guide employees in understanding their job roles and responsibilities. This helps them identify areas for skill improvement

Compliance Document: By clearly defining the nature of the work, qualifications, and expectations; these job descriptions serve as a document for complying with labor laws.

Clear Communication: Job descriptions ease communication within the organization by formulating a standard reference point for discussing job-related matters.

What is the importance of job description?

A well-crafted job description is important for all the stakeholders involved in HRM (Human Resource Management). It helps the employer formulate skills and capabilities that sit well with a specific role and serves as a document for communicating mission and vision, culture, and values of their organization. Codifying such information in a simple manner in turn helps the recruiters to assess the candidates and narrow their selection down to the ones who are deemed fit while hiring.

On the other hand, all the employees like to know about the responsibilities and key areas of development they are expected to work on. This brings about clarity in their thought process as to how to perform better, strive towards growth and bring about justice to the work they get assigned to. Having the ability to write crisp job descriptions creates a lasting impact on a workplace’s productivity.

How to write a job description?

Writing a good job description is a crucial skill which when done right reaps unimaginable results. A well-formed job description includes the following components:

1. Job Title: A job title is usually the position for which the requisition has been created. It is important to note that while writing a job description one should always avoid using confusing internal jargon, for example it is better to refer “Grade 6” as “Senior” or “Level 1” as “Junior”. Moreover, one should always keep in mind to use plain language and generic industry titles.

2. Company Brief: Including a brief overview of how your company works, by communicating the culture, vision, mission, set of beliefs and what makes your company stand out from the rest in terms of environment you provide for your employees help candidates understand better the behavioral demands that is expected of them as well as adds a certain factor of motivation in them.

3. Role Summary: This is an introductory paragraph that provides a concise overview of the job description. It includes a brief description of the day-to-day duties, how the role integrates into the company structure, potential avenues for career advancement, identification of key internal collaborators this role will engage with.

4. Job Responsibilities: This section includes laying out detailed tasks and duties that the employee must fulfill in his role. List down and prioritize all the role related outputs you expect of the employee. All the responsibilities must be comprehensive and to the point as this would be the reference document for both the employee who will work towards aligning themselves with the mentioned roles and responsibilities and the manager who will be evaluating their performance taking the job responsibilities as the baseline. A good job description includes five to 10 easy to understand and thorough bullet points of job role and responsibilities.

5. Skills and Qualifications: Begin by outlining the comprehensive qualifications sought in the ideal candidate, which encompass a mix of hard and soft skills, educational background, prior professional experience, relevant certifications, years of practical expertise, technical proficiencies, exceptional communication, and problem-solving abilities, as well as desired personality traits that align with the role’s demands.

6. Compensation and Benefits: This section of the job description includes the detail about compensation policy, leave and encashment policies as well as mention of various insurances and benefits that the company facilitates to offer to the fit candidate for the role. However, you may not choose to include this information if you want to attract passionate candidates for the role and are willing to offer flexible salaries to the candidate as per their performance and experience.

What are the various Job Descriptions in the HR (Human Resources) department?

HR offers multiple roles within its department. From Chief Talent Officers to HR Managers, each role comes with its own specific sets of skills, responsibilities, and qualifications. Below are some of the standard job description templates within the HR department:

Chief Human Resources Officer (CHRO) Job Description Template | Keka

Technical Recruiter Job Description Template | Keka

HR Analyst Job Description Template | Keka

Head of Human Resource (HR) Operations Job Description Template | Keka

FAQs

1. What is the difference between job description and job specification?

Job description: A written document or a piece of job circular that provides a detailed overview of a specific job role within a company or an organization.

Job specification: A section of the job description document that contains all the necessary information about job qualifications, educational requirements, experience, and certifications essential for the role.

2. What is a job description called?

A job description or a JD or a job specification or a job profile is a written document that provides a detailed overview of a specific job role within a company or an organization.

It includes the components such as key job responsibilities, job duties, tasks, job qualifications, and job expectations associated with a role.

3. What are different job description types?

When it comes to job descriptions, there are two types: Generic and Specific. Generic job descriptions give a general idea of a job, which makes them flexible and applicable to many candidates. They are useful when jobs share similar responsibilities. Specific job descriptions, on the other hand, provide more detailed information about a particular role, including the required qualifications and specific tasks.

4. What is the difference between job description and job profile?

A job description outlines the duties and responsibilities for a specific job role, whereas a job profile informs us about the qualifications, skills, other relevant qualities, and traits that the candidate needs to demonstrate to perform their respective jobs.

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