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HR Staffing | Job description and person specification

One of the main outcomes of job analysis is the job description. Job description explicitly gives a written description of the duties and responsibilities associated with a job. Job descriptions always include.

• The organization type, size
• Designation, grade or level in the organization’s hierarchy, department, salary range
• Reporting hierarchy, immediate supervisor/manager
• Main duties and responsibilities for the job
• Summary of secondary responsibilities or occasional duties
• Equipments used in the job
• Working conditions are clearly mentioned
• Purpose, frequency of contact with other departments also called delegation of authority
• Other responsibilities to include job changes and/or contribution to other specific projects

JD is an element of the organization’s recruitment documents to inform potential applicants on the requirements and responsibilities of the vacancy that is being filled. While writing a JD the HR department must focus on the functional or operational side of the position described. Adequate care must be ensured not to provide false information in JD to prospective candidates as this can lead to de-motivation. The JD must motivate the person to take up the job for successful performance and should provide insights on functional performance.

The next main outcome of job analysis is person specification. Person specification states the minimum set of capabilities a person is required to demonstrate in order to be appointed for the position. It also indicates pre-employment checks that require certain clearances for appointment. The primary use of person specification is to assist in the recruitment and selection new staff. Person specifications describe the ideal candidate to meet the desirable qualifications such as leadership abilities, past experience, strong technical skills, etc. Person specifications are categorized as essential criteria and desirable criteria. Essential criteria for an applicant define the job characteristics that are critical for full job performance.  Desirable criteria are defined as criteria that may improve the new hire’s job success, but may not be really essential for job performance.

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