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Unlock This CourseWhen businesses need to hire new employees, they can't just put up a sign saying "Help Wanted!" They need to be much more specific about what they're looking for. This is where job descriptions and person specifications come in - they're like a roadmap that helps both employers and job seekers understand exactly what's needed.
Think of it like this: if you were looking for a new phone, you'd want to know its features, what it can do and what you need to use it properly. Job descriptions and person specifications do the same thing for jobs!
Key Definitions:
A job description is like a detailed recipe for a job role. It tells you exactly what ingredients (tasks) are needed and how they should be mixed together (responsibilities). This helps everyone understand what the job actually involves on a day-to-day basis.
A person specification is like a shopping list for the perfect employee. It describes what kind of person would be best suited for the job, including their skills, experience and personality traits.
A good job description is like a well-organised filing cabinet - everything has its place and purpose. Let's break down the essential components that make job descriptions effective and useful.
Every job description should include several key components to give a complete picture of the role. These elements work together to create a clear understanding of what the job involves.
The official name of the position and which department it belongs to. This should be clear and accurately reflect the role's level and function.
A brief summary explaining why this job exists and how it contributes to the organisation's goals. This gives context to all the specific tasks.
A detailed list of the main tasks and duties the job holder will be expected to perform regularly. These should be specific and measurable where possible.
Job Title: Retail Sales Assistant - Fashion Department
Main Purpose: To provide excellent customer service whilst achieving sales targets and maintaining store standards.
Key Responsibilities: Serve customers at the till, restock shelves, handle customer enquiries, process returns, maintain visual merchandising standards and work as part of a team to achieve daily sales targets.
While job descriptions tell us what needs to be done, person specifications tell us what kind of person can do it best. It's the difference between describing a car and describing the ideal driver for that car.
Person specifications are typically organised into different categories, each focusing on a different aspect of what makes someone suitable for the role. This systematic approach helps ensure fair and thorough assessment of candidates.
Educational achievements, professional certifications, or training courses that are needed. For example, GCSEs in Maths and English, or a driving licence.
Previous work experience or situations that have prepared someone for this role. This might include similar jobs, volunteer work, or relevant life experiences.
Specific capabilities needed to perform the job well, such as communication skills, computer literacy, or the ability to work under pressure.
Not all requirements are created equal! Some things are absolutely necessary (essential), while others would be nice to have but aren't deal-breakers (desirable). This distinction is crucial for fair recruitment.
These are the non-negotiable requirements. If a candidate doesn't meet these, they simply cannot do the job effectively. For example, a bus driver must have a valid driving licence - there's no way around this requirement.
These are the bonus features that would make someone even better at the job, but their absence wouldn't prevent someone from being successful. They help distinguish between good candidates when making final decisions.
Essential: Must be 16+ years old, able to work weekends, basic maths skills for handling money, friendly personality for customer service.
Desirable: Previous experience in hospitality, food hygiene certificate, ability to speak a second language, experience with coffee machines.
This shows how the essential criteria cover the absolute basics needed to do the job safely and legally, while desirable criteria would make someone even more valuable to the business.
Having well-written job descriptions and person specifications isn't just about ticking boxes - they provide real benefits for everyone involved in the recruitment process.
Good job descriptions and person specifications are like having a clear map when you're trying to reach a destination. They help everyone involved understand where they're going and how to get there.
They help attract the right candidates, provide a basis for fair selection, support legal compliance and set clear expectations for performance management.
They help people understand if they're suitable for a role, prepare better applications and know what to expect if they get the job.
They ensure all candidates are assessed against the same criteria, reducing bias and supporting equal opportunities in recruitment.
Even with the best intentions, it's easy to make mistakes when creating these important documents. Here are some pitfalls to watch out for:
In the UK, job descriptions and person specifications must comply with equality legislation. This means they cannot discriminate based on protected characteristics like age, gender, race, religion, or disability unless there's a genuine occupational requirement. For example, you can't require someone to be under 30 unless there's a specific legal reason related to the job itself.