Whether you’re writing a job description for internal or external use, it’s important to understand how to write a job description. The job description is the key stone of the recruitment process and should be the first thing you do.  Getting your  job description right will help focus you and your recruiter, internal or external. By defining exactly what the remit of the role is, and what type of individual is required to fulfill it, before commencing the search for suitable applicants, will result in the best talent attraction and ultimately talent acquisition process.

A slick and professional recruitment process will benefit you both in terms of finding the right person for your position, and enhance your employer brand, aiding future talent attraction.

How to write a Job Description

Your job description should be finalised prior to taking any further steps. It should clearly and accurately set out the duties and responsibilities of the job role. Avoid ambiguity, jargon and unexplained acronyms and / or abbreviations. Be clear about the post holder’s accountability for targets, resources, direct and indirect reports and ultimately the success or failures that they will judged upon.

Your job description should be clear and easy for any potential applicants to understand what the position entails and what is expected of them. It should also include:

• Job Title (Legally must be gender and age neutral)
• Location of the job i.e. Geographical Region /Office Based / Field Based etc
• Who the role reports to
• Any reports, direct and indirect to the postholder
• Main purpose of the job
• Main duties and responsibilities
• Any special working conditions (e.g. unsocial or shift working patterns, travel, requirement for a criminal record check etc)
• A note indicating that as duties and responsibilities change, the job description will be reviewed and amended in consultation with the postholder
• An indication that the postholder will carry out any other duties as are within the scope, spirit and purpose of the job, as requested by the line manager or Head of Department / Division

How to write a Person Specification:

The person specification is as important as the job description. The candidate specification outlines the skills, experience, abilities and expertise required to do the job. It should be specific to the job, and not unnecessarily restrictive. E.g. only qualifications strictly needed to do the job should be specified. The inclusion of criteria that can’t be justified as essential could be considered discriminatory.

Your person specification should allow potential applicants to make an informed decision about whether to apply. If a candidate does apply, they should now be able to provide sufficient and relevant detail of their skills and experience in their application.

Your person specification should provide details on the required knowledge (including necessary qualifications, licences etc), skills and abilities, experience and aptitudes required to do the job. It is worth highlighting which are essential and which are desirable.

Qualifications / Training:

• Some jobs require particular qualifications, while others may not. Vocational experience may be more or of equal importance as a formal qualification. Where qualifications are essential, your job brief should reflect the minimum educational requirements necessary to carry out the job function to an acceptable standard.

Previous Experience:

• The experience applicants are required to have should be specified, however you shouldn’t state the length of experience required as this may be challenged under the Equality Act 2010. The quality of a candidates experience should be considered as more important and a better indicator of suitability, than just simply length of experience.

Other requirements:

• It may be necessary to specify “availability to work evenings or weekends” or “possession of a driving licence”. You should distinguish between necessity and convenience and weigh up need against discriminatory effect.
• Remember the possibility of adaptations or aids to enable a disabled person to fulfil a requirement. It is important to be clear about what needs to be achieved in the role, not the means to achieve it.*

* Disclaimer:

Pyramid Resource Solutions are not employment law specialists. The above article is intended to be a guide and not a complete overview of your full legal obligations. It is your responsibility for checking current employment legislation and law. In the event of any breaches we take no responsibility or accept any liability.