How to prepare a job description

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Having a clear and complete job description is fundamental and an essential tool in the recruitment process. It can also be used for performance management and capability procedures.

Where regular review and updating takes place, it will ensure employees remain motivated, engaged and efficient.

The key areas to prepare are:

• Company Information: a brief overview of your company.
• Job Description: what will they be selling and to whom; what areas of business, programmes or products/services will they be responsible for; what targets or deliverables will they be responsible for.
• Person Specification: what background do you want to recruit from and what personality will suit best.
• Why would they want to work for you: what training do you offer; what prospects do they have and what USPs does your company have.
• Salary & benefits package

Job Description Template
A job description would typically contain the following:

• Company Information: Giving the candidate some background information.
• Job Title: The title should be appropriate and accurately reflect the job content.
• Salary/ Salary Range: A salary range is often used to allow different pay rates for varying levels of experience and OTE projections.
• Hours: The hours required to do the job.
• Reports to: The job title of the line manager e.g. reports to the Sales Director.
• Responsible for: The job title of any roles line managed by this role i.e. direct reports.
• Job Purpose: A short paragraph outlining the key purpose of the job.
• Key Accountabilities: The key areas of work.
• Duties & Responsibilities: A list of duties, tasks and responsibilities.

Person Specification
This is the part of the Job Description which describes the type of person who will be successful in fulfilling the role. It is a description of the skills, personal qualities, experience, and qualifications required.

It is important to ensure that the Person Specification does not unfairly discriminate on the grounds of any of the nine protected characteristics. For example by asking for 10 years’ experience you may unjustifiably discriminate against younger applicants. The key here is that all your requirements must be genuinely justifiable.

Examples might include:

Skills:

• A high level of IT literacy including advanced experience of Excel.
• An ability to communicate effectively at all levels, oral and written.
• An ability to influence, negotiate and manage change.

Personal Qualities:

• A strategic thinker and innovator.
• A flexible and adaptable approach to work issues.

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