what is meant by Job Descriptions and Job Specifications I How to Create Compelling Job Descriptions to Attract Best Candidates

Job Description is a broad and written statement of a specific job in the organisation, based on the findings of a the job analysis. Job Description generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the title of the job, and the name or designation of the person to whom the employee will reports. Job description usually forms the basis of job specification.

Job Descriptions and Job Specifications

    • Job Descriptions Job description -where the details regarding the job are given.It is a list of job duties, responsibilities,reporting, relationships, working conditions and supervisory responsibilities - one product of the job analysis --- Gary Dessler

    • Job description is a broad, general, and written statement of a specific job, based on the findings of a job analysis. It generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the job's title, and the name or designation of the person to whom the employee reports. Job description usually forms the basis of job specification.

WhatsApp searching for India head

Messaging application WhatsApp which has 1.3 billion users worldwide and its largest user base in India needed the country head. This was the first full time hire for WhatsApp in India where the whatsapp has more than 200 million monthly active users. The position has been vacant for long and comes close on the heels of WhatsApp beta testing its payments platform and launch of WhatsApp business app.

According to the job description released on Facebook, WhatsApp's parent company, “WhatsApp looked for an exceptional individual to lead its efforts in India including products for people and businesses along with its interest in peer to peer payments. This is a senior leadership position which requires product experience as well as a track record of success leading partnerships and business development in India. This leader will need to build a close partnership with product and engineering teams to influence direction and to effectively represent WhatsApp’s long term strategy.”

In its India head, WhatsApp looked for at least 15+ years work experience with product driven companies and about five years experience in payment technologies in India. Besides experience of working in startup environments, business development and handling complex deals.

ET Bureau|: Apr 10, 2018.

Sample Job Description:

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Job Description practical application and use in legal issues.

Above mentioned notes is one side of the coin. The other side of the coin has to be known that is need to provide job description document to every employee in the organisation.

Every employee must be provided with his job description as to how to perform his duties, limitations or boundaries in his duties, to whom he has to report and answerable, code of conduct, punctuality and discipline and safety procedure that is to be followed in case of Performing hazardous jobs. (This practice is being followed by few organisations in United States ) Having a job description document with employee, helps employer in dealing with employees especially in the circumstances when an employee proceed legally against employer for rejecting his/her claiming of compensation for the accident happened during the course of employment or for taking disciplinary action against employees who committed wrong.

Circumstances could be like; employees especially who does hazardous jobs, must follow safety measures which are framed by the safety officer to avoid accidents. To those employees if any accident happens, he may claim for compensation on the statutory grounds framed by the Legislature. Here it is the task of HR manager to crosscheck with actual safety measures to be followed and safety measures followed at the time of occurrence of accident. If it is found that the victim did not follow actual safety measures to be followed, he may not be eligible to claim the compensation. The victim of accident cannot claim that he was not aware of safety measures to be followed while performing such job, since he was already provided with job description document having all details of his job as to how to be in his job. if it is found that the victim followed actual and safety measures to be followed, the victim has right to claim compensation in accordance with the statutory provisions framed by the Legislature (labour laws). (In India, Workmen's Compensation Act, 1923 is the law that deals with claiming of conversation by employees who succumbed to accident during the course of their employment)

likewise; when an employee proceed legally against employer for taking disciplinary action against employee, it is a task of HR manager to crosschecks with predefined in-disciplinary activities mentioned in the job description which was already provided to that employee.

How to Create Compelling Job Descriptions to Attract Best Candidates

The process of hiring new talent for your company can be both exciting and scary. After all, you are about to onboard new people into your company and make them an integral part of your business culture. However, attracting the best candidates to your opening is not as simple as posting a notice online.

According to recent data, 83% of candidates said that a clear timeline and hiring process information would greatly improve the application process. Subsequently, research has shown that 90% of Millennials prefer benefits over high salaries, with 63% claiming that companies often won’t help them develop leadership skills.

Even if you have a creative business idea in place for your company, writing a compelling job description matters considerably in regards to attracting talent. Let’s take a look then at how you can create such job postings for your company to find the right people for your openings effectively.

Consult Project Managers about the Opening

Lack of internal communication can lead to hiring problems from the get-go. In order to avoid hiring the wrong people, you should consult your department heads and project managers about their candidate expectations.

Continuous learning and development are just as important as competitive employment benefits to today’s workforce. Explore your company’s possibilities in regards to providing adequate training and development, as well as senior employees’ mentorship for future job candidates. Make sure that everyone is on board with the candidate profile you want to attract before you write the job description.

Define the Job Title Properly

It can be argued that the job title you use will determine the type of people you will attract to the job opening. Based on the previous consultation, make sure that the job title you will use represents the position adequately.

For example, if you are searching for a graphic designer for social media content, you should use a title such as “Social Media Content Manager.” Simply writing “graphic designer” won’t mean much to most candidates, and you risk attracting the wrong people to your position.

Write an Overview of the Job Description Once you settle for the title of your job position, you should write a few sentences about the opening. The job overview paragraph will often be the determining factor of whether someone will continue reading through your job description. You can touch on the main responsibilities, major skills necessary for the application, and most lucrative benefits your job position offers. Samantha Abernathy, HR and Recruitment Specialist, spoke on the topic: “Today’s job candidates will go through dozens of openings every day until they find the one that suits them. Whether you need a writer for online research papers or a web developer with CMS knowledge, make that fact as clear as possible. You will only be able to find the right person for your position if you think like a job candidate.” List the Necessary Hard/Soft Skills

Depending on the industry you operate in, you will naturally need different skills and competencies from your candidates. Thus, hard and soft skills should be listed clearly and without any double meaning to avoid confusion. Hard skills typically refer to skills related to the job at hand. For example, these can be C++ or Java knowledge for developers.

To avoid legal issues, you can ask for documentation such as degrees or certificates from your candidates when it comes to hard skills. Soft skills, on the other hand, relate to competencies tied to teamwork, time management, leadership, etc. Look for a balance of hard and soft skills in your candidates so that the person you hire can easily become accustomed to your team.

Be Flexible in Terms of Experience

While you may want to hire a candidate with over 10 years of experience for your position, such a prospect might not be possible. Instead, be flexible about the experience you require from potential candidates and focus on their immediate skillsets.

You can easily recruit and train a junior developer or writer to become the expert you need them to be in a few years. However, established professionals will be much less flexible in terms of changing their workflow or mindset. Accept a wide range of candidates with varying degrees of experience in the industry before you dismiss them as unviable for your opening.

Provide Candidates with Competitive Job Benefits

It’s not enough to simply list all the requirements you have from a candidate and call it a day. Competitive employment benefits will effectively stop employees from leaving your company even more so than a high salary would.

To that end, define several good benefits which you can provide to your staff, such as medical insurance, professional development seminars, and senior mentorship programs. Place yourself in the shoes of your job candidates and think of the employment benefits they would like to see in the job description. At the end of the day, it’s also good to include the starting pay, as well as the possibility for a raise or job position advancement.

Avoid Spelling & Formatting Errors

Lastly, you should aim to maintain your business’ professional reputation by carefully proofreading any job description you post online. While it may seem like an obvious final step in writing a compelling job description, even a single grammar mistake can drive away potential candidates.

The reason for this is simple – the way you treat job descriptions will speak volumes about how much you care about hiring the right people. Use tools such as Hemingway Editor and Evernote once you are ready to publish your job post to ensure good readability.

In Conclusion

The best way to attract the right talent to your job opening is to take your time in doing so. It’s true that you are running a business and need to make a profit in order to keep the lights on. However, hiring the wrong candidate for your position can backfire and cause unnecessary problems for your company.

Discuss what type of person you’d like to attract with your coworkers and managers to set expectations early on. Go down the list of job requirements and employment benefits until you are satisfied with the writing. While you will undoubtedly attract a portion of candidates unsuitable for your position, that percentage will be marginal compared to the talented individuals you attract.

Bio: Helene Cue is a professional content creator, editor, and recruitment advisor at Essay Supply writing service. Helene’s career extends from articles and blog posts to case studies and research in the fields of digital marketing, business development, and HR trends. In her spare time, Helene is an avid reader and fan of interior design.

Image source: https://unsplash.com/photos/fY8Jr4iuPQM

Job Specifications

John specification is a statement in which we explain the qualities required by people applying for the job.

    • Job specification as a statement of minimum qualification that person must posses to perform a given job successfully --- Stephen. P . Robbins & Marry Coutler

    • Job specification is a statement of employee characteristics and qualifications required for satisfactory performance of defined duties and tasks comprising a specific job or function. Job specification is derived from job analysis.

While the job description describes activities to be done, it is job specifications that list the knowledge, skills, and abilities an individual needs to perform a job satisfactorily. Knowledge, skills, and abilities (KSAs) include education, experience, work skill requirements, personal abilities, and mental and physical requirements. Job specifications for a data entry operator might include a required educational level, a certain number of months of experience, a typing ability of 60 words per minute, a high degree of visual concentration, and ability to work under time pressure. It is important to note that accurate job specifications identify what KSAs a person needs to do the job, not necessarily what qualifications the current employee possesses.

It can be explained with the help of the following diagram

Components of a Job Specification

Experience: Number of years of experience in the job you are seeking to fill. Number of years of work experience required for the selected candidate. Note whether the position requires progressively more complex and responsible experience, and supervisory or managerial experience.

Education: State what degrees, training, or certifications are required for the position.

Required Skills, Knowledge and Characteristics: State the skills, knowledge, and personal characteristics of individuals who have successfully performed this job. Or, use the job analysis data to determine the attributes you need from your “ideal” candidate. Your recruiting planning meeting or email participants can also help determine these requirements for the job specification. Facts [+]Workers holding a bachelor's degree who make less than $19,800 a year are considered "overqualified." Nearly eight percent of U.S. residents are considered overqualified, according to a recent Migration Policy Institute study of Census Bureau data. This compares to nearly 24 percent of foreign-born, non-citizen residents that are considered overqualified.

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