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How To Write A Job Description
By Jenna Litchfield
To write a Job description is a very important part of any company and to write a job description is a valuable skill that can be used in so many areas of business.
They are very valuable to both the employee's and the employer's.
A job description can be used for recruiting, evaluating positions, disciplining and terminating employees, as well as performance reviews, to see how and if the employee is completing all the tasks and responsibilities that are required and listed on the job description.
Every employee needs a job description to understand how their role within a company is structured and to explain their responsibilities, obligations, tasks, duties and basic requirements and qualifications for the job.
When hiring employees the requirements and qualifications written on the job description can be used to base questions on, and then if they person is hired they can be given a copy of the job description which they can read to see and evaluate their duties and responsibilities and then it is up to them if they decide to accept the job.
However if termination is required, it can be based on the employee's inability to fulfill their duties and expectations as written on their job description.
When you write a job description remember to make the job doable do not write unnecessary tasks into the description making it a superman's job.
An easy way to do this is to get employees to write down all the duties and tasks they do in a day and how they achieved them.
Then you the employer can add or subtract what they should or shouldn't be doing.
A good layout of how to write a job description is as follows:
Position title:
E.G. Marketing Assistant
Keep this short and avoid writing words that are gender specific.
Also state which department the position is in.
Reports to:
Employee's that the person will have to report to.
E.G. General Manager, Marketing Manager
Summary of position:
This is the main purpose of the position.
E.G.
To assist the marketing manager with day-to-day running of the office.
Consults with:
Persons that the employee will work with on a regular basis and how the employee will be expected to communicate with them.
Tasks/ Duties the Employee is responsible for:
The tasks and duties are exactly what the person will be expected to do.
Explain them in the job description but not too in depth, write enough to have a good description of the functions and activities that will be performed.
List the tasks or duties from most important to least and emphasize responsibilities and results that are expected from the duties and the tools to be used to achieve those results.
Term of employment:
This is how long the person will be employed for.
Qualifications:
Write here the skills and attributes the person will need to perform each task to a satisfactory level.
E.G.
Proficiency in word, excel or the ability to multi task and to think outside the square.
Qualifications are the minimum level of schooling required for the job.
Conditions:
Explain any travel requirements, working hours, salary, benefits, and Leave entitlements.
Any physical demands of the job must be written if necessary as well.
E.G. The ability to lift heavy loads for long periods of time is required.
NOTE: A job description is regarded as a legal document and any written reference to color, race, religion, age, sex, nationality or physical and mental disabilities is illegal.
To avoid any court cases please take the above advice and do not write anything in the job description that could offend.
Also remember to evaluate the job description annually or quarterly, for changes and or issues that need to be addressed and or written into the job description.
See Also:
More information on topics related to job descriptions
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