By First and foremost, a well-written job description is an invaluable instrument for both the employer and the employee. Some uses include communicating the expected job description, clarifying expectations from the candidates, and recruiting suitable candidates. Also when conducting performance appraisals. CIPD, which is the world’s largest professional association for HR professionals, provides guidance and examples of good practices for writing recruitment job adverts and job descriptions.
Let us first look at the general need for writing a job description before delving into writing the job description. A job description serves multiple functions:
Attracting Candidates: In its most basic function, it serves as a marketing strategy to pull in potential candidates. Here a lot of important information is given about the position. And what the organization expects and wants.
Guiding Performance: This can be conducted as a part of appraisal. Here the employee receives a report to show him or her exactly what is expected in his or her position.
Legal Compliance: When used properly, it helps provide compliance with Employment laws. And provides a clear explanation of the job description and terms.
According to CIPD, a well-structured job description typically includes the following sections:
Job Title
The title of the job must be clear, and unambiguous, and should mirror the duties and power of responsibilities as well as the class of the job within the company. Do not try to be witty or clever when coming up with the title of the position that you are advertising since this may come as a shock to some of the candidates.
Job Purpose
The following section gives highlights of the position. Describing what the position entails, and why this position is crucial for the company. Ideally, the subject line should not be a long one. It must not contain more than 2 or 3 lines.
Duties and Responsibilities
Describe the main responsibilities and activities performed at the workplace in connection with this position. In terms of formatting, structure bullets and be sure that each word in a bulleted point begins with an action word (e.g., “manage,” “coordinate,” “develop”).
Divide the responsibilities concerning the importance of each assignment on the list and according to its urgency. This of course affords candidates a clear opportunity to grasp the main area of concentration of the position.
Qualifications and Skills
For instance, instead of general claims such as computer skills or understanding of Microsoft Office, be specific about it.
Reporting Structure
State the reporting line of the position and state others when reporting to this position. This assists candidates to fit into the right organizational structure of the firm or institutions.
Working Conditions
Detail any existing working conditions that may be unique or require special attention including other physical demands peculiar to the job for instance; travel, lifting, or specific conditions. In case one is unable to manage the workload can switch to the best CIPD assignment writing help for great convenience.
Salary and Benefits
The salary scale and any other benefits may sometimes not be outlined in the description of the jobs. But publishing them increases the number of applicants by a great margin.
It may be helpful for those writing the job descriptions to follow these guidelines:
Use Clear and Concise Language
It is hereby emphasized that it is important to refrain from using many technical terms, abbreviations, and other formalizations. This implies that the said job description should be clear to any potential applicants as they read it to determine if they meet the requirements for the job.
Be Specific and Detailed
Before implementation, there must be a clear assignment of all the tasks, roles. And deliverables expected from each individual or group involved.
Focus on Outcomes
It assists the candidates to have an insight into how their efforts will transform the marketplace organization. For instance, “improving customer satisfaction thus, accustoming effective service plan.”
Reflect the Company’s Culture
Make the job description as characteristic of the company as possible: incorporate the company’s values and organizational culture into it. This ideally helps attract the right candidates about organizational culture and values. For instance, if the company officially cherishes innovation, one should do a good job at illustrating how the role in question affords the chance to develop as well as come up with innovative solutions.
Avoid Discrimination
Make sure that the advertisement of the job does not contain biased language or an ad that does not meet equal opportunities policy. Exclusion: Do not define a standard where it is unnecessary or provide conditions that lockout capable persons due to their age, gender, race, or status among other aspects.
Regularly Update Job Descriptions
Job descriptions are best practice when they are constantly changing with the nature of the job. It is imperative to revise them from time to time to ensure that they now match changes in responsibilities, proficiency, or structural changes in the organization.
Examples and Templates
Here are some templates and examples to help you get started with writing effective job descriptions:
Template 1: Core Essential Role
Job Title: Marketing Manager
Job Purpose: The Marketing Manager will design and advertise the company’s marketing plan to ensure that the company obtains a wider market share.
Duties and Responsibilities
Creating the actual advertisements themselves and distributing them via multiple mediums (internet, newspapers, etc.
Safeguard spending and monitor the brand’s return on investment.
Supervise marketing materials for advertisements and other projects.
Qualifications and Skills
Experience of a minimum of 3 years in a similar – position acquired with a bachelor’s degree in Marketing or related field.
Marketing analytical skills along with expertise in using tools related to it.
Skill in communicating and effectively relating to other people.
Reporting Structure: Is accountable to the Director of Marketing Reporting:
Template 2: Further, it focuses on providing a detailed and exhaustive description of the employee’s duties and tasks, as well as achievements and expectations on the job.
Job Title: Senior Software Developer is a skilled worker’s job title used by software developers to represent themselves in the labor market.
Job Purpose: The company’s ideal candidate will be charged with the responsibility of designing sophisticated software solutions while leading the development process to produce highly efficient and scalable codes.
Duties and Responsibilities
Supervising the actual design and creation of software proper.
This stage involves working with other IT and business functions to establish the characteristics of the project.
Perform code audits and help prepare entries for the team for higher ranks.
Detect and repair any bugs that may be present in the software.
Qualifications and Skills
Education and Skills: A Bachelor’s or Master’s degree in computer science or other related area.
More than 7 years of experience in software development, and a good understanding of tools for web development.
Awareness of coding languages including Java, Python, or C sharp.
It is beneficial to have a good understanding of the architectural and design principles used in the software development process.
AGENT – Ability to address technical complexities of Agile development methodologies.
Reporting Structure: Recent reports indicate that he or she directly subordinates to the Chief Technology Officer.
Working Conditions: The applicant may be expected to travel occasionally and also be willing to work beyond the normal business hours to meet project goals.
Salary and Benefits: $ Competitive and negotiable based on experience, $ Health insurance for full-time employees, $ Retirement plan available, $ Opportunities to advance and attend professional development courses offered.
Conclusion
This process of developing job descriptions involves several important steps and considerations, and this article provides a foundation for doing it well. By adhering to the guidelines provided by CIPD on how to develop effective and efficient job descriptions, this paper has been able to come up with examples of accurate, clear, and engaging job descriptions for employees. This not only assists in attracting the best talent in the market, but it also aids in encoding performance management and organizational development. Updating job descriptions periodically to incorporate recent changes in job roles makes the documents applicable in the current organizational structure and as resources in managing the workforce.
