How to Write a Job Description | Key insight that you should know

Job description and its importance

A job description is a plain-language document that intends to outline the primary responsibilities, duties, and qualifications expected for a particular role. It provides a detailed understanding of what is expected from the applicant for the open position. A job description defines what is the requirement of the role, what is the team and company about, what are the skills and experience required for the particular role, and the expected salary, in short, it gives the applicant a clear awareness, that the applicant must know before applying for the position.

Who writes the job description?

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The job descriptions are usually written by the individual responsible for supervising the selection process, with the help of HR or the hiring manager. It can be completed by an immediate supervisor or an employee, more familiar with the open position, and validated by the manager after completion.

What should you include when writing a compelling job description?

The following are the crucial points that would normally be included in an effective job description:

Use a clear Job Title

Write an effective job title of 1-4 words, that clearly defines the purpose and scope of the job. The title should reflect the content, duties, and responsibilities of the job and it should be consistent with other job titles of similar positions. Use terms that are likely to be searched by candidates while looking for a job, such as Sales Associate, HR manager, Marketing manager, Associate Software engineer, Budget Analyst and etc.

Write detailed Duties and Responsibilities

Include a detailed list of primary responsibilities and duties associated with the job, that are expected from the candidate on daily basis. Don't mention every single task, just try to keep it short and clear in such a way that they get an overview of what is expected of them. Some examples of such responsibilities are:

• Provide direction, train, and help other team members when required.
• Maintains the organization’s policies and rules.
• Monitor and keep the focus on daily, weekly, and monthly goals.
• Try to avoid discrimination or any sort of conflict.
• Coordinate with the immediate supervisor when necessary.
• Answer telephonic queries and provide customer support.

Required Education Level

Mention the minimum educational experience required in order to apply for the open position. For example, a minimum education experience of 16 years or a fresh graduate is required for the job role.

Required Professional Experience

Mention the minimum professional experience expected from the job seekers, before applying for the role. Clearly mention the experience required for the type of role and also in terms of years. The year can also include a minimum range of experience expected, for example, a minimum experience of 1-2+ years is required for applying for a certain role. Specifically, state whether an undergraduate experience will be accepted for an associate role or not.

Desired Qualifications and Core Skills

Most effective job descriptions include a list in the form of bullet points of all the nice-to-have skills, that are required by job seekers in order to qualify for the position. These can include technical skills as well as soft skills. Write down the skills that a potential candidate should have other than work experience and education such as physical abilities, certificates, awards, presentations and etc. These are the skills that are not compulsory but preferred.

Company's Aims, Values, and Culture

Briefly describe all the important company details, what your company stands for, and what are its aims and values. Pitch about your organization in 1-2 lines, who you are, and what makes your company stand out from the rest. Engage them with your company culture and concisely explain to them what makes them a good fit for the company.

Benefits and Compensation

State down common but major benefits offered to employees such as health insurance, paid time off, yearly leaves, etc in the job description. Additionally, highlight unique benefits, perks, awards, snacks, discounts, and compensation offered by your company as rewards for your employee's hard work. You can also mention monthly, bi-annually, and annual bonuses offered to employees based on their performance.

Working Conditions

Mention all the necessary working conditions in the job description, explaining the type, intensity, frequency, and duration of the condition. Some examples of basic but essential working conditions include:

• Maintain a positive work environment.
• Mention the working hours required for the role.
• Specify whether the job requires working overtime or on weekends as a regular part of the role.

Job Summary

At the end briefly summarize your company's expectations for the position and mention what the job seekers can expect. Highlight all the key experiences, qualifications, and responsibilities in summary. Mention a few details about the hiring process at the end of the description if required. Include an exact job location to enhance your job posting.

Note: Although the key points of writing job descriptions are mentioned above, however writing job descriptions and what to include in them completely depends from organization to organization.

What does a well-written job description look like?

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Job descriptions are the foundation of the recruiting process. A well-written job description is one which speaks directly to the candidates, as it plays an important role in attracting top talent. It covers all the key points, set expectations for qualified candidates, and provides a clear understanding of what the job seekers can expect from the company. A compelling job description will provide sufficient detail for candidates to determine if they’re eligible for the position, before applying.

What is the goal of producing a good job description?

A good job description helps attract top candidates and hire the best fit. Some other key benefits include:

• It provides candidates with a clear view of the expectations that are required from them for the open position.
• It provides a clear view of the company's requirements, aims, and responsibilities towards it.
• It provides detail to candidates to help them evaluate themselves, whether they are qualified for the role or not.
• It provides support to the hiring managers throughout the interview and the hiring process.
• It provides assistance in forming a legally binding contract of employment between the company and the newly hired employee.
• It provides support in setting the responsibilities and the goals with the targets and training of the role.
• It provides guidance in the evaluation of the employee’s job performance

Difference between job description and job specification

You might have heard the term job specification, don't confuse it with job description, as they both are related but have different aspects.

Job description

The job description includes general information such as the job title, job summary, salary, company's working environment, responsibilities to be fulfilled, and other general information.

Job specification

A job specification is basically derived from a job description and is an essential document that provides information to the job seeker about the eligibility criteria for a certain job opening. It consists of qualifications, training, emotional attributes, and mental abilities required from an individual.

5 important things to keep in mind while formulating job descriptions

Keep in mind the following points while writing a job description, else it will cost you and your company:

1. Avoid using confusing and complicated phrases, that might turn them off.
2. Double-check the job description, responsibilities, and expectations to ensure clarity.
3. Devise strategies to write an excellent job description that makes a great first impression on the candidate.
4. Make sure to provide complete detail in the description and leave no ambiguity.
5. Avoid abbreviations, as most people are not familiar with them.

Conclusion

Writing an effective job description is the most crucial part of the recruitment funnel. So in order to construct a good description, make sure to mention all the key elements discussed above, and provide clear and accurate information to the applicants to avoid any future problems.

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