Job Description and Job
specification
Job Analysis is a primary tool to collect job-related data. The
process results in collecting and recording two data sets including
job description and job specification. Any job vacancy can not be
filled until and unless HR manager has these two sets of data. It is
necessary to define them accurately in order to fit the right person
at the right place and at the right time. This helps both employer
and employee understand what exactly needs to be delivered and
how.
Both job description and job specification are essential parts of job
analysis information. Writing them clearly and accurately helps
organization and workers cope with many challenges while
onboard.
Though preparing job description and job specification are not
legal requirements yet play a vital role in getting the desired
outcome. These data sets help in determining the necessity,
worth and scope of a specific job.
Job Description
Job description includes basic job-related data that is useful to advertise a specific job
and attract a pool of talent. It includes information such as job title, job location,
reporting to and of employees, job summary, nature and objectives of a job, tasks and
duties to be performed, working conditions, machines, tools and equipments to be
used by a prospective worker and hazards involved in it.
Purpose of Job Description
• The main purpose of job description is to collect job-related data in order to
advertise for a particular job. It helps in attracting, targeting, recruiting and selecting
the right candidate for the right job.
• It is done to determine what needs to be delivered in a particular job. It clarifies what
employees are supposed to do if selected for that particular job opening.
• It gives recruiting staff a clear view what kind of candidate is required by a particular
department or division to perform a specific task or job.
• It also clarifies who will report to whom
Job Specification
Also known as employee specifications, a job specification is a written statement of
educational qualifications, specific qualities, level of experience, physical, emotional,
technical and communication skills required to perform a job, responsibilities involved
in a job and other unusual sensory demands. It also includes general health, mental
health, intelligence, aptitude, memory, judgment, leadership skills, emotional ability,
adaptability, flexibility, values and ethics, manners and creativity, etc.
Purpose of Job Specification
• Described on the basis of job description, job specification helps candidates
analyze whether are eligible to apply for a particular job vacancy or not.
• It helps recruiting team of an organization understand what level of qualifications,
qualities and set of characteristics should be present in a candidate to make him or
her eligible for the job opening.
• Job Specification gives detailed information about any job including job
responsibilities, desired technical and physical skills, conversational ability and much
more.
• It helps in selecting the most appropriate candidate for a particular job.
Job description and job specification are two integral parts of
job analysis. They define a job fully and guide both employer
and employee on how to go about the whole process of
recruitment and selection. Both data sets are extremely
relevant for creating a right fit between job and talent,
evaluate performance and analyze training needs and
measuring the worth of a particular job.