The following topics should be included: Job title —name of the position. Reports to —title of the position this job reports to. Date —date when the job description was written or last reviewed. Essential functions —essential functions, including how an individual is to perform them and the frequency with which the tasks are performed; the tasks must be part of the job function and truly necessary or required to perform the job.
Competency —knowledge, skills and abilities. Supervisory responsibilities —direct reports, if any, and the level of supervision. Work environment —the work environment; temperature, noise level, inside or outside, or other factors that will affect the person's working conditions while performing the job.
Physical demands —the physical demands of the job, including bending, sitting, lifting and driving. Position type and expected hours of work —full time or part time, typical work hours and shifts, days of week, and whether overtime is expected. Travel —percentage of travel time expected for the position, where the travel occurs, such as locally or in specific countries or states, and whether the travel is overnight.
Required education and experience —education and experience based on requirements that are job-related and consistent with business necessity. Preferred education and experience —preferred education and experience based on requirements that are job-related and consistent with business necessity.
Additional eligibility qualifications —additional requirements such as certifications, industry-specific experience and the experience working with certain equipment. Other duties —disclaimer, see Step 4. Step 4: Add the Disclaimer It is a good idea to add a statement that indicates that the job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.
Step 5: Add the Signature Lines Signatures are an important part of validating the job description. Step 6: Finalize A draft of the job description should be presented to upper management and the position supervisor for review and approval. Job Descriptions. You have successfully saved this page as a bookmark. OK My Bookmarks. Please confirm that you want to proceed with deleting bookmark. Delete Cancel. You have successfully removed bookmark.
Delete canceled. Please log in as a SHRM member before saving bookmarks. OK Proceed. Your session has expired. Please log in as a SHRM member. Cancel Sign In. Writing a detailed specification forces you to think about exactly what skills and experience is required for your role and the type of person you want for the team. Giving your recruitment consultant a comprehensive brief will allow them to work more effectively and quickly in finding you the perfect candidate.
Specifications also give candidates a better idea of exactly what you are looking for. This can help to weed out inappropriate applications from people who might be suitable on paper, but not actually that interested in the role.
They also help to manage the expectations of successful new employees and to avoid situations where they feel they have been misled about the exact nature of the role. Writing specification can make you think about how your department works and provide you with an opportunity to shift responsibilities around to maximise efficiency.
Specifications are also useful after the vacancy has been filled, as they can help to assess a new recruit's performance and to determine their future training needs. Be as specific as possible about the responsibilities of the job, including any deadlines for delivery and measurements of success.
Leave room for flexibility within the job specification, and make it obvious if the role is likely to change or grow in the near future. Wright State University. Search Wright State. Coronavirus Right Here. Right Now. Wright State. Directories Visit the online directory to search for students, faculty, and staff. Some items to consider: Include explanatory phrases which tell why, how, where or how often the tasks and duties are performed.
Focus on outcome of tasks. Reference areas of decision-making, where one will influence or impact. Identify areas of direct or indirect accountabilities. Describe the level and type of budgetary or financial responsibilities. Describe the nature of contact, the people contacted, and the extent to which the incumbent will interact with others within and outside of the University.
List job duties that reflect the position requirements and ensure they are not based upon the capabilities of any one individual. The following lists various levels of supervision: Provide direction to other individuals. Supervises, hires, trains, provides work direction, and problem-solving assistance for student workers. Also oversees the daily operations of other staff. Supervises staff, including hiring, scheduling and assigning work, reviewing performance, and recommends salary increases, promotions, transfers, demotions, or terminations.
Manages others through subordinate supervisors. The following definitions should be helpful: Working knowledge : sufficient familiarity with the subject to know basic principles and terminology and to understand and solve simple problems. General knowledge : sufficient knowledge of a field to perform most work in normal situations. The work calls for comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.
Thorough knowledge : advanced knowledge of the subject matter. The work calls for sufficient comprehension of the subject area to solve unusual as well as common work problems, to be able to advise on technical matters, and to serve as a resource on the subject for others in the organization. Comprehensive knowledge : requires complete mastery and understanding of the subject.
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