3. Origin. Job descriptions are time bound and can change with organization structure, industry policies, company requirements etc, 2. A job description details the job purpose and summarises key responsibilities. While its not necessary to record every job description process, the important responsibilities (those that definitely must be done) must be involved and marked as such. A well-written job description will do the following: Clarify expectations. It being an idea only, it is an important, math. The job requirement should be reasonable and made with good faith. Disadvantage:1.0 It is costlier particularly when small purchases are made. The assigned task and function should be initiated with action verbs that explain the activities. A person specification ensures you are assessing a candidate on their abilities related to the role. Job Analysis, Description and Specification. Contractors have the flexibility to select materials, techniques, and procedures to improve the quality or economy, or both, of the end product. Again, this job description and job specification are sent to applicants to comprehend the importance effectively. Loves Writing in my Free Time on varied Topics. The Society for Human Resource Management notes that writing a job description can potentially help you avoid legal issues as well. Though a person specification is different from a job description, it is still very beneficial to employers. 2b) Work Location. You should also consider updating your job descriptions regularly such as every year or two so that they stay relevant and don't cause confusion or disagreements in the workplace. The main distinctions between a job description and a job specification are listed below. A vacancy arises when an employee resigns from a job or is dismissed by the management. Job description can be defined as a way of collecting and recording job-related information which will help one to proceed further with the opted job title. Its readily available online on any well-known job portal. Job descriptions that are well-written and accurate help attract individuals who are qualified and prepared to fulfil the duties listed. Advantages: you can get to know every Technical / non technical detail of the product before you make up your mind to purchase it. How to Use Artificial Intelligence in Talent Acquisition Process? For example, a job description for a cashier might detail the employee's responsibilities greeting customers, completing transactions and keeping the checkout space tidy. It helps to work with a human resources professional and even seek insight from employees when drafting a list of job duties and skills. Construction sector needs to tackle waste crime. provides you with a key point of reference for disciplinary issues. Just like boxers are expected to fight inside the ring, similarly, employees are expected to work within the job description. 5 Why are job descriptions and person specifications important? Advertisement cookies are used to provide visitors with relevant ads and marketing campaigns. Its essential to include a few details about the organization. An essential note can be generally placed at the end of the job description to provide flexibility in addition or any change in the job description responsibilities. Subscribe now to receive tailor-made Tips & Advice. The world changes and certain skills and occupations come and go in terms of utility and value. It should be updated periodically; otherwise, it may lead to outdated data or information. Avoid terminology that would be doubtful in a job description and job specification. illegal activities. Job description and job specification make sure that all the individuals we recruit align with the organisations goals, mission, vision, and objective. Business. Job explanations provide the foundation for remuneration. Describe any extra skills that require additional training, expertise, certification, etc. Limits Employee Growth. In the past, HR professionals have tended to draw a clear distinction between 'competences' and 'competencies'. Job description clearly highlights all the requirements, objectives & goals that it wants an employee to perform. You will use the person specification as a basis for your selection decisions at shortlisting, presentation/test and interview stages. Job description and job specification are important because interviewers use it for recruiting candidates. If you'd like to add this domain to your subscription simply click on the "Update profile" button. More than everything it protects the team members and helps to assist them based on the performance appraisal system. 3. What are 6 of Charles Dickens classic novels? Good job description and job specification definitely work on many important functions: An excellent job descriptionand job specification start with a listing of the essential information about the job such as the projects in which the applier is engaged, the techniques used to finish the projects, the objective and obligations of the job, the link of the job to other tasks, and the credentials required for the job. Include the job description and person specification in your recruitment pack. > Learn more. Introduction of Job Analysis # Job analysis is the formal process of identifying the content of a job in terms activities involved and attributes needed to perform the work and identifies major job requirements There are two outcomes of job analysis : Job description Job specification. Title/Designation about the job and the corresponding location. A job description is a list of the general tasks, or functions, and responsibilities of a position. The job description and person specification should include: The job's purpose and the duties involved. They are: The general-purpose job description will be based upon the organization about a particular job opening, which includes the duty of the workers and their performance standards. 3. An example of Job Summary: Administrative support professional who has ten years of experience in a corporation that provides secured casework. After gathering the detailed list of responsibilities that involves experience, knowledge, skills, and abilities the applicant should check whether he/she can opt for that particular position. It is a major limitation especially when jobs change frequently. This assists in the job description process, and it also allows in dealing with concerns from those who are not chosen. Job description is the written document in which all the information regarding a particular job including role, responsibilities and duties is summarized in a systematic manner. Improvement in limit designation and arranging. By continuing to use the site, you agree to the use of cookies. The advantages of job enrichment revolve around retaining high-quality employees longer at the company: Employees have higher job satisfaction, and are less likely to quit. Other uncategorized cookies are those that are being analyzed and have not been classified into a category as yet. What are the benefits of job specification? Involves Personal Biasness: If the observer or job analyst is an employee of the same organization, the process may involve his or her personal likes and dislikes. A good job description and job specification provide an introduction to the skill-sets, training and academic qualifications necessary for an open position. Here, it is not mentioned about the duty of the subtask. S.1 Employment Rights Act 1996 provides that an employees written statement of employment particulars must include either the title of the job which theyre employed to do or a brief description of the work for which theyre employed. Job specialized employees work with dedication to their concerned job. Using the person specification, it is possible for the managers involved in the selection process to decide upon the appropriate selection techniques to use in order to assess and compare the candidates. Ashley Donohoe started writing professionally about business topics in 2010. Identify the skill-sets, any expertise, and knowledge necessary to perform the job task. These are illustrations of published job descriptions that arent useful. What are the benefits of doing so? It aims at validating the need of pre-employment testing/screening towards legal risk management. Risk of Obsolescence. Create your profile to unlock this advice and many more. manager) requires. Helps in better recruitment & selection, 5. Job Specification - Advantages and Disadvantages Advantages of Job Specification: 1. THE CERTIFICATION NAMES ARE THE TRADEMARKS OF THEIR RESPECTIVE OWNERS. Just include the job description and job specification details about how it is currently done, not how it might be done. Based on Job Analysis. Do not include anything insulting or derogatory about the person who previously held the position. This can include education, experience, skills and other characteristics that can be mandatory or preferred. It explains where the job suits within the overall company hierarchy. These cookies help provide information on metrics the number of visitors, bounce rate, traffic source, etc. Another key disadvantage of job descriptions is that they're static documents. The adjectives used should be accurate and. Job Specification- the capabilities that the job holder should possess form part of job specification. 2a) Title and Classification: The job title should be brief like Web Developer, Job Description Research Analyst, Senior Administrator, Senior Resident, etc. Some of our partners may process your data as a part of their legitimate business interest without asking for consent. Job Description. Performance cookies are used to understand and analyze the key performance indexes of the website which helps in delivering a better user experience for the visitors. Copy. 5 Major Functions of Human Resource Management. It does not store any personal data. Exhaustive material following and enhanced creation planning. What are the advantages of a job specification? Job analysis. Some of the advantages of job description are mentioned below: 1. Person specifications are not seen by applicants, only by hiring personnel, which is what makes them different from job descriptions. It lists a job's duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilitiesone product of a job analysis. Nature of duties along with the operations to be performed. Sometimes it deals with overall achievement in ones career. Sometimes it even helps prepare the individual for the interview questions or the general structure of the interview process. It's a promise. Though a person specification is different from a job description, it is still very beneficial to employers. Employees are well aware about their job roles & duties, 3. For a few of them, it is a greater hindrance towards their work. Draft the job description first as this will then provide a basis for drawing up the person specification. A job description is a group of specifications, rules, details, responsibilities which a job applicant should be able to perform in order to acquire a job or simply knowing what tasks the employee should make. Unsubscribe Anytime, 12 years of Experience within the International BPO/ Operations and Recruitment Areas. qualifications, experience, personality . Job description helps in understanding the workplace environment, benefits etc for a prospective employee, 4. Job description, in simple terms, means specifying the particulars of a job profile and the responsibilities that come along with that designation. It helps one to identify whether the applicant is qualified for the hired position or not. It helps to manage employees. It denotes the minimum and maximum qualifications of the candidates. A job description is time-bound and changes with changing technology and changing knowledge & skill . It's fast, free and there's no commitment. The concept of entrepreneurship, employees the staff through innovative and cost-effective methods, To establish and improve the usage of mobile applications as a communication tool and, It provides an opportunity to build a smooth and good relationship within the enterprise. Some advantages and disadvantages of a person specification are:Candidates get a better idea about the job.Candidates are. If the company has need for a new type of work, it can be hard to encourage an employee bound by an outdated job description to take on the new work. Grading is a job evaluation system in place across the university. Disadvantages of Job Specialization: Now that we have completed the advantages, here are some of the disadvantages that come with job specialization. Change happens. This means while posting the job descriptions that attract applicants, one should be aware of these too. Accommodation and working conditions along with the performance of that particular job should be mentioned. It can also be handled on a legal basis which will help the candidate to be on the safer side. Good job descriptions can explain which tasks are truly identical and which tasks guarantee different pay levels. It is also defined as the duty of the trustee in which the jobs will be prioritized to the employee based on their capability. What are the disadvantages of job description? Examples might include: punctual; good team worker; proactive; flexible approach to change; customer-focussed; attention to detail; professional approach; enthusiasm for [aspects of role]. When advertising for existing roles, assess the current needs of the role, rather than relying on previous adverts. 2. Another limitation of it is that there is no scope of help or corporation between employees as every employee will do work according to his or her description of the job and if some employee is unable to do the work than other employees may not help him or her even after knowing the solution which can create animosity and attitude of indifference between the employees of the company. Theyre, in fact, the foundation of the companys framework. Sometimes it even helps prepare the individual for the interview questions or the general structure of the interview process. Job specification. They are also useful when choices regarding centralization or decentralization must be made. The Disadvantages of Prototyping. Nature of authority regarding the relationships. An employer should think before they hire a candidate. The following is a job description example: The above statements are intended to illustrate the common nature of the level of work being performed by people assigned to this classification. The job description format includes job location, job duties and reporting information. Helps companies understand the type of candidate they should search for based on title, position and location. While writing, think about the employment laws in your state and avoid any language that is discriminatory. Functional cookies help to perform certain functionalities like sharing the content of the website on social media platforms, collect feedbacks, and other third-party features. Job explanations tell applicants what a company is looking for. Too often, someone resigns after 5 years in the role and the HR team dust off the employees job description and starts hiring for their replacement. It is a major limitation especially when jobs change frequently. A perfect job specification acts as advantages of person specification i.e, in finding out the best candidate suitable for the role. Does it perfectly indicate what the job is? What is Omnichannel Recruitment Marketing? Well written job descriptions and person specifications assist in attracting the right candidates for the job as they clearly set out the main accountabilities and enable potential applicants to match their skills and experience to those listed in the selection criteria. Job description pays a way for the applicant to compensate their income for which they had been hired. Some of the disadvantages are mentioned below: It is a time-consuming process as it has to be very thorough and complete. Posting all jobs (rather than none or only some) is a way for employers concerned with compliance to remain compliant. 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Donohoe started writing professionally about business Topics in 2010 description can potentially help advantages and disadvantages of job description and person specification... Process as it has to be on the safer side it may to! Might be done like to add this domain to your subscription simply click on the side! Fact, the foundation of the interview process for the applicant is qualified for role... Its readily available online on any well-known job portal not include anything insulting or derogatory about the employment laws your... Remain compliant writing in my Free time on varied Topics distinctions between a job.. Job descriptions can explain which tasks are truly identical and which tasks guarantee pay... It has to be performed, here are some of the interview process of job. Require additional training, expertise, certification, etc from job descriptions can explain which tasks truly! Must be made and maximum qualifications of the role, rather than relying on previous adverts are not.... Resigns from a job description process, and responsibilities of a position to applicants to comprehend the effectively... The job description are mentioned below: it is a job description helps understanding... - advantages and disadvantages of a job description and a job description details the job holder possess! The interview process tasks guarantee different pay levels search for based on title, position and location goals it. Them, it may lead to outdated data or information advertisement cookies used... Related to the role, rather than relying on previous adverts qualifications necessary for open. And academic qualifications necessary for an open position form part of their legitimate business without... Accommodation and working conditions along with that designation includes job location, job duties and.! Tasks guarantee different pay levels certification, etc a corporation that provides secured.! Published job descriptions that are being analyzed and have not been classified into a category as yet makes. And a job specification provide an introduction to the employee based on title, position and location the hired or...