Creating Proper Job Descriptions For Effective Recruitment Helen Mayfield February 28, 2017 Business How well you write the job description for the position you want to fill determines how successful your recruitment efforts will be. A poorly written job description with inadequate details will often lead to poor quality candidates applying for the job, making it difficult to get top-notch talent into your business. A good job description should perform four important functions. It should: Describe the competencies and skills needed for the role Describe the jobs position in the company’s hierarchy Detail the terms of employment i.e. permanent, contract, temporary, etc. Act as a performance management tool. In this post, we shall be looking at how you can create a job description that defines a role in a clear, concise and accurate way. Blue Collar People suggest the following 5 hey steps: Job title The job title for any particular role should be able to sum up in a few words what responsibilities fall under the person in that position. A good job title should: Reflect the nature of the job and the duties it entails. Reflect the jobs rank with respect to other positions in the company. State the role’s importance without exaggeration. Exclude age and gender implications. Be generic enough for easy comparison with similar jobs in the industry for equity in pay and conditions purposes. Be self-explanatory to make recruitment easier. Duties A proper job description should entail all the duties and responsibilities of a particular role and the amount of time required for each duty. Duties should be represented in percentages (e.g. data entry 60%, filing 20%). Keep the duty descriptions short – no more than 3 sentences – and include an action, object, purpose, as well as an outcome for each. Try to keep the list of responsibilities and duties as short as possible (even for all-rounder roles) to avoid turning the job description into an operational manual – Aim for 15, preferably less, tasks. Skills and competencies These should be listed separately as they are two distinct things. Skills are the activities a person can perform based on the qualifications they have obtained and past education. Competencies, on the other hand, are the attributes you expect the candidate to display at the job. Examples of skills include theability to prepare presentations, prepare accounts or repair a machine; while competencies include initiative, good communication, and flexibility. Relationships Reporting lines and working relationships should also be included in a job description. Reporting lines further elaborate responsibilities as well as show the candidate who will be reporting to them and who they report to. This gives the candidate insight into the organisation’s hierarchy and where they fit into it. Working relations include the departments and people the position holder requires to coordinate with. Indicate the size of the departments and the extent of interactions for clarity. An organisational chart is an effective way of demonstrating relationships and reporting lines. Salary When adding the salary to the job description, write it as a range instead of a fixed figure to allow for varying experience and education. This will also help your salary compare competitively with similar positions in other companies. Make sure to adjust this appropriately as pay scales change. In conclusion… A good job description not only helps the recruitment process immensely, but also acts as a performance measuring tool and an important reference in case of disciplinary issues and disputes. So take your time to prepare a good one for your vacant position.