Difference Between Job Description, Job Specification and Job Analysis

The first step that we take while writing a Job Description is Job Analysis.  It’s a process of doing an In-Depth analysis of a job and gathering information about the general tasks, or functions, duties, responsibilities and the outcome of a particular job. It’s a process where we actually develop the content for the job which further share with the employee to make him aware about his duties & responsibilities.

job Analysis

There are two outcomes of a Job Analysis

  1. Job Description
  2. Job Specification

The Job Analysis process include the following tasks

  1. Reviewing the job responsibilities of current employees & also gather the information about job responsibilities & duties from external sources like Internet.
  2. Analyzing the tasks required to be done by hiring the employee & duties & responsibilities of the employee.
  3. Finally verbalization of the outcome or contributions needed from the position.

An effective job description can only be written if you analyze the job properly. Try to gather as much information as you can while doing a job analysis.

Job Description is basically a list of duties & responsibilities required to perform a particular job. It generally contains the following information.

  • Job Title
  • Roles & Responsibilities
  • Qualification
  • Salary Range
  • Skills
  • Goals

Writing a good job description is utterly important for an organization because the outcome of hiring an employee is majorly depends on the available job description.

Job Specification is a statement which tells us minimum acceptable human qualities which helps to perform a job. It is a written statement of educational qualifications, specific qualities, level of experience, communication skills required to perform a job.

A job specification has the following components

Total Experience: It includes the total number of years of experience required to perform the job. Generally it is written in a range e.g 5-7 years etc.

Education Qualification: It includes what degree, training or certification required for the job.

Required Skills: This section includes physical, emotional, technical, and communication skills required performing a job and also including responsibilities involved in a job.

Job description and job specification are two integral parts of job analysis. They are the written documents helps both employer & employee to understand the job requirement. These documents are very important to find the best fit for the available job.

Hope this article will help you clear the doubt on Job Analysis, job Description & Job specification.

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How to Write a Job Description Effectively?

writing Job Description
writing Job Description

writing a job description

For an employer writing an effective job description is as important as writing a cover letter for an employee because these two documents meant to fetch the attention of the reviewer. Good job candidates shows there interest in any job only when they find the job description effective. It helps employees understand their responsibilities, evaluating employees’ performance, skills & qualification required for the job, salary range and much more. Here are tips on how to write a job description effectively?

When we sit to write a job description the first thing that comes to our mind is “where to begin”, “what to write & what should we skip”. Really writing a job description is not as easy task as it seems to be, after all your expectations with your prospective employee is mainly depends on this document & I’m sure you won’t like to miss anything which your future plans are depends on.

When you start writing a JD think about your long term plans & even the short ones, keep in mind what you want to accomplished by adding up new employee in your team, it will be natural to see how a new employee fits into that matrix.

Steps to write a Job description

Define the position. This should be the first step before you start heading towards writing a job description. Define everything you want in the new hire, think about what responsibilities you want to assign to the new hire & what job title suits best for that.

  • Now give a suitable title to the position & write about responsibilities. This way candidate will get a clear picture if he fits in the position. Make title interesting & straight forward as well which can easily communicate what the position is all about.
  • List between 10-15 key responsibilities; make sure the responsibilities you write should be clear & concise. Try to cover up as much information as possible about what you’re expecting from the candidate & what are your future expectations from the employee.
  • Try also including what percentage of a particular responsibility encompass the total job.

List required skills & qualification. Once you’re done defining the job title & have written down the responsibilities for the job, the next part come to list required skills & qualification for the job. This is another most important part of job description because it gives candidate an idea if he is fit for the job & should he apply for the job or not? Be specific when you list about the skill for the job. Must analyze the job properly before you define what skills are required to do that job. Some jobs required some specific qualification & training.  Don’t forgot to mention them as well because when you mention them candidate having those qualification & training apply for the job with even more confidence. In this section you can write some skills which are although not much important for the job but you prefer candidate have those skills for future point of view.

Write how to apply instructions. Now you’ve write down the important part of job description, now it’s time to instruct candidate how he can apply for the job. In this section must include your email ID & phone number. You should also mention your website in this section so that candidate can also get some idea about your business as well before he applies.

What Else? Now your Job Description is almost done & it’s time to think if you’ve missed something or not. What else you should write to give more clarity to the candidate. There are few things you can further add to this e.g Company Profile, Whom the candidate will report to, Company Mission etc.

Everyone wants to work for a company which gives him a stable job & fun environment. Adding company profile & mission statement in the job description gives some sense to the candidate if the company will be write for him or not.

You may also include some instructions about resume & cover letter or can give a dead line about the application submission.

Hope this article will make some sense to you & will help you writing a better job description.

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Job Description – Definition & Meaning of Job Description

writing Job Description

You probably first time gone through the word “Job Description” that’s the reason you’re reading to our post. Well if you’d have Google the term “What is a Job Description” you must have found the below definition.

Description of the responsibilities associated with a given job.

Job description, commonly known as JD, is a frequently used term by Human Resource Managers for the list of duties & responsibilities of a position.

According to Dictionary.com

A detailed written account, agreed between management and worker, of all the duties and responsibilities which together make up a particular job.

you may also check a detailed article about What is Job Description on Wikipedia.

Elements of a Job Description


A job description usually includes roles & responsibilities associated with the profile, whom do the candidate, will report to, salary range, qualification, skills required & goals.

  • Roles & Responsibilities
  • Qualification
  • Salary Range
  • Skills
  • Goals

Roles & responsibilities mentioned in the JD are just to give an idea to the candidate about what an organization is looking in a prospective candidate. Candidate may get some additional responsibilities once he/she will join the organization.

The qualification section of a Job description includes the minimum qualification required for the Job & sometimes preferred qualification is also mentioned there.

Usually a fix salary is not mentioned in the Job Description rather HR managers mentioned a range of salary which the candidate will be getting once he will join the job. Generally people gets a salary based on their current CTC.

It also includes skills that are required to do the job. Generally skills are specific & sometimes most important part of the job description because in technical jobs organizations focus more on skills than qualification.

Limitations

Although it’s advisable to write a JD for a job but still there are some limitations of it. A job Descriptions doesn’t fit in the following situations.

  • For senior level profile, where they’ve to take decisions at their own level.
  • Companies, where technological changes are rapid.
  • A job, which require a dynamic person who can handle multiple tasks in an organization.
  • The process that an organization uses to create job descriptions may not be optimal.

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