What makes a good job specification

Collecting data on jobs from other resources such as salary surveys and the Occupational Outlook Handbook. Skill —a present, observable competence to perform a learned activity. Ability —competence to perform an observable behavior or a behavior that results in an observable product. Physical characteristics —the physical attributes an employee must have to perform the job duties with or without a reasonable accommodation.

Environmental factors —working conditions inside or outside the office. Step 2: Establish the Essential Functions Once the performance standard for a particular job has been made, essential functions of the position must be defined. Defining the essential functions encompasses the following steps: Ensure that the tasks as part of the job function are truly necessary or a requirement to perform the job. Determine the frequency at which the task is performed or how much time is spent performing a task.

Determine the consequences of not performing the function and whether this would be detrimental to the employer's operation or result in severe consequences. Determine if the tasks can be redesigned or performed in another manner. Determine if the tasks can be reassigned to another employee. Step 3: Organize the Data Concisely The structure of the job description may vary from company to company; however, all the job descriptions within an organization should be standardized so that they have the same appearance.

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. Don't just list a bunch of boring daily tasks, and avoid a long, bulleted list of responsibilities or qualifications, says NCWIT.

Instead, describe the key job functions in five to seven bullets. You also should explain how the job will contribute to business objectives, the potential for advancement, and how candidates' achievements can contribute to that, says Cerilli. Start by including a bit about what the company's doing within the larger industry, how technology enables that, and how the company, the role and their skills and knowledge can further their growth and development," he says.

Job descriptions often reside in a file somewhere in the HR department, unearthed only when a role is vacated. These descriptions often remain static for years and don't reflect the current skills, culture and experience needs. Knowing what your team needs and the type of candidate that will be a cultural fit will be crucial for long-term success," says John Reed, senior executive director of Robert Half Technology.

This will also help rule out non-negotiable items, like years of experience with a particular technology, that may deter an applicant, thereby leaving the door open for those who excel in that area but may have fewer years under their belt, he says.

Even if you're not desperate to fill an open position, you want candidates to feel a sense of urgency and be compelled to apply, even if they're currently happily employed, says Robert Half's Reed. Posting specific start dates can help, as will including contact information for an individual person rather than a generic e-mail address, he says. Everything eventually comes back to a candidate asking themselves, 'Will I be a good fit and really enjoy working there?

Here, highlighting benefits, perks and workplace bonuses can help, says Day. Do you have an on-site gym? Free food? Flexible schedules? Remote work opportunities? Happy hour Fridays? Shout it out in the job description, he says. Provide an exact job location to optimize your job posting so it appears higher in job search results.

Outline the core responsibilities of the position. Make sure your list of responsibilities is detailed but concise. Also emphasize the duties that may be unique to your organization. Highlight the day-to-day activities of the position. This will help candidates understand the work environment and the activities they will be exposed to on a daily basis. This level of detail will help the candidate determine if the role and company are a right fit, helping you attract the best candidates for your position.

Specify how the position fits into the organization. Indicate who the job reports to and how the person will function within your organization, helping candidates see the bigger picture and understand how the role impacts the business.

Include a list of hard and soft skills. Of course, the job description should specify education, previous job experience, certifications and technical skills required for the role. You may also include soft skills, like communication and problem solving, as well as personality traits that you envision for a successful hire. Keep your list concise.

While you may be tempted to list out every requirement you envision for your ideal hire, including too many qualifications and skills could dissuade potential candidates. Include a salary range. Quality candidates look for opportunities that meet their salary needs. List out your top perks and benefits. Need help writing a job description for a specific role? Use these job description examples to create your next great job posting.

Please note that we are not your recruiting or legal advisor, we are not responsible for the content of your job descriptions, and none of the information provided herein guarantees performance. Post a job. Find resumes.