- Identify the elements of a job description
- Differentiate among job analysis, job descriptions and job specifications
A job description is a written statement of what a position entails: what is done, how it’s done and under what conditions. Wright State University’s (WSU) Human Resources department notes that “when well-written, [a job description] produces a realistic picture of a job and answers the question, “What does the person in this role actually do?” In addition to describing the responsibilities of the position, a job description is the primary reference document for recruiting and evaluation. To that point, WSU notes it “sets the stage for optimum work performance by clarifying responsibilities, expected results, and evaluation of performance.” As is true of a job analysis, a job description should be “incumbent neutral;” that is, a classification of the position, without reference to a specific person in that position.
Elements of a Job Description
Although layouts vary, job descriptions generally include the following elements:
- Job Title. Job title and other reference information such as a job code.
- Reporting Relationships. Identification of the department the job is a part of, the position the role reports to and any supervisory responsibilities (i.e., number of staff supervised).
- Job Summary. A brief (1–2 sentence) overview of the role, including its purpose, level and scope of responsibility.
- Essential Functions. A representative description of the essential tasks, duties and responsibilities of the position. Although in templates this section is often titled “Job Duties and Responsibilities,” using the terminology “essential functions” reinforces the point that these are considered “must have” capabilities. That is, they are required for the successful performance of the job and cannot be modified. For fairness and legal defensibility, these should include all but only those specific skills or abilities that are necessary. Employers who do not have job descriptions with current, defensible essential functions may find themselves unable to defend against a claim of discrimination.
- Job Specifications. This section identifies the minimum acceptable qualifications for the job including education, experience, and specialized knowledge or skills, if applicable. If applicable, a job description may also list a few preferred qualifications, which may reflect a preference for additional education, experience, knowledge, skills or ability. For example, the job may specify a minimum of a bachelor’s degree but list a preference for a master’s degree or a Human Resource certification.
CareerBuilder states that “the key to writing effective job descriptions is to find the perfect balance between providing enough detail so candidates understand the role and your company while keeping your description concise,” noting that job descriptions that range between 700 and 2,000 characters receive up to 30% more responses. You may also use job description templates written by SHRM who offers members free sample organized by title and function.
Job Analysis, Job Descriptions, and Job Specifications
A job analysis is an internal document that serves as the basis for both job descriptions and job specifications. A job description summarizes key details of the job, including its purpose, essential functions and job specifications. Job specifications are a subset of the job description that detail the minimum acceptable qualifications for the job. For an illustration of this, refer to Table 1.
A key distinction is that the details listed under job description are not personal; they are aspects of the job. That is, the job description is what is to be done. Job specifications reflect what is required to complete the job and are personal in the sense that each candidate or employee will have a different job specification profile or combination of education, experience and expertise. Note that a job description may also contribute to the job analysis as a source document when a job is being reviewed or updated.
-Tambua mambo ya maelezo ya kazi - Tofauti kati ya uchambuzi wa kazi, maelezo ya kazi na maelezo ya kazi Maelezo ya kazi ni taarifa ya maandishi ya nini nafasi inahusisha: nini ni kufanyika, jinsi ni kufanyika na chini ya hali gani. "Wikipedia ya WHSR inasema: ""Wakati imeandikwa vizuri, maelezo ya kazi hutoa picha halisi ya kazi na kujibu swali: ""Ni nini mtu katika jukumu hili kweli kufanya?"" Mbali na kuelezea majukumu ya nafasi, maelezo ya kazi ni hati ya msingi ya kumbukumbu kwa ajili ya kuajiri na tathmini." Kwa hatua hiyo, WSU inabainisha kwamba <unk> huweka hatua kwa utendaji bora wa kazi kwa kufafanua majukumu, matokeo yanayotarajiwa, na tathmini ya utendaji.<unk> Kama ilivyo na uchambuzi wa kazi, maelezo ya kazi inapaswa kuwa <unk> incumbent neutral; <unk> ambayo ni uainishaji wa nafasi, bila rejea kwa mtu maalum katika nafasi hiyo. Sehemu za Maelezo ya Kazi Ingawa mpangilio hutofautiana, maelezo ya kazi kwa ujumla ni pamoja na vipengele vifuatavyo: - Jina la Kazi. Jina la kazi na habari nyingine ya kumbukumbu kama vile nambari ya kazi. - Kuripoti Mahusiano. Ufafanuzi wa idara kazi ni sehemu ya, nafasi jukumu ripoti kwa na majukumu yoyote ya usimamizi (yaani, idadi ya wafanyakazi usimamizi). - Muhtasari wa Kazi. Maelezo mafupi (maelezo ya jumla) ya jukumu, ikiwa ni pamoja na kusudi lake, kiwango na wigo wa jukumu. - Kazi muhimu. Maelezo ya uwakilishi wa kazi muhimu, majukumu na majukumu ya nafasi. Ingawa katika templates sehemu hii ni mara nyingi yenye jina <unk>Job Duties and Responsibilities,<unk> kutumia terminology <unk>muhimu kazi<unk> inaimarisha uhakika kwamba hizi ni kuchukuliwa <unk>must have<unk> uwezo. Yaani, zinahitajika kwa ajili ya utendaji wa mafanikio wa kazi na haziwezi kubadilishwa. Kwa haki na utetezi wa kisheria, hizi zinapaswa kujumuisha zote lakini tu ujuzi maalum au uwezo ambao ni muhimu. Waajiri ambao hawana maelezo ya kazi na kazi za sasa, zinazoweza kutetewa zinaweza kujikuta hawawezi kutetea dhidi ya madai ya ubaguzi. - Maelezo ya kazi. Sehemu hii inafafanua sifa za chini zinazokubalika kwa kazi ikiwa ni pamoja na elimu, uzoefu, na maarifa au ujuzi wa kitaalam, ikiwa inatumika. Ikiwa inatumika, maelezo ya kazi yanaweza pia kuorodhesha sifa chache zinazopendekezwa, ambazo zinaweza kutafakari upendeleo kwa elimu ya ziada, uzoefu, maarifa, ujuzi au uwezo. Kwa mfano, kazi inaweza kutaja kiwango cha chini cha shahada ya kwanza lakini orodha ya upendeleo kwa shahada ya uzamili au vyeti vya Rasilimali za Binadamu. CareerBuilder inasema kwamba ufunguo wa kuandika maelezo ya kazi yenye ufanisi ni kupata usawa kamili kati ya kutoa maelezo ya kutosha ili wagombea waelewe jukumu na kampuni yako wakati wa kuweka maelezo yako kwa ufupi, ikibainisha kuwa maelezo ya kazi ambayo yanatofautiana kati ya herufi 700 na 2,000 hupokea hadi majibu zaidi ya 30%. Unaweza pia kutumia templates kazi maelezo iliyoandikwa na SHRM, ambaye inatoa wanachama sampuli bure kupangwa kwa jina na kazi. Uchambuzi wa kazi (Job Analysis) ni hati ya ndani ambayo hutumika kama msingi wa maelezo ya kazi na maelezo ya kazi. Maelezo ya kazi yanafupisha maelezo muhimu ya kazi, ikiwa ni pamoja na kusudi lake, kazi muhimu na vipimo vya kazi. Maelezo ya kazi ni sehemu ya maelezo ya kazi ambayo yanaelezea sifa za chini zinazokubalika kwa kazi hiyo. Kwa mfano wa hii, kumbuka Jedwali 1. Tofauti kuu ni kwamba maelezo yaliyoorodheshwa chini ya maelezo ya kazi si ya kibinafsi; ni mambo ya kazi. Yaani, maelezo ya kazi ni nini ni kufanyika. Maelezo ya kazi huonyesha kile kinachohitajika kukamilisha kazi na ni ya kibinafsi kwa maana kwamba kila mgombea au mfanyakazi atakuwa na maelezo tofauti ya kazi au mchanganyiko wa elimu, uzoefu na utaalam. Kumbuka kwamba maelezo ya kazi pia inaweza kuchangia uchambuzi wa kazi kama hati ya chanzo wakati kazi ni kuchunguzwa au updated.