A job description or JD is a written narrative that describes the general tasks, or other related duties, and responsibilities of a position. It may specify the functionary to whom the position reports, specifications such as the qualifications or skills needed by the person in the job, information about the equipment, tools and work aids used, working conditions, physical demands, and a salary range. Job descriptions are usually narrative, but some may comprise a simple list of competencies; for instance, strategic human resource planning methodologies may be used to develop a competency architecture for an organization, from which job descriptions are built as a shortlist of competencies. According to Torrington, a job description is usually developed by conducting a job analysis, which includes examining the tasks and sequences of tasks necessary to perform the job. The analysis considers the areas of knowledge, skills and abilities needed to perform the job. Job analysis generally involves the following steps: collecting and recording job information; checking the job information for accuracy; writing job descriptions based on the information; using the information to determine what skills, abilities, and knowledge are required to perform the job; updating the information from time to time. A job usually includes several roles. According to Hall, the job description might be broadened to form a person specification or may be known as "terms of reference". The person/job specification can be presented as a stand-alone document, but in practice it is usually included within the job description. A job description is often used by employers in the recruitment process.
Key characteristics
Accountability A job description outlines the roles and responsibilities of a position by specifying the outcomes a person is accountable for and defining the role they are expected to take on, showing how their contributions support team and organizational goals.
Functional competency A job description outlines how one should operate in the role and at what level by defining the actions, problem-solving methods, communication style, decision-making approach, and interpersonal behaviors required to perform tasks effectively and meet performance expectations.
Reporting lines and relationships A job description outlines the relationships and reporting structure with others in the organization, such as reporting to supervisors or managers, overseeing subordinates, and collaborating with colleagues across teams.
Benefits and limitations
Benefits A job description is essential to ensure clarity of why the role exists. It can be used:
To provide the employee with the expectations that are required of them in the role To provide enough detail to help the candidate assess if they are suitable for the position To help formulate questions for the interview process To allow the prospective employee to determine their role or standing within the structure of the organisation To assist in forming a legally binding contract of employment To help set goals and target for the employee upon joining To communicate potential career progression by pointing toward possible promotion routes and the conditions required to achieve them To aid in the evaluation of the employee's job performance To help formulate training and development plans
Limitations Prescriptive job descriptions may be seen as a hindrance in certain circumstances:
Job descriptions may not be suitable for some senior managers as they should have the freedom to take the initiative and find fruitful new directions; Job descriptions may be too inflexible in a rapidly changing organization, for instance in an area subject to rapid technological change; Other changes in job content may lead to the job description being out of date; The process that an organization uses to create job descriptions may not be optimal.
Job description management Job description management is the creation and maintenance of job descriptions within an organization. A job description is a document listing the tasks, duties, and responsibilities of a specific job. Having up-to-date, accurate and professionally written job descriptions is critical to an organization's ability to attract qualified candidates, orient and train employees, establish job performance standards, develop compensation programs, conduct performance reviews, set goals and meet legal requirements. Job description management, as well as other facets of talent management, has been improved by the expansion of information technology. Today, there are variety of internet-based human resource solutions available to human resource departments. One such example is the cloud-based talent management systems that allow businesses to easily store HR information, collaborate with other departments, and access files from any device with Internet access.
Job description development Prior to the development of the job description, a job analysis must be conducted. Job analysis, an integral part of HR management, is the gathering, analysis and documentation of the important facets of a job including what the employee does, the context of the job, and the requirements of the job. Once the job analysis is complete, the job description including the job specification can be developed. A job description describes the activities to be performed and a job specification lists the knowledge, skills and abilities required to perform the job. A job description contains several sections including an identification section, a general summary, essential functions and duties, job specifications, and disclaimers and approvals. Job descriptions are then used to develop effective EEO/ADA, HR planning, recruiting, and selection initiatives; to maintain clear continuity between compensation planning, training efforts, and performance management; and to identify job factors that may contribute to workplace safety and health and employee/labor relations.
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