Guide to creating professional & impressive a job description

1. What is a job description? Why is a job description necessary?

The job description provides information about the duties and responsibilities of a position. Job description can be compared to a standard that must be well-performed and perfectly completed.

Company's job description is also considered a commitment between the employer and the employee. Once agreed upon the description, the two sides must respect the position description complete the duties discussed. This is also the basis for employees to know their role in the organization, the tasks that need to be completed, thereby quickly improve work performance.

Job descriptions are the basis to select suitable candidates

In addition, the job description helps businesses to:

• Search, evaluate and select suitable candidates for the vacant positions.
• Effectively guide and hand over tasks to new employees.
• Accurately assess employee performance when assigned tasks.
• Determine the level of responsibility of each individual in the implementation of work.

If you do not write a job description properly, there will be a lot of consequences, such as time-consuming, lack of consistency which can lead to re-employment. Usual lack of responsible employees may reduce efficiency of your business.

See more: 10 Effective Recruitment strategy to attract talent

2. Job Description Structure

Here's how to build a job description with the most standard structure.

2.1. Information on the position 

Specific job position information includes the job title, which can immediately tells candidates if their ability level can meet this position or not. For example, fresh graduates will give priority to staff positions, and interns, while experienced candidates aim for the positions of department heads, assistants managers, etc.

Job position information

2.2. Working time and place

It is necessary to determine from the beginning the information about the time and place of work to save time for the employer and candidates also. Additionally, this facilitates the candidates and builds the employer branding. Whether working flexibly or online, employers need to be specific so that candidates can quickly decide and apply for jobs.

Clearly define the location and working time to save time for the candidates

2.3. Main responsibility and tasks

This is a crucial part for candidates to see to which extent do they meet the requirements of the employer. Employers can also save a lot of time in screening suitable resumes by clarifying detailed, accurate tasks and jobs to candidates.

In order to write a job description, companies need to:

• Briefly list the duties the candidate undertakes.
• Clarify whether tasks aare assigned and reviewed by day, week, or month that the candidate can measure, review, and consider.

Information on responsibilities helps candidates to evaluate their capacity with the recruitment requirements

2.4. Job Requirements

Job requirements include the requirements for education, knowledge, experience, and skills that an ideal candidate needs to meet. Nowadays, competencies are more important than degrees. Therefore, the job requirements will also be less compulsory in terms of education and focus more on experience and skills.

Records, qualifications, or any document of a job-specific nature (eg ISO specialist certificate, work extension letter for foreign candidates, etc.) should be carefully prepared to before participating in an interview.

Requirements in a job description help candidates have a better overview of the position they are applying for.

2.5. Salary and benefits

Depending on the experience and qualifications of each candidate, HR should discuss with the board of directors, the finance department, and the head of the department as well as survey the job market to negotiate an appropriate salary. Thus, HR can find the most suitable candidates.

In addition to the salary, the accompanying benefits must also be competitive and attractive. Benefits should be recorded fully, in detail, and most clearly as this is the most attractive part of a job description. Put all stand-out criteria such as comfortable working environment, friendly colleagues, etc. ahead of your job description.

Salary and benefits attract potential candidates

2.6. Recruiter Information

In this part, the recruiter should briefly highlight the potential and development of the company. This piece of information is usually placed at the bottom of the job description, including detailed job descriptions or online job postings on the Internet. Candidates will understand more about the business as well as feel more secure about their choices.

Employer information must be concise and clear

3. Principles to write a job description

Unifying the job description according to a common principle will help attract a lot of attention from candidates. Here are some principles of how to build a job description.

3.1. Goals of the job

When writing a job description, businesses must state the goals of this hiring positions, which helps to find the right fit.

For example, in the position of Head of Human Resources, the main function will be to propose HR policies, monitor, supervise and advise and implement policies. The purpose of this position is to ensure the quality as well as the number of human resources through HR policies that suit your management style.

When creating a job description, it is necessary to state the job objectives set out

3.2. Missions and tasks of the position

Missions of specific positions are distributed from the general function of the department. In the job description, recruiters are required to indicate the main tasks that need to be performed.

In other words, a positions’ mission is a group of tasks. Each task will be described through verbs indicating specific actions, not in the form of a process. Therefore, in the description, attention should be paid to describing "what to do" instead of "how".

Moreover, missions and tasks should also be neatly arranged in order of priority, avoid listing cumbersome, unnecessary or arising tasks, and to-do lists that can confuse the candidates.

The duties of each position must be listed accurately, clearly, and in detail

3.3. Rights and responsibilities

The right and responsibility given should be proportional to the duties and tasks of each position. Each employee has to actively perform tasks within his or her authority while taking responsibility for the results.

The rights mentioned usually include the financial and HR-related aspects, and the right to be represented in decision-makings and documents also. The primary responsibility refers to being responsible for financial resources, property, legal, and people involved in the work.

The rights and responsibilities of each position should be compatible with each other

3.4. Competency Requirements

Competency requirements are the minimum level requirements necessary for the job position to be able to perform the listed duties. Competency requirements include education, expertise, the knowledge that the candidate has learned, experience accumulated from other jobs, and attitude towards the job.

To complete a standard job description requires a lot of information. Writing a logical job description, employers will have an effective tool to manage human resources as well as activities at the business.

Competence is the minimum requirement for any job position

​4. Common mistakes when building job descriptions

Job description is indispensable in any recruitment process. Despite this vital role, many businesses still make mistakes in the process of building job descriptions, thereby decreasing efficiency. A few common mistakes in the process of writing a job description include:

• The title is not standardized, and confusing: The title is not clear and ambiguous, making it impossible for candidates to understand the specific job.
• Job descriptions don't look like reality: Misrepresentation can lead to misrepresentation of job value and cause payroll inaccuracies.
• A job description is too long and detailed, cumbersome: Many people put a lot of information into the description such as working rules, regulations, and commitments. This will misrepresent the purpose of the job description.
• Use Abbreviated or Confusing Terms: In specialized fields, the excessive use of abbreviations can confuse candidates, especially new candidates. Therefore, try to express in the most understandable words to save time and optimize work later.
• Set expectations above reality: Job descriptions that are too high standard will make employees feel overwhelmed and find it difficult to meet requirements. Therefore, it is necessary to set expectations per the mission and work required by the company.
• Duplicate job descriptions: This will lead to an unclear and unclear division of responsibilities, and employees will not understand the exact work to do.
• Do not provide information related to salary and benefits: Salary and benefits are two factors that candidates are very interested in. This is also a criterion for classifying and selecting jobs and also a way to attract more potential candidates.

Some factors to avoid making mistakes when making job descriptions

FAQs

In the above article, Viindoo has provided businesses with information on the steps to create a job description as well as necessary notes. Hopefully, the above sharing will help employers create the most detailed and accurate job descriptions. If you still have questions, follow the next articles to get answers and other useful information!

>>>> Other Posts:

• What is CHRO? Position and role of CHRO in the enterprise
• What is talent pool? The source of the talent pool and how to build it effectively