Job Description or Position Description

The data collected through job analysis provides the basis for preparing job descriptions and job specifications. Job description is a functional description of what the job entails. It is descriptive in nature and defines the purpose and scope of a job. Job description includes basic job-related data that is useful to advertise a specific job and attract a pool of talent.  Job description is a written record of the appropriate and authorized contents of a job. It is a factual and organized statement describing the job in terms of its title, location, tasks, duties, responsibilities, working conditions, hazards and relationship with other jobs. It tells us what is to be done, how it is to be done and why. The main object of a job description is to differentiate it from other jobs and to set out its outer limits. Job description is an important document as it helps to identify the job and gives a clear idea of what the job is.

Purpose of Job Description

• The main purpose of job description is to collect job-related data in order to advertise for a particular job. It helps in attracting, targeting, recruiting and selecting the right candidate for the right job.

• It is done to determine what needs to be delivered in a particular job. It clarifies what employees are supposed to do if selected for that particular job opening.

• It gives recruiting staff a clear view what kind of candidate is required by a particular department or division to perform a specific task or job.

• It also clarifies who will report to whom.

Uses of Job Description

Job description is helpful in the following areas of human resource management:

• Job grading and classification.

• Placement of new employees on a job.

• Orientation of new employees towards basic duties and responsibilities.

• Promotions and transfers.

• Defining and outlining career paths.

• Redressal of grievances relating to duties and responsibilities.

• Investigating accidents.

• Locating faulty work procedures and duplication of papers.

• Work measurement and work improvement.

• Defining the limits of authority.

• Health and fatigue studies.

• Developing performance standards.

• Establishing a common understanding of a job between management and workers.

• Determining jobs for occupational therapy.

• Employee counselling and vocational guidance. 

• Organizational change and development

• Framing questions to be asked in the selection interview.

Some enterprises prepare more than one job description for each job. A brief version is used in hiring employees while a detailed version is used in training and evaluating a job. The job analyst first prepares the preliminary draft from the data obtained through job analysis. Comments and suggestions of the jobholder and the superior are obtained. After this the final draft is prepared. A job description is not a perfect reflection of a job. Moreover, jobs are modified when work patterns in the organization are changed. Jobs tend to be dynamic not static. Therefore, job description can quickly become outdated. It is necessary to make a job description as accurate as possible. The concerned parties should record appropriate information depending on its uses. They should also agree that a job description fairly reflects the job. Some degree of subjectivity enters into job description. Job description reduces flexibility, and it has been criticized on the ground that a job is largely what the jobholder makes it to be. Job descriptions once prepared are periodically reviewed and updated in the light of changing conditions and shortcomings revealed.

Contents of Job Description

A job description normally contains the following information: 

1. Job Identification: Job title, code number of the job, department or division where the job is located. This part of job description helps to identify and designate the job. It also reveals the relationship of the job with other jobs.

2. Job Summary: It describes the contents of a job in terms of the activities or tasks performed.

3. Job Duties and Responsibilities: It is the heart of job description. It describes the duties performed along with frequency of each major duty. Responsibilities concerning custody of money, supervision and training of staff, etc. are also described in this part. 

4. Working Conditions: The physical environment of the job is described in terms of heat, light, noise level, dust and fumes, etc. Nature of risk (hazards) and their possibility of occurrence are also given.

5. Social Environment: Size of work group and inter-personal interactions required to perform the job are given. Training and development facilities may also be mentioned.

6. Machines, Tools and Equipment: The names of major machines, equipment's and materials used in the job are described.

7. Supervision: The extent of supervision given or received is stated in terms of number of persons to be supervised along with their job titles. Designations of immediate superiors and subordinates may also be given.

8. Relation to Other Jobs: The jobs immediately below and above are mentioned. It provides an idea of vertical workflow and channels of promotion. It also indicates to whom the jobholder will report and who will report to him.

Guidelines for Preparing Job Descriptions

The following hints may be useful in writing a job description: 

• Give a clear, concise and readily understandable picture of the whole job

• Describe in sufficient detail each of the duties and responsibilities

• Emphasise accuracy, brevity and simplicity rather than an elegant style

• Use active verbs, e.g., type letters, sort out mail, distribute mail, train workers, etc. before each statement

• Avoid statements of opinion

• Examples of work performed may be quoted

• Indicate the extent of supervision received, and given

• Ensure that a new employee can understand the job by reading the job description

Job Specification or Position Specification

Job specification or position specification or employee specification is a statement of the minimum acceptable human qualities required for the proper performance of a job. It is a written record of the physical, mental, social, psychological, and behavioral characteristics which a person should possess in order to perform the job effectively.

Physical characteristics include height, weight, chest, vision, hearing, health, age, voice, poise, hand and foot coordination, etc. Mental characteristics consist of general intelligence, memory, judgement, ability to concentrate, foresight, etc. Social and psychological characteristics comprise emotional stability, flexibility, personal appearance, pleasing manners, initiative drive, conversational ability, etc. Other personal characteristics include sex, education, family background, job experience, extra-curricular activities, hobbies, etc. All these traits may be classified into three categories:

(a) Essential attributes which a person must possess.

(b) Desirable attributes which a person ought to posses.

(c) Contra-indicators which will become a handicap to successful job performance

Job specification tells what kind of a person is required for a given job. It serves as a guide in the recruitment and selection processes. It is also helpful in training and appraisal of employees. Job specification is criticised on the ground that it involves a great deal of subjectivity. It is restrictive in nature as it restricts the development of an individual in the job. Organisations generally tend to specify relatively high requirements for formal education and training with the result that highly qualified personnel end up doing routine jobs. Despite these problems, it is necessary to specify for every job the minimum acceptable human qualities. A specimen job specification is given below:

Purpose of Job Specification

• Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not.

• It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening.

• Job Specification gives detailed information about any job including job responsibilities, desired technical and physical skills, conversational ability and much more.

• It helps in selecting the most appropriate candidate for a particular job.

Job description and job specification are two integral parts of job analysis. They define a job fully and guide both employer and employee on how to go about the whole process of recruitment and selection. Both data sets are extremely relevant for creating a right fit between job and talent, evaluate performance and analyze training needs and measuring the worth of a particular job.

Job Specification Vs Job Description

Although a job specification and job description accomplish similar goals, they are also different tools in the hiring process. To help you better understand the difference between a job specification and job description, here is a list of details organized by category:

Content matter

These two sections of a job listing include similar content in that they both address a specific role, but the specific details are usually different. Here are the differences in content matter when comparing a job specification and a job description:

• Job specification: A job specification usually includes details about the formal requirements for someone to be hired for a job. This can include education, experience, skills and other characteristics that can be mandatory or preferred.

• Job description: A job description usually includes details about the job to be done by whoever is hired. This can include the job title, location, work conditions, a summary and sometimes supervisor details.

What's quantified

Job specifications and job descriptions can both be used to quantify, or measure, information about candidates during the hiring process, and the type of information each one measures is usually different. Here are the differences in what's measured, when comparing a job specification and a job description:

• Job specification: A job specification measures an employee's qualifications for the role being filled. These qualifications might be required in some instances or preferred in others.

• Job description: A job description quantifies the tasks and responsibilities that will be included with a particular job. These details are usually firm, unless the position itself changes.

Purpose

Though job specifications and job descriptions both usually appear in a job listing, their purpose is typically different. Here are the differences in the purpose of a job specification and a job description:

• Job specification: The purpose of a job specification is to ensure candidates know what is expected of their background and skills when applying for a position. It can also help hiring managers and HR professionals quickly evaluate potential candidates and compare them to these requirements.

• Job description: The purpose of a job description is to explain to candidates the tasks they'll be performing if hired. This is useful for potential applicants because it can help them determine to what degree they are qualified to fill the role. It can be helpful for hiring managers because it might make it more likely that qualified candidates will apply.

Benefits

Both of these sections have benefits for both applicants and hiring managers, and these benefits do vary slightly. Here are some benefits of a job specification and a job description:

• Job specification: Including a job specification in a listing can help make sure candidates know what is required of them before applying. They can use this information to develop a resume and cover letter specifically for each position they apply for. It can also serve as a useful benchmark for hiring managers when evaluating candidates.

• Job description: Including a job description in a listing can help candidates know what will be expected of their work when they are hired. This can allow them to develop application materials that explain how and why they are well suited to perform those tasks. It can benefit hiring managers by filtering candidates who are interested in and able to fulfill the role.

Difference Between Job Description and Job Specification

With the help of job analysis, two main documents are prepared namely, job description and job specification. Job Description differs from job specification, in the sense that the former is a statement that explains the essential needs of a job whereas the latter is a statement which states the least qualifications, required in the job holder for the performance of a particular job. 

These are an integral part of HRM because it is required for every single position of the organisation, whether it is a finance manager, HR manager, production manager, marketing manager or any other job of low echelon.

Job description list out the job title, tasks, duties, roles and responsibilities, with respect to the particular job. On the other hand, job specification is concerned with the listing of the incumbent’s qualification, skills, and abilities, that are needed to discharge the job efficiently.