A job description is a brief description about the job, designed by the employers for the employee. This is a list that contains the general tasks, responsibilities and functions that the individual appointed for the job position has to perform or is held responsible for. This document often include to whom the position reports, specifications like qualification or skills needed by the person appointed for the job. Job descriptions are usually narrative, but some may instead prefer a simple list that is descriptive that is designed or constructed as a shortlist of competencies. Basically a job description is a document that clearly lays out a job’s duties and requirements.Although the design or layout of the job description is described or differs depending on the firm and it may sometimes take many forms but it typically includes at least these four sections, firstly a brief summary of the job, then a list of job duties and requirements for the job it also includes any other important information about the job. An accurate, up-to-date job description can help the employer to make sure and hire the right candidate, similarly the candidate can also get appointed at the job that is right for them and they can analyse their individual capabilities based on the specification available on the job description, a job description is also has the details of the salary or compensation offered to the candidate, considering the requirements, competencies and evaluating performance.
Creating a job description is a daunting task that is generally performed with the help of the human resource department. 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. Then a list of requirements, related to skills and qualifications is laid out, a list of the possible roles, duties, functions and responsibilities is also considered and laid out to set out the purpose of a job, where the job fits into the organisation structure, but mainly the job description is helpful to ascertain the accountabilities and responsibilities of the job and the key tasks to be performed.
Why is a job description important?:
- A job description is one of the important documents of the organisation as it defines where the job is positioned in the organisation structure and it provides essential information to potential employees so that they can determine the capabilities of individual applicant according to the job description and recruit the best candidate that is right to do the job.
- Basically the specifications of the potential employees are compared to analyse weather the applicant tis capable for the job or not in this way the candidate best for the job is appointed for the firm.
- As everything id laid out in written the job description, it forms an important form for legally-binding contract of employment.
- An individual appointed for the job will have a fair idea about the functions that he/she has to perform after being appointed fir the job and in this way the individual objectives are set. Hence the employee will perform based on the job description so there is no chance of any misunderstanding or misconceptions so undoubtedly the job description becomes an important document in the organisation
As the job description is an important document it is very important for the employers or the HR department to carefully analyse and prepare the contents of the job description as each individual organisation has different jobs and specification the job description for a post may differ from one organisation to the other but generally the main contents of a job description are similar and they are:
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- What are the Job Descriptions?
This indicates the role/function that the job plays within an organisation, and the level of job or the department for which the job description is designed, here a brief description about the job is provided so that the candidate may get a brief idea about the job and this also helps the candidate to ascertain who is the immediate boss and who are the subordinates under him.
Duties and responsibilities:
A list of possible duties and responsibilities that the candidates appointed for the post is responsible to perform are listed here. This part also contains the details of the workplace or employment conditions.
Qualifications and skills:
According to the functions and responsibilities of the job the list of possible qualifications and skills required by the candidate appointed for the post is specified here. This part includes any special skills that the employee must possess; here the experience required for the candidate is also stated.
Finally according to the job duties, responsibilities, functions, qualification, and skills the compensation that is offered to the candidate is specified here.
Hence job descriptions clarify duties and responsibilities for certain tasks, and help the employee understand the specifications of the position. A Job description is also helpful to maintain a healthy employment relationship and is an ideal prerequisite for accurate and meaningful evaluations.