One of the biggest challenges that human resource managers face is in the drafting of actual job descriptions. A job description is basically a briefing of the actual job itself, providing just enough information about the job responsibilities and duties so that candidates and new hires can realistically learn what to expect. In addition, a job description is a legal requirement for human resources departments in order to comply with employment and hiring laws. If you are in the process of writing one, here’s how to draft the perfect job description.
A complete job description should include the following elements:
- The official title of the position.
- The division in which this position exists.
- The supervisor or department the position answers to.
- The clients or customers managed by this job.
- Overall responsibilities or purpose of the job.
- Detailed listing of key job duties.
- Conditions under which work is to be performed.
- Terms of employment (work hours, contract or hiring agreement, length of employment, EEOC clause).
- Qualifications (skills, education and work experience required) to perform the job.
- Measurable goals for the position.
So when drafting the job description, a human resource manager will want to perform an in-depth analysis of the actual job itself to make sure all areas are covered. This is especially true with a new job description or a change in a job description needs to be created. Human resource personnel can gather this information by observing the performance of employees in similar jobs and consulting with government labor and career description resources.
Another consideration when drafting the perfect job description is thinking about it in terms of the overall objectives of each department. Each job description should include information about the job duties and responsibilities that mesh with the responsibilities of other roles within the department without overlapping the duties of others. Often this takes coordinating efforts with management within each department to carefully decide who does what.
The best job description includes detailed information about the job duties, requirements and terms of the job so that job candidates and new employees have the information they need to make an informed decision about the work they are about to take on. Whenever possible, copies of job descriptions should be readily available for review during interviews, at the time a job offer is made, and throughout the length of employment whenever questions arise about job duties or for employment reviews.
When drafting the perfect job description, it’s important to keep in mind that the job duties and requirements must be realistic and reasonable for the type of work to be performed and the inherent benefits of the job itself. All of these factors must be in line with employment and hiring laws so that there are no unreasonable demands or discriminatory practices occurring in the hiring process.