Recruitment - A job description is a detailed statement about the nature of the job and the overall purpose of the job.

Amy Loring 3062

Job description

A job description is a detailed statement about the nature of the job and the overall purpose of the job. The job description should identify the tasks and responsibilities that are involved in that job. This document is likely to form part of an employee’s contract of employment. Job descriptions are based on objective information often found through undertaking job analysis. It gives an understanding of the skills required to accomplish needed tasks, and the needs of the organization to produce work. It can also be used for reviewing how an existing employee is doing.

Benefits of job description

The benefits of a job description are that it clearly defines what is expected as an employer. As an employee, a well-written job description can help you be prepared and informed of what is expected of you. If done correctly, it can be a useful tool to aid in the communication between management and employees by especially when being used to appraise performance. If an employee does not perform effectively a job description may also be used to support disciplinary procedures and possible dismissal.

Job description features

Job description shows the position title as the first thing. It is then followed by the name of the person responsible for overseeing that position and the job location; it also includes the pay scale range. Working conditions such as holiday entitlement and rate of pay are an important thing to include as this is a way for prospective employees to decide if they are interested in the position.

Scope of the post – gives guidance on possible promotion.
Title of the job – gives an idea of what the job is about and an insight into the level of responsibilities.
Department and location – if the organization is large and where it is located within the organization structure.
Broad terms – gives an idea of what is involved in the post. Some roles change depending on how the business is doing.
Responsibilities – if the employee has any people or resources they are responsible for.
Responsible to whom – who the job holder reports to and should go if they have problems.
A list of the main tasks to be undertaken by the job holder.

Purpose of job description

The purpose of job descriptions helps to decide what qualities the successful candidate needs to have and draw up a person specification to help recruit the right person. It helps the candidate to understand what is exactly expected of them. Good job descriptions do not limit employees but encourage them to grow their skills and develop their ability to contribute within their organization.

Person Specification

A person specification gives information about the type of person they are looking for to make the job decision. It is a description of the education, personal ...

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Purpose of job description

Person Specification

A person specification gives information about the type of person they are looking for to make the job decision. It is a description of the education, personal qualities, general skills and characteristics that are required to successfully complete the job. Previous experience required might also be described.

As seen in the example person specification each of the terms mentioned in the documents may be classified as essential (i.e. the successful candidate must have them) or desirable (it would be good if the candidate had them but not essential)

Purpose of Person Specification

It can be used to screen applicants. If a job has attracted many possible applicants the selectors can use the person specification to decide who invite for the interview. For example as long as all essential items are fulfilled then the candidates who fill most of the ‘desirable’ might be the only ones to be invited for the first interview.

On the other hand if there are very few applicants and none of them fulfill all the essential items then the selector may decide to compromise and decide which are most important or start all over again.

Application Documents

The purpose of application forms is to gather information about the candidate that will give definite clues about personal attributes.

Organisations will compare what is on the application form and the most promoting applications will be short listed. It can be done online or paper based.

The main advantage for a business using its own tailored application form is that it only receives the information that it needs to know to help it choose the right candidate for the job and if every potential candidate completes the standard application form the company can compare.

Curriculum vitiate (CV)

This is written and prepared by job seekers. It will show prospective employers with the job seekers details including:

Personal details
Qualifications
Interests
Education and qualifications
Work experience
Ambitions

It can also include any other information that may persuade the employer to give them the job or consider giving them an interview. Referees are also given.

The advantage of a CV is that it may give additional impressions of a candidate, particularly when looking for skilled, higher level employers. A disadvantage of a CV is that it may be long winded and not give precisely the information that is needed.

Selection criteria for short listing

When applicants submits their application the know that the employer will use it to compare to other applicants. The person specification is used to match up against the applicants personal details so it is easy to see how they compare.
When choosing an applicant to go forward to a short list it is important that the reasons why they were put forward are recorded down. When rejecting applicants this also needs to be done so that it avoids discrimination. The company must be able to prove an objective, fair, non-discrimination selection process.
All applicants are entitle to see why they were or were not put through. Some chose to ask for feedback and the employer needs to be able to give it to them. This is regarded as good HR practice and is good for public relations.
Assumptions are not to be made about the application and using a fair objective process gets rid of any stereotyping or chances of discrimination.

The selection process is the process through which an employee tries to select the best candidate for a job vacancy. A short list is the list of people who are selected for the next stage of the selection process e.g. first interview, second interview, assessment centre, final interview. By producing a short list this reduces the time and money involved in the process as it means that less appropriate candidates will not be interviewed and if, say 200 applicants are interested in one vacancy producing a short list is an effective use of time and money. The person specification can be used to ensure fair and effective short listing using information provided by the candidates in their original application or at interview.

Application packs

Application packs are information for potential candidates. Employers write application pack informing candidates as what is going to happen within the selection process. This can make it easier for them to understand and know their tasks ahead. The application pack shows typical days within the organization that they need to participate in any tasks or test they need to complete at interviews.

Application Forms

Applications forms are pre-written by the organization. They are distributed to any applicants who applying for the job. This is a useful method because all of the applicants have to answer the same questions. This makes it easier when putting applicants into a short list because there may be a few questions which tell the employer most about a potential applicant and they can compare the skills needed to the skills that they have.

Internet Applications

The internet can be used to attract new recruits. They are very similar to applicant forms but they are completed over the internet and sent via the organizations website.

Selection criteria

Selection criteria are the standards that the panel consider when assessing the candidates. The criterion is divided into two sections essential and desirable.

Essential criteria are necessary to undertake the tasks that they need to carry out if they take the job. Desirable criteria

A grid is often used as it’s the easiest way to compare the candidates. When a candidate is chosen or dismissed the reasons why need to be stated so that discrimination cannot

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