JOB SPECIFICATION

COMPLETELY BASED ON BUSINESS BUREAU-UK SMALL RESOURCE CENTER

USED FOR ONLY TEACHING PURPOSE AND GENERAL SENSITISATION

JOB SPECIFICATION
Once you are aware of the type of person you are looking to fit your job vacancy, you can now design a "Job Specification" profile. This outlines the "essential" and "desirable" qualities which would make the ideal candidate. It will act to focus your mind when advertising for the new job position and remind yourself of the qualities you require when interviewing

HOW TO DESIGN JOB SPECIFICATION

To design this profile, simply summarise your Personal Qualities list prioritising the essential or desirable qualities - an example on the right. The example is quite basic, but hopefully you will have a good idea how you might create and utilise one in your own business

PERSONAL QUALITIES SPECIFICATION

Defining Personal Qualities Firstly, you need to define what qualities you believe a person should posses in order for them to do the job you are offering. For example, a physical job might require that a person needs to be physically fit and able to lift weights of a certain excess weight; or you might require the person to be able to speak fluent French

: Qualifications

You need to consider why qualifications are important and which qualifications would assist a new employee to do the job proficiently. Remember an over qualified person may decide to use you as a stepping stone for better conquests. A lot can also be read into the educational career of an employee. Qualifications can express the level of ambition or drive a person has depending on their educational commitment.

Experience Examine the amount of skills or knowledge the person would need for the job. Balance the amount of training your business offers to the amount of time they may need to work on their own initiative, this will give you a fair indication as to the experience needed for the job. Remember that certain specialist jobs may not have vast numbers of experienced personnel waiting to fill the post, so you may need to compromise - but how much? Are you willing to take on employee with experience in other similar fields or are you going to strive to find an employee with specific experience? What are your reasons for this?

Qualifications

EXPERIENCE The more specialist the job, the more specialist training or knowledge will apply. You now need to decide what specialist training or knowledge would benefit your business. For example, if you are looking for an experience personnel assistant who has specific experience in the IT industry, you may need them to have specialist training or knowledge using email

PHYSICAL

Does the job require a lot of physical activity? - walking, climbing ladders or lifting heavy loads? The you need to decide on the physical fitness of your potential employee. Often a candidate will express their physical activities in their CV - active member of a rugby team, enjoy rock climbing or regular visitor to a gym. By don't ask for excessive fitness where it is not necessary e.g. delivering pizza's does not require a person can lift over 20Kg in weight

LIFESTYLE CHARACTERISTICS
Often, the lifestyle of an employee can effect their commitment or flexibility towards their job. Therefore it is important to consider the lifestyle of your ideal employee. If the job required flexibility, (shift work, regular overtime), then a person whose lifestyle involved frequent weekend holidays or frequent sports tournaments across the country, might mean they are not as flexible as you would like them to be. Often the hobbies and interests reveals quite a lot of about a person and should not be dismissed lightly.

PERSONALITY

If you are looking to employ someone who deals with the public or your important clients on a regular basis, you do not want to employ a person with an aggressive nature or is shy and introvert. Equally, you don't want to employ someone with an outgoing nature and enjoys the company of others to work on their own for long periods of time. A persons personality is often underestimated or undervalued, yet it can be as important as experience or qualifications. Now you have drawn up an employee profile, a picture should now start to immerge to the type of person who would fit the bill. All you need to do know is draw up a Job Specification which will take into account the personal qualities of your employee

Job Specification for a Credit Controller

QualityEssentialDesirableQualificationsMin 4 GCSE's - including Maths and English Experience At least 12 months experience working in a credit control department Specialist training or knowledge Assertiveness training or credit Control trainingPhysical Clear voice Lifestyle Characteristics Team or social activities Personality Friendly and confident, persistent but assertive

JOB SPECIFICATION

Job title: Reporting to: Responsibility for others: Overall purpose of the job (why does the job exist?) Key activities (start each one with a verb): Any special requirements (hours, travel etc.):

Personnel Specification

Company Name:
Job Title: CriteriaEssential Desirable Qualification/ Attainments Relevant Experience Skills and competencies Eg.Oral & written Skills. Analytical Skills. Arithmetical experience etc.*Circumstances Indicate if any special circumstances are attached to this post. (e.g. shifts, travel)*Should only be included if a justifiable requirement for the job.

NB: Drawn up by employer based on minimum versus ideal requirements of the position as a result of a Job Description.

ESSENTIALS OF EFFECTIVE JOB SPECIFICATION

A job description describes the major areas of an employee's job or position. A good job description begins with a careful analysis of the important facts about a job - such as the individual tasks involved, the methods used to complete the tasks, the purpose and responsibilities of the job, the relationship of the job to other jobs, and the qualifications needed for the job.

ESSENTIALS OF EFFECTIVE JOB SPECIFICATION

It's important to make a job description practical by keeping its dynamism, functional and current scenario. It should be flexible A poor job description will keep you and your employees from trying anything new and learning how to perform their job more productively. A well-written,practical job description will help you avoid hearing a refusal to carry out a relevant assignment because "it isn't in my job description."

ESSENTIALS OF EFFECTIVE JOB SPECIFICATION

Many jobs are subject to change, due either to personal growth,organizational development and/or the evolution of new technologies. Flexible job descriptions will encourage your employees to grow within their positions and learn how to make larger contributions to your company.

A Job Description should include a:

Job Title Job Objective or Overall Purpose Statement: This statement is generally a summary designed to orient the reader to the general nature, level, purpose and objective of the job. The summary should describe the broad function and scope of the position and be no longer than three to four sentences. List of Duties or Tasks Performed: The list contains an item by item list of principal duties, continuing responsibilities and accountability of the occupant of the position. The list should contain each and every essential job duty or responsibility that is critical to the successful performance of the job. The list should begin with the most important functional and relational responsibilities and continue down in order of significance. Each duty or responsibility that comprises at least five percent of the incumbent's time should be included in the list.

A Job Description should include a:

4. Description of the Relationships and Roles: The occupant of the position holds within the company, including any supervisory positions, subordinating roles and/or other working relationships. When using Job Descriptions for recruiting situations,

Job Specifications, Standards and Requirements:

The minimum qualifications needed to perform the essential functions of the job such as education, experience, knowledge and skills. Any critical skills and expertise needed for the job should be included. For example, for a receptionist, critical skills may be having: 1) a professional and courteous telephone manner 2) legible hand-writing if messages are to be taken 3) the ability to handle a multiple-lined phone system for a number of staff members 4) the patience and endurance to sit behind a desk all day.

Job Specifications, Standards and Requirements:

Job Location - where the work will be performed Equipment to be used in the performance of the job: For example, does your companys computers run in a Apple Macintosh or PC Windows environment? Non-Essential Functions: Functions which are not essential to the position or any marginal tasks performed by the incumbent of the position. Salary Range: Range of pay for the position. Keep each statement in the job description crisp and clear:

Job Specifications, Standards and Requirements:

Use un-biased terminology: For example: use the "he/she" approach or construct sentences in such as way that gender pronouns are not required. Avoid using words which are subject to differing interpretations: Try not to use words such as "frequently," "some," "complex," "occasional," and "several." If necessary, use explanatory phrases telling why, how, where or how often to add meaning and clarity: For example: "Collects all employee time-sheets on a bi-weekly basis for payroll purposes."