Trisha T.

Dela Cruz
Master’s in Business Administration

HRDM SCRIPT REPORT_JOB DESCRIPTION vs. JOB SPECIFICATION

Definition of Job Analysis

 Job analysis is the procedure for determining the duties and skill requirements of a job
and the kind of person who should be hired for it.
 Organizations consist of positions that have to be staffed. Job analysis is the procedure
through which you determine the duties of these positions and the characteristics of the
people who should be hired for them. The analysis produces information on job
requirements, which is then used for developing job descriptions (what the job entails)
and job specifications (what kind of people to hire for the job).
Job Description - A job description is a useful, plain-language tool that explains the tasks,
duties, function and responsibilities of a position.
 Meaning, since it involves the task, duties and responsibilities, it also details who
performs a specific type of work, how that work is to be completed, and the frequency
and the purpose of the work as it relates to the organization's mission and goals.
 Example: We are recruiting to fill the position below. A human resources manager with
people management skills and the ability to carry out duties in a way that promotes
employee welfare and the company's growth.
Key Elements of Job Description
1. Task - a piece of work to be done, especially one done regularly, unwillingly, or with
difficulty.
2. Duty - is an obligatory task, conduct, work or service, that emerge out of an
individual's position, occupation or role
In management, the word 'duty' is used to define the tasks or functions which an
employee has to perform, as it is a part of his/her job. so you are oblige to do tasks
the binigay sayo ng company as it is also part of your job description.
3. Responsibility - are duties that an individual or department carries out on a regular
basis.
When an employee or manager is responsible for a task, you can hold them
accountable in case they didn't perform well their task that resulted to low quality
of output. Responsibility include how accountable you are in performing certain
task.
Job Specification - A job specification is a statement of the qualifications, personality traits,
skills, etc. required by an individual to perform the job.
 Outlines specific traits a person needs to do the job. Typically, that includes the
qualifications, skills and personal traits you need to be successful.
 Example: a marketing manager job description might specific a minimum number of
years in the marketing field and experience with digital marketing. Typically, entry-level
positions don't have work experience requirements, but management or advanced careers
often want you to have a certain amount of experience.
Key Elements of Job Specification
1. Knowledge
 is the theoretical understanding of a subject. It’s what you’ve learned through
education or work experience. For example, in building and construction, you will
require knowledge of materials, methods, and the tools involved in the construction or
repair of houses, buildings, or other structures such as highways and roads.
 Education or experience, specialized training, personal traits, interpersonal skills, or
specific behavioral attributes.

2. Skills.
 In the workplace, there are two kinds of skills: technical skills and soft skills. Knowing
how to accomplish specific tasks like cooking, computer programming, or teaching, are
called technical skills. They relate to a particular occupation. You may have learned
technical skills from past work experience, school, or training. These skills are often
included in job listings to describe the tasks of a position.
 Examples are:
Build a cabinet
Read an image
Operate equipment
Paint a portrait
Write computer code
Teach a lesson
Investigate a scientific question
Sell products to customers

 Employers also want employees who fit in and get along well in the workplace. That
requires soft skills. These are so valuable that soft skills are often the reason employers
decide whether to keep or promote an employee. Some soft skills can be taught in school.
But most you learn in everyday life and can improve at any time.
  Examples are;
Good communication skills
Critical thinking
Working well in a team
Self-motivation
Being flexible
Determination and persistence
Being a quick learner
Good time management

3. Ability
 is synonymous with capability, potential, or capacity. It determines whether or not
you possess the means to do something

DIFFERENCE
 Comparing the two, the description focuses more on-the_-job specifics_ while the
specification focuses on the person filling the position. That means you'll see things
such as a general description of the job, specific duties, environment and location in
the job description. In the job specification, you'll see things such as educational
requirements, training, technical skills, experience and an personality traits they
company desires for the person filling the role.

https://www.shrm.org/resourcesandtools/tools-and-samples/how-to-guides/pages/
developajobdescription.aspx#:~:text=A%20job%20description%20is%20a,the%20organization's
%20mission%20and%20goals.