Create the best job description: inclusions, Steps & tips

In today’s hyper-competitive job market, attracting the right talent is as much an art as it is a science. At the forefront of this challenge lies the humble job description, a tool often underestimated in its influence and power. While a job post might be the first touchpoint for a potential candidate, the job description within it can be the deciding factor between an application submitted or a missed opportunity.

This article explores the nuances of creating job descriptions such as their inclusions, how to create them step by step, and a few tips. Whether you’re a seasoned recruiter, a hiring manager, or a business owner aiming to expand your team, this guide will offer invaluable insights to refine your job posting.

What should be included in a Job Description?

Crafting an effective job description is more than an administrative chore; it’s a cornerstone of the hiring process. By articulating the fundamentals of a role, it creates a bridge between employer expectations and prospective employee understanding. Both reputable scientific studies and institutional guidelines, such as those from Wright State University, offer insights on the foundational elements of a comprehensive job description.

Here is a quick summary in a table, which will be followed by more detailed explanations of each inclusion.

Inclusion	Example
Position Title and	– Title: Archivist
Reporting Structure	– Reports to: Director of Library Services
Role Responsibilities and Duties	– Manage and maintain the university’s historical records – Collaborate with academic departments for research projects
Qualifications and Requirements	– Bachelor’s degree in History or Library Science – 2+ years of experience in archiving – Proficiency in digital record-keeping systems
Job Purpose	– Purpose: Preserve and catalog the university’s historical records for future research and reference.
Work Conditions	– Conditions: Office setting, occasional weekend shifts, handling old manuscripts.
Elements of Job Design	– Offering autonomy in organizing exhibitions – Opportunities to engage with rare artifacts

Position Title and Reporting Structure

First and foremost, the Job Title serves as a brief descriptor (1-4 words), encapsulating the role’s essence, purpose, and scope. Titles such as ‘Archivist’ or ‘Associate Director Disability Services’ are illustrative examples. Furthermore, it’s paramount to state the position or role to which the new hire would be reporting (Butler, 2008). Clarifying the hierarchical structure assists candidates in visualizing their potential growth within the organization.

Role Responsibilities and Duties

Central to any job description are the Duties and Responsibilities. At the heart of this section are the tasks and activities expected of the role-holder (Butler, 2008). As recommended by Wright State University, details like the frequency of tasks, potential budgetary or financial responsibilities, and levels of interactions within and outside the organization should be articulated.

Qualifications and Requirements

Beyond mere duties, there are Qualifications—mandatory (required) or beneficial (preferred)—that candidates must possess (Butler, 2008). This encompasses educational backgrounds, certifications, specific skill sets, and other experiences essential for the role’s effective execution.

Job Purpose and Work Conditions

Delving deeper, the Job Purpose offers a high-level overview of the role’s significance within the organization. Meanwhile, Working Conditions provide insights into the environment, stipulated hours, and other unique demands intrinsic to the role (Abdullah et al., 2018). Every position operates within a broader context, and understanding this context can be pivotal for potential employees.

Elements of Job Design

In the evolving landscape of work, understanding what drives employees is crucial. The modern job description should consider aspects like job autonomy and intrinsic motivation to ensure roles not only attract but retain talent (Joo et al., 2010).

In conclusion, a robust job description stands as a harmonious blend of a role’s title, its position in the organization, responsibilities, qualifications, contextual understanding, and factors affecting job satisfaction.

How to Create An Effective Job Description (Step-by-Step)

1. Start with Research
   • Dive into industry reports, competitor analysis, and online job boards to understand the market.
   • Look for similar positions in the industry, noting common responsibilities and qualifications.
2. Find a Suitable Template
   • Search online for job description templates tailored to your industry or the specific position.
   • Review a few templates to find one that aligns best with your company’s structure and the role’s requirements.
   • You can also create your own template, from which you can seek inspiration by checking out our job posting templates.
3. Collaborate with Relevant Stakeholders
   • Schedule meetings with department heads, team leads, or current employees in similar roles to gather insights.
   • Discuss the specific tasks, projects, and goals associated with the role.
4. List All Inclusions Mentioned in the Previous Section
   • Ensure that all essential components like Position Title, Role Responsibilities and Duties, Qualifications and Requirements, Job Purpose and Work Conditions, and Elements of Job Design
   • List more than not enough, and then you can cut down to make it more concise.
5. Modify the Template
   • Add, remove, or modify sections in the chosen template based on the insights and task list you’ve compiled.
   • Ensure it fits the company’s style, voice, and branding.
6. Review, Revise, and Complete
   • Revisit the description to ensure all elements from the inclusions are there.
   • Complete the job posting by adding any missing elements such as working conditions, supervisory responsibilities, or preferred qualifications.

Tips on how to make your job description better

1. Harness Actionable Language: Utilize clear verbs to vividly illustrate tasks and responsibilities. Painting a clear picture of the role helps in resonating with the potential candidates. Moreover, weaving in industry-specific terms and methodologies not only makes your description stand out but also ensures it resonates with professionals in the field.
2. Strive for Clarity and Conciseness: Based on insights from Firth (1989), an effective job description should be lucid, up-to-date, and well-constructed. Achieve this by employing direct, concise language and avoiding jargon. Organize the content systematically with headers for different sections and use succinct paragraphs to present information without overwhelming the reader. Regularly review and remove any redundant details, focusing on essentials.
3. Champion Inclusivity: Make it a priority to ensure your job description speaks to all, irrespective of their background. Replace any biased or exclusionary phrases with neutral, inclusive language. A genuine commitment to diversity and equal opportunity, reflected in your description, can attract a diverse range of candidates and speaks volumes about your company’s values.
4. Seek Feedback: Before publishing, have someone else review the description. This could be a colleague, an HR professional, or even someone unfamiliar with the role. Their fresh perspective can highlight inconsistencies or areas that might benefit from refinement, ensuring your job description is as polished as possible.
5. Stay Current: As roles evolve and industries shift, so should your job descriptions. Make it a habit to revisit and revise them periodically, ensuring they reflect the most recent expectations and requirements of the role.
6. Promote Growth and Development: Highlight opportunities for professional growth within the role. Candidates are more likely to be attracted to positions where they see a clear path for advancement and skill development.

Using these tips, you can craft job descriptions that are not only effective but also stand out in a competitive job market.

After incorporating these tips into your job description, you might find the entire recruitment process still poses challenges. Even with a perfect job listing, reaching the right audience, evaluating numerous candidates, and making the ideal selection is no small feat.In today’s fast-paced business environment, the intricacies of hiring can consume a significant portion of your time and resources. If you’re contemplating how to further optimize and streamline your hiring strategy, it’s worth considering the distinct advantages a specialized partner can offer. This brings us to the question: have you ever thought about the benefits of partnering with a recruitment agency?

References

• Abdullah, H., Zytoon, M., & Sayed, N. (2018). Assessment of the quality of job descriptions of safety jobs in the saudi companies. Journal of Safety Studies, 4(1), 1. Link Here.
• Butler, M. (2008). Job descriptions for interlibrary loan supervisors: core functions and best practices. Journal of Interlibrary Loan Document Delivery & Electronic Reserve, 19(1), 21-31. Link Here.
• Firth, R. (1989). Write a job description.. BMJ, 298(6683), 1306-1307. Link Here.
• Joo, B., Jeung, C., & Yoon, H. (2010). Investigating the influences of core self-evaluations, job autonomy, and intrinsic motivation on in-role job performance. Human Resource Development Quarterly, 21(4), 353-371. Link Here.