Writing a job description can be a very difficult and daunting task. However as long as you follow these basic guidelines then you will find success.

Why are job descriptions required?

They are an essential tool for both the employer and the employee in order to understand the key roles and functions required for the position applied for. Without one, then accountability is a key issue that needs to be addressed. A properly written job description provides this.

Smaller companies may expect the employee to cover more tasks whilst larger companies may be more specific. However the fundamental job description should not be too different from one company to the next.

Writing a Job description
 
When compiling a job description  then please include the following points:-

• Main tasks of the job
• A job description is a snapshot of a job. First you need to know and be aware of the main tasks that the job entails.
• Main skills needed.
• Make a list of the main skills required. Don’t go into too much detail here. Keep it short but succinct.

Job Title

This should be the actual position the person is employed as. If the person is employed to fill a variety of roles then state such ie general office assistant rather than simply administration assistant which would be a person who simply carried out admin tasks and did not answer the  telephone etc.

Job description

This should include around 8 – 12 main tasks. Any more and it may be more like an operational manual and may be ineffective. Keep it short and brief.

1. Where the job is based at (and if they can be moved from this location)
2. Set key areas of responsibility and rank them in importance.
3. Double check everything (including spelling) then pass this on to an experienced member of staff to double check.
4. Job targets should not be placed within the job description.
   
5. Do not add conditions like ‘and anything else deemed relevant.’
6. Group individual tasks into main  broader responsibility areas.
7. Refer to ‘agreed procedures and policies’ rather than list individually.

The more senior the job then the more detailed the job description has to be.