Part 2 - How to create a good job description
In Part 1 of this blog we discussed how important it is to have consistent, detailed and up-to-date job descriptions to help with managing recruitment, pay and performance. In Part 2, we look at creating and reviewing these vital documents.
It all starts with a good template. This needs to contain contextual information about how the role fits in to the organisation; department, line manager, direct reports, location etc. Then it needs a snappy job purpose – why does the role exist, and what does it do to contribute to departmental/organisational objectives?
The bread and butter of the job description comes under Duties and Responsibilities. This is most effective presented as a bulleted list of not only the ‘what’ of the job, but also the ‘how’ this is achieved, and the ‘why’ – towards what aims or objectives. Following this three-step methodology brings the document to life, and makes it much more useful. As an example, ‘accurate entry of supplier invoicing into Sage accounting system so that ledgers are kept up-to-date and queries promptly resolved’ is much more useful than ‘undertake data entry’.
Completing the Person Specification is essential - include details of the type and level of experience required, and where this would have been gained. Remember to include the minimum levels of education and skills required; being careful not to assume that a degree is required when in reality it is a nice-to-have. And careful with use of ‘years’ of experience. This is no longer allowed under Age Discrimination legislation.
Your biggest challenge will be getting line managers to create these documents. Don’t expect them to do this well without appropriate training and support. Give them examples of job descriptions that fit the bill, and run sessions for them where they can learn the theory and practice writing them.
Creating good job descriptions is well worth it; for line managers, HR and the organisation. But they won’t just happen. You will need to invest in training, manage the process effectively and share the outputs to create the building blocks of HR infrastructure.
Click to read part 1 of this blog 'Job descriptions – the most important HR infrastructure you can have.'
