Job Description Guide and Example Template

What is a Job Description?

A job description is a formal document that outlines the essential duties, responsibilities, qualifications, and skills required for a specific role within an organization. Job descriptions can be summarized to be included as part of a job posting.  It serves as a critical tool in the recruitment process, helping to attract suitable candidates and set clear expectations for the role. An effective job description provides sufficient detail for candidates to assess their suitability for the role. Furthermore, an Indeed survey found that 52% of job seekers consider the quality of a job description to be very or extremely influential in their decision to apply.

Key Components of a Job Description

1. Job Title

2. Job Summary: A brief overview of the role, including its purpose and key functions.

3. Duties and Responsibilities: A detailed list of the tasks and activities the employee will be responsible for.

4. Qualifications:

• Education: Required educational background (e.g., degrees, certifications).
• Experience: Relevant work experience needed for the role.
• Skills: Specific skills and competencies required (e.g., technical skills, soft skills).

5. Working Conditions: Information about the work environment, such as office setting, remote work possibilities, physical demands, and any special conditions (e.g., travel requirements).

6. Salary Range and Benefits: Details about the compensation package, including salary range, benefits, and any other perks.

7. Company Information:

• Mission and Values: A brief description of the company’s mission, vision, and core values.
• Culture: An overview of the company culture and work environment.
• Working Location

8. Application Process: Instructions on how to apply, including any specific documents required (e.g., resume, cover letter), application deadlines, and contact information.

Why a Job Description is Important?

The job description is important because it provides the following benefits:

• Attracts the Right Candidates: Provides detailed information to help potential applicants assess their fit for the role.
• Sets Clear Expectations: Helps both the employer and the employee understand the role’s requirements and responsibilities, reducing ambiguity.
• Guides Recruitment: Assists hiring managers and recruiters in identifying and selecting candidates who meet the job criteria.
• Supports Performance Management: Provides a basis for evaluating employee performance and identifying areas for development and improvement.
• Ensures Legal Compliance: Helps ensure that the hiring process is non-discriminatory and that the job requirements are job-related and consistent with business necessity.

How to Write a Job Description?

1. Job Title

Make your job titles specific and targeted, as precise titles are more effective than generic ones. Include key phrases that accurately describe the role. According to a survey, 36% of job seekers use the job title as their primary search term on job sites. Avoid using internal jargon that might confuse applicants; use standard terms for experience levels, like “Senior,” rather than less common terms like “VI.” Ensure the language in your job description is inclusive. Review the final job description to revise any wording that might unintentionally exclude any groups of potential applicants.

2. Job Summary

Start with a compelling, attention-grabbing summary. This should provide an overview of your company and outline expectations for the position.

Engage your reader by highlighting what makes your company unique. Your job description serves as an introduction to your company and your employer brand. Include details about your company culture to explain why a candidate would enjoy working with you. According to a survey, 72% of job seekers consider details about company culture extremely or very important in job descriptions. Additionally, specify the exact job location to help your posting rank higher in job search results.

3. Responsibilities and Duties

Detail the core responsibilities of the position while maintaining clarity and conciseness. Highlight any duties that are unique to your organization to provide candidates with a clear understanding of the requirements. For instance, if the role involves "Event Management" and necessitates social media expertise for event promotion, be sure to include this detail to assist candidates in assessing their qualifications.

Emphasize the day-to-day activities associated with the position. This enables candidates to grasp the work environment and typical tasks they will encounter. Offering this level of detail aids candidates in determining alignment with both the role and your company, facilitating the attraction of top talent.

Clarify the position's placement within the organization by specifying the reporting structure and how the individual will function within your company. This contextual information allows candidates to grasp the broader significance of the role and its impact on the business.

4. Qualifications and Skills

Provide a concise list of both hard and soft skills required for the role. Specify educational background, previous job experience, certifications, and technical skills necessary for the position. You may also include soft skills such as communication and problem-solving abilities, as well as personality traits conducive to success in the role.

However, it's crucial to keep the list concise. While it might be tempting to list every qualification and skill you desire in an ideal candidate, overwhelming them with too many requirements could deter potential applicants. According to a survey, 63% of candidates decided not to apply for a job because they felt unfamiliar with the specific tools or skills listed in the job description, while 47% refrained from applying due to lacking the specified years of experience.

Therefore, it's essential to distinguish between must-have and nice-to-have skills and qualifications to encourage a broader range of candidates to apply.

5. Salary and Benefits

Quality candidates seek opportunities that align with their salary expectations. However, most of candidates seldom or only occasionally encountered job descriptions with salary information.

To distinguish your job posting and attract top-notch candidates, consider including a salary range. This transparency not only helps candidates assess whether the position meets their financial needs but also demonstrates your commitment to fair compensation practices.

Besides, highlight the attractive perks and benefits your company offers to candidates. The benefits package can significantly influence a jobseeker's decision to accept a job offer. Encourage more applicants by showcasing the appealing rewards and benefits available to your employees, such as:

• Unlimited Paid Time Off (PTO)
• Flexible Working Hours
• Comprehensive Medical, Dental, and Vision Coverage
• Office Snacks
• Transportation Allowance
• Insurance

5 Common Mistakes to Avoid in Job Descriptions

1. Using Internal Terminology: While your company may refer to certain tools or processes by internal names, using such terminology in job descriptions can alienate external candidates. Stick to well-recognized requirements to appeal to a broader audience.
2. Excluding Stakeholders: Ensure the accuracy of job specifications by involving various business areas in the process. Input from HR, line management, and employees in similar roles can provide valuable insights.
3. Setting Unrealistic Expectations: A job description should accurately represent the skills and experience required for the role, rather than presenting an unattainable wish list. Focus on essential qualifications to attract qualified candidates.
4. Using Discriminatory Language: Be mindful of the language used in job descriptions to avoid unintentionally discriminating against certain groups. Regularly review job descriptions to ensure compliance with legal requirements and promote diversity in hiring practices.
5. Neglecting Regular Review: Organizations evolve over time, and so do job requirements. Regularly review and update job descriptions, ideally on an annual basis, to reflect changing needs and ensure relevance.

Job Description Example (Template)

Take the General Manager as an example:

[Job Title] General manager

[Job description]

[Job Overview] We are looking for an experienced General Manager. You will give leadership to the whole team, recommend the most efficient processes, and drive sales.

[Responsibilities & Duties]

• Take full P&L responsibility for the business.
• Manage all staff across sales, operations, administration, and finance.
• Look for potential business growth and research market potential.
• Aim for and achieve a great increase in revenue in the target markets.
• Lead, inspire, and motivate all direct reports.
• Create and implement effective business plans.
• Give presentations at meetings, events, and openings when necessary.

[Job Salary & Benefits]

• [X] salary
• [X] vacation days
• Sick, personal, and parental leave
• Child and elder care
• Health insurance
• Retirement plans
• Professional development

[Qualifications & Skills]

• Excellent communication and presentation skills.
• Strong leadership skills.
• Ability to develop a high-performing team.
• Ability to multitask while adapting to changing priorities.
• [X] year(s) experience in sales.
• A proven track record of handling a variety of management tasks.
• Excellent verbal and written communication in [X] language.
• [X] degree in Business Administration or relevant fields.

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