May 20, 2023
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Job Description Template & Job Specification Guide [Download]

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Both job description and job specification are crucial for an organization. Also known as an employee specification, a job specification is a written statement of educational qualifications, specific qualities, experience levels, physical, mental, technical, and communication skills required to perform a task, a work-related responsibility, and other unusual sensitive claims. The job specification is required for every organization and for every employee.

Job description and job specification

Job description: generally includes general information about the job itself, and a statement including the Job Title, Location, Summary, Duties, Working conditions, Reporting Method, and so on.

Job specification: The job specification definition covers a list of items including educational qualifications, training, experience, skills, logistics, initiatives, physical efforts, competencies, responsibilities, communication skills, emotional intelligence, etc. It is also called the person specification.

By enabling job specifications, the company is able to make the employees accountable for their roles and responsibilities. The Job specification also allows the employee to know the company’s expectations of the workforce.

A statement of the characteristics and qualifications of the employee required for satisfactory performance of the assigned duties and functions, including specific tasks or functions. job specification example is a higher degree or better emotional intelligence.

The specification of a job, or job spec is a written declaration of the characteristics, skills, knowledge, educational qualifications, and experience that a person must perform for a particular task.

After preparing a job description, the manager analyzes the skills and traits needed to perform the task and thus drafts a job specification. Job description and person specification examples are clearly different.

Job description vs. job specification

Job description and specification are two essential components of job analysis. The example of the job description and job specification are:

Job analysis refers to the description of tasks, duties, roles, responsibilities, and job titles, with zero job placement identification and related requirements.

It is a person who must fulfill this position by fulfilling the skills, qualifications, knowledge, and experience.

The job description is a written document that summarizes all information related to a particular job, including roles, responsibilities, and duties in a systematic manner.

The job specification is a set of specific qualities, knowledge, and experiences, a person must be entitled to perform a specific task.

A job specification of a finance manager should be related to his financial education, training, and competencies. job specification of HR manager will revolve around his learning, and education related to Human Resources. On the other hand, the marketing manager’s job specification should incorporate his knowledge, education, learning, training, and intelligence associated with the marketing area.

Material: A job specification is the human qualities required for a job. For example

Educational competency defines the specific requirements of a person’s academic knowledge. These include his schooling, postgraduate, postgraduate, and other such qualifications in which he holds a degree or mark sheet.

The required skill refers to a specific set of specific skills that are necessary for the proper performance of a given task. The organization may ask candidates for a certificate of training in this national skill or not.

Experience is the candidate’s past and current employment or company information, including company name, postal, period, salary package, work profile, etc.

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Example

Let us assume that ABC Ltd is looking for a sales executive. It posted the job description and job specification about the post on a job portal. It looks something like this:

Job Description – Sales Executive

About Us:

QPR Ltd is a renowned marketing and advertising company with branches spread across the country and employs about 15 employees.

The company is B2B sales where its clients are usually large business firms and some of them are corporate leaders.

Job title: Sales Executive

Introduction:

We are looking for aspiring sales executives for companies. This is an office job where potential customers have to make outbound calls to convert the client to the client. However, the candidate may need to travel to different cities at different times.

We are looking for someone who has great communication skills and trusted strength.

Duties and Responsibilities

  • Make outbound calls.
  • Create new clients.
  • Achieve sales goals.
  • Conduct customer searches directly.
  • Sales report ready.
  • Explore and seize new business opportunities.
  • Keep sales records in CRM software.

Job Specifications – Sales Executive

Educational Qualification: Any graduate / MBA in Marketing or Sales is preferred

Personality, Skills & abilities

  • Excellent communication skills
  • Positive attitude
  • Ability to work under pressure
  • Negotiation skills
  • Ability to manage customer
  • Takes initiative
  • Able to work long hours
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Experience: 0-1 year of experience is preferred in similar work profiles.

The benefits of job specifications

The job specification is the basis of the recruitment process as it defines the selection criteria for the candidates. Let’s understand the various benefits:

Those who meet the eligibility criteria the most will be saved by scrutinizing prospective candidates for a resume.

It serves as the standard of human resources managers for the training and guidance of employees.

It provides prospective candidates with an overview of all the relevant requirements of a particular job.

The job specification helps candidates find a suitable job that fits their skills and abilities to the job profile and qualification criteria mentioned above.

This paves the way for candidates to analyze and evaluate performance.

Matter

Job description often lists out the job title, location, job abstract, working atmosphere, duties to be carried out on the job, and so on.

Job specification lists out the {qualifications}, experience, training, skills, emotional attributes, and psychological capabilities of a person to carry out the job.

Importance

Job description presents ample details about the job which helps the administration in evaluating the job efficiency and defining the coaching wants of an employee.

Job specification helps the candidates who’re making use of a job to research whether or not they’re eligible for a selected job or not.

Advantages

Job description statement helps the organization to be clear about ‘Who ought to do what’.

Job specification statement helps the management to make choices relating to promotion, bonuses, internal transfers, training needs, and salary increases.

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Methodologies

Job description measures the tasks and duties attached to the job.

Job specification measures the capabilities that the job holder should possess to carry out the job.

Difficulties

As we know, job descriptions originate from job specifications; It also has some related issues. Let’s take a look at these limitations:

Changes in technology affect the needs of the company, such as changing the skills, abilities, experience, roles, and knowledge needed to perform the duties correctly.

A job specification is a long process and requires complete knowledge of the job location. I hope this article on the job description and job specification was worth reading.

Job Description Templates [FREE Download]

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