Browse our jobs and apply for your next role.
Here to help you fill your next vacancy.
Garry
How to Write a Job Specification
Creating an effective job specification is crucial for attracting the right candidates. A well-structured job specification not only saves time in the recruitment process but also helps ensure you receive applications from individuals whose skills, experience, and personal attributes are best aligned with your business. This guide provides a comprehensive approach to writing a job specification, focusing on clarity, detail, and relevance to ensure you find the best fit for your role.
Understanding the Main Purpose
The first step in writing a successful job specification is defining the job’s primary purpose. The objective here is to clarify the fundamental reasons the role exists within your business. By clearly stating the main purpose, you help potential candidates understand how their work will contribute to the company’s overall goals.
For instance, if you are hiring a Production Manager, you might define the role’s purpose as:
“To oversee the day-to-day production operations, ensuring efficiency, quality control, and compliance with health and safety regulations.”
This sets the stage for candidates, providing them with a snapshot of what they are expected to achieve if hired.
Role and Company Overview
Next, provide a brief overview of your company and where the role fits within the organisation. Highlight the company’s culture, values, and mission, as well as the role’s importance in achieving these objectives.
For example:
“Allstaff Recruitment, a leader in the recruitment industry for over 40 years, prides itself on delivering tailored staffing solutions to businesses across Scotland. As a growing employee-owned business, we’re looking for a dynamic HR Advisor to join our team in Glasgow. This role is critical in ensuring our HR operations align with the company’s strategic goals.”
This section not only gives insight into the company but also sets the tone for the type of candidates you’re hoping to attract.
Duties and Responsibilities
Outlining key duties and responsibilities is essential in ensuring candidates understand what will be expected of them. Use bullet points for clarity and ensure that each point is specific but not overly detailed.
Example for a Marketing Manager role:
– Develop and execute marketing strategies to increase brand awareness
– Manage social media campaigns and email marketing initiatives
– Collaborate with internal teams to align marketing strategies with company goals
– Oversee the marketing budget and report on campaign performance
A concise list of duties allows candidates to quickly assess if they are suited for the role and whether the responsibilities align with their skills and experience.
Required Qualifications, Knowledge, and Skills
Clearly defining the qualifications, knowledge, and skills necessary for the role will help attract the right level of talent. Be sure to include both technical and soft skills.
Example for an Accountant role:
– ACCA/CIMA qualification
– Proficient in financial software, including Sage and Excel
– Strong analytical and problem-solving skills
– Excellent communication skills to liaise with stakeholders at all levels
Ensure that this section sets a clear expectation of the qualifications and knowledge that are essential versus those that are desirable but not mandatory.
Experience Requirements
This section should outline the relevant work experience required for the role. Be specific about the type and duration of experience that would benefit candidates applying for the position.
Example:
“We are seeking a candidate with at least five years of experience in HR management, with proven expertise in recruitment, employee relations, and policy development.”
Including a salary range is crucial for attracting the right candidates. Roles without a salary range often deter top candidates from applying, as they may assume the salary will not meet their expectations.
For a Finance Manager position offering £45,000–£55,000 per annum, including a salary band helps attract candidates with the appropriate experience, while roles without such transparency tend to result in fewer applications or underqualified candidates.
Personality Traits
In addition to skills and experience, it’s important to consider personality traits that align with both the role and the company culture. This allows candidates to self-assess their compatibility with your work environment.
Example for a Customer Service Advisor role:
– Adaptability to handle various customer inquiries
– Strong problem-solving abilities
– Positive attitude and ability to work under pressure
– Empathy and patience when dealing with customer complaints
Including this section ensures that candidates not only have the technical skills but also the right attitude for the role.
Physical Demands and Work Environment
Specify any physical demands or specific working conditions, such as shift patterns or the need for manual handling, to avoid misunderstandings later in the recruitment process.For instance, some roles in manufacturing or logistics may require heavy lifting or working in varying weather conditions.
This role may involve standing for long periods and lifting items up to 25kg. Candidates must be comfortable working in a warehouse environment.
This helps candidates self-select based on their ability to meet these demands.
Legal and Ethical Considerations
When writing a job specification, it’s important to ensure that it is free from discriminatory language or bias. Avoid specifying age, gender, or any other characteristics protected under employment law. Instead, focus on skills, experience, and qualifications to ensure your job listing is inclusive and attracts a diverse range of applicants.
Instead of “seeking young, energetic candidates,” you can state “seeking candidates with a dynamic approach and a passion for the role.”
Being inclusive in your job specifications broadens your candidate pool and shows a commitment to diversity.
Specification Template and Format
A clear, well-organised job specification template is essential to ensuring consistency across your job listings. Use sections such as ‘Job Purpose,’ ‘Duties,’ and ‘Skills & Experience’ to structure the content effectively. Avoid company jargon or overly technical language that may confuse potential candidates.
Review and Revise
Once the initial job specification is drafted, take time to review it. Ensure the information is accurate and that it presents the role in a clear and enticing way. It can also be beneficial to seek feedback from colleagues, hiring managers, or even current employees to refine the job specification further.
Example Job Specification
Here’s an example of a job specification:
Job Title: Digital Marketing Executive
Salary: £28,000 – £32,000 per annum
Location: Glasgow
Job Purpose:
To execute and manage all digital marketing strategies aimed at increasing brand awareness and engagement across various platforms.
Duties:
– Manage social media accounts
– Plan and implement email marketing campaigns
– Liaise with design teams for promotional material creation
– Monitor and report on performance metrics
Skills & Qualifications:
– Bachelor’s degree in marketing or related field
– 2+ years of experience in a digital marketing role
– Excellent written and verbal communication skills
Conclusion Writing a well-crafted job specification is critical to attracting the right candidates. By focusing on clarity, relevance, and inclusivity, and providing key details like duties, required skills, and salary bands, you can increase the likelihood of finding the ideal fit for your company. Taking the time to ensure each section is well-thought-out will streamline the hiring process and lead to better recruitment outcomes
Please follow us on LinkedIn or Instagram for updates, news and job opportunities or contact one of our team.