Menu:

Tips: Job Description

A well written Job Description clarifies to the team member what is expected of them and is the basis for measuring job performance. It should be written in an unambiguous way. 

 

Key Responsibilities

Recommended ways to define key responsibilities or main tasks are:

•         Produce a list of 20-30 main tasks/activities. 

•         Think about:

   o   Processes, planning, monitoring, reporting, resources, information, inputs and outputs involved. 

   o   Percentage of time spent on the tasks/activities

   o   Making sure the lists are in relation to outputs rather than describing the actual job

   o   Being clear about the accountability for results and resources

•         Refine this list by grouping them together, find themes.  Try and keep the themes to a minimum of 9/10 activities to avoid the job description being over complex.  Consider putting these under headings/clusters

•         Rank the list in order of importance

•         Sense check that everything in the list is genuinely important and achievable

The Job Description

Tips when writing the job description:

•         Think of the duties you want the person in the role to hold rather than describing the person in the roles preferred responsibilities

•         Try to be concise and factual as possible

•         What is the broad picture of the job and how does this clearly distinguish from other jobs

•         Avoid jargon ensure the sentence starts with a doing verb eg. Plans and Organises, Prepares, Maintains, Produces, Provides, Monitors, Creates, Develops

•         Use verbs to distinguish responsibilities ie Manages, Supervises, Responsible for

•         Describe what is done after the verb as succinctly as possible ie updates  and sets team targets, Communicates (think in relation to whom, what, how)

•         State briefly the purpose of what is done in terms of what needs to be achieved.  Eg Sets team targets to ensure end of year financial target is achieved for the business

•         Emphasise the outputs in terms of results expected so it will be easy to agree performance objectives e.g. Prepare and implement skills development programmes to meet the business needs, To maintain an efficient sales follow up system

Do not put targets as they are a moving output which will need flexible control

Do not put comments such as ‘must achieve sales target’ – this does not describe the job it is purely an output.  Describe the activity required to ensure that targets will be met

 

Other Areas

Most jobs may involve carrying out other activities from time to time. 

Some examples:

•         Is evening work involved?

•         What sort of projects does the person get involved with – consider things like: how is it organised, prioritised, planning

•         Who does this person communicate with predominantly i.e. internal or external clients

•         Consider if this person has any responsibilities for other team members and what that involves.

•         Are there any other specific duties you would like to call out?