Job Descriptions
A job description is a written statement of what a position entails: what is done, how it’s done and under what conditions. Wright State University’s (WSU) Human Resources department notes that “when well-written, [a job description] produces a realistic picture of a job and answers the question, “What does the person in this role actually do?”[1] In addition to describing the responsibilities of the position, a job description is the primary reference document for recruiting and evaluation. To that point, WSU notes it “sets the stage for optimum work performance by clarifying responsibilities, expected results, and evaluation of performance.” As is true of a job analysis, a job description should be “incumbent neutral;” that is, a classification of the position, without reference to a specific person in that position.
Elements of a Job Description
Although layouts vary, job descriptions generally include the following elements:
- Job Title. Job title and other reference information such as a job code.
- Reporting Relationships. Identification of the department the job is a part of, the position the role reports to and any supervisory responsibilities (i.e., number of staff supervised).
- Job Summary. A brief (1–2 sentence) overview of the role, including its purpose, level and scope of responsibility.
- Essential Functions. A representative description of the essential tasks, duties and responsibilities of the position. Although in templates this section is often titled “Job Duties and Responsibilities,” using the terminology “essential functions” reinforces the point that these are considered “must have” capabilities. That is, they are required for the successful performance of the job and cannot be modified. For fairness and legal defensibility, these should include all but only those specific skills or abilities that are necessary. Employers who do not have job descriptions with current, defensible essential functions may find themselves unable to defend against a claim of discrimination.
- Job Specifications. This section identifies the minimum acceptable qualifications for the job including education, experience, and specialized knowledge or skills, if applicable. If applicable, a job description may also list a few preferred qualifications, which may reflect a preference for additional education, experience, knowledge, skills or ability. For example, the job may specify a minimum of a bachelor’s degree but list a preference for a master’s degree or a Human Resource certification.
Job Analysis, Job Descriptions, and Job Specifications
A job analysis is an internal document that serves as the basis for both job descriptions and job specifications. A job description summarizes key details of the job, including its purpose, essential functions and job specifications. Job specifications are a subset of the job description that detail the minimum acceptable qualifications for the job. For an illustration of this, refer to Table 1.
| Job Description | Job Specifications |
|---|---|
| Job Title | Qualifications |
| Job Location | Experience |
| Job Summary/Duties/Responsibilities | Training |
| Reporting to | Skills |
| Working conditions/Hazards | Emotional Characteristics |
A key distinction is that the details listed under job description are not personal; they are aspects of the job. That is, the job description is what is to be done. Job specifications reflect what is required to complete the job and are personal in the sense that each candidate or employee will have a different job specification profile or combination of education, experience and expertise. Note that a job description may also contribute to the job analysis as a source document when a job is being reviewed or updated.
What is Job Design?
The Business Dictionary defines job design as a “work arrangement (or rearrangement) aimed at reducing or overcoming job dissatisfaction and employee alienation arising from repetitive and mechanistic tasks.”[1] The Canadian Centre for Occupational Health & Safety (CCOHS) elaborates on that definition, noting that job design “refers to the way that a set of tasks, or an entire job, is organized” and addresses factors such as:[2]
- What tasks are done.
- How the tasks are done.
- How many tasks are done.
- In what order the tasks are done.
The primary purpose of job design is to increase employee motivation, productivity and satisfaction. However, as CCOHS notes, there is also a safety and health component to job design. Specifically, in addition to motivation factors such as job rotation and job enrichment, job design for safety takes into account factors such as task/machine pacing and work breaks to reduce risk. Net net: CCOHS states that “a well designed job will encourage a variety of ‘good’ body positions, have reasonable strength requirements, require a reasonable amount of mental activity, and help foster feelings of achievement and self-esteem.”[3]