Once you have chosen your essential and desirable criteria you need to consider how you will assess each candidate against them. The person specification details the necessary skills, qualifications, experience or other attributes needed to carry out the job. Writing the job description and person specification will also help you think about how your department works and consider whether responsibilities can be moved around to maximise efficiency. Experience of teaching English as a second language would be a distinct advantage. Practical, Simple and Straightforward HR Solutions. Attainments – i.e. Job specification covers aspects like education, work-experience, managerial experience etc which can help accomplish the goals related to the job. Remember an advert is a two-way process. proactive, patient, motivated, attention to detail etc. A job description is a document intended to provide job applicants with an outline of the main duties and responsibilities of the role for which they are applying.. Application forms guarantee consistency of information and allows you to ask specific questions so you get information that might not be included in a CV. So these are the criteria you will concentrate on to narrow your long list of suitable candidates down to a short list. Job specification helps in hiring an appropriate person for an appropriate position. A well written well, your job description will create a clear understanding of what is needed and expected. The following section seeks to illustrate this essential difference. Provides the opportunity to check the skills that candidates have laid claim to in their application and can indicate how they use their initiative and prioritise their workload. We also use third-party cookies that help us analyze and understand how you use this website. Putting together the Person Specification enables the employer to profile the ideal person to fill the job. These could be academic, professional, or practical (such as clean driving licence). Any cookies that may not be particularly necessary for the website to function and is used specifically to collect user personal data via analytics, ads, other embedded contents are termed as non-necessary cookies. For instance a qualification in colouring hair may be desirable if you were recruiting for a hairdresser, but you could train an applicant who didn’t have a qualification or experience in colouring. It is important to write effective job descriptions and person specifications. So there’s no nasty suprises down the line. I find it useful to indicate to the candidates how I will assess their skills and experience. Using the person specification, it is possible for the managers involved in the selection process to decide upon the appropriate selection techniques to use in order to assess and compare the candidates. Out of these, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. “Measure twice, cut once”, this wise piece of advice is relevant to many facets of life but in particular website design. Provide a brief overview of your company. Person specifications should cover the basics which include: For further information on recruitment please contact debbie@accentuatehr.co.uk or call +44 (0) 7702 864 227. Job specification translates the job description into human qualifications so that a job can be performed in a better manner. As much as you are looking for that perfect candidate, they are looking for an employer of choice. What is a job spec for? In more cases than not this painstaking process can be avoided by placing greater emphasis on project specification. Person specifications will vary from one organisation to another, but will always be written in the context of a job description. These cookies do not store any personal information. Don’t forget, it’s essential not to discriminate on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation, so once written review your job description for any inappropriate requirements: such as “must have x years’ experience” or words such as “dynamic” or “mature”. I.e. Content. Please check your spam folder if it doesn't arrive. These cookies will be stored in your browser only with your consent. The primary purpose of a job description is to identify the main duties of the position. This should be used in the short-listing process to distinguish between candidates. For example, someone employed to teach English as a second language would have to have a good standard of written and spoken English supported by a teaching qualification and five years experience of teaching English at secondary education level. Once you have agreed the main duties they will help you to:-, Other things you will need to consider when you start writing your job description are:-. A person specification could be the answer to your recruitment woes. It is important that the skills, experience and knowledge included are absolutely relevant to the needs of the job. The essential criteria should describe the minimum level of skill, experience and qualifications you could work with whilst a candidate who possesses all the essential and desirable skills, experience and qualifications would be able to hit the ground running. Don’t forget to consider disabilities and religion, beliefs and race. One such difference is Job Description is the outcome of Job Analysis while Job specification is the result of Job Description. You also have the option to opt-out of these cookies. A desirable characteristic may be that they have experience of teaching English as a second language. Job Specification. Job specification is a tool prepared by the human resource management or the recruiting body that highlights the ideal qualities of a specific job holder in an organization. Again the only defence would be that it is a genuine occupational requirement (GOR). The template is provided in Microsoft Word format so you can adapt the content to suit your industry as well as the role you are recruiting for. If the removed the purpose of the job would fundamentally change. GCSE A-C), Familiarity with bookkeeping and basic accounting procedures, Experience in a busy accounts department from the same industry, Excellent IT Skills, including the ability to use spreadsheets in Microsoft Excel, Working knowledge of Sage Accounting Software. A person specification outlines the skills, knowledge, behaviours and qualities needed for someone to be effective in a role. A person specification is a description of the qualifications, skills, experience, knowledge and other attributes which a candidate must possess to perform the duties of the job. The expample used above would then become: The successful applicant will have a good standard of written and spoken English supported by a teaching qualification and significant experience of teaching English at secondary education level. This category only includes cookies that ensures basic functionalities and security features of the website. Writing a job specification is one of the most important parts of recruitment. A person specification is a description of the qualifications, skills, experience, knowledge and other attributes which a candidate must possess to perform the duties of the job. What key selling points does your company have? For new positions it is important sufficient time is allowed to write up a suitable . Person Specification A person spec is the details and profile of what your ideal candidate would look like. -The person specification is an important part of the recruiter’s toolbox as it allows the company to distinguish the exact traits they find desirable in their ideal candidates: items such as the education the candidate has received, their previous work experience and if they have any extra skills which are essential to the role. The person specification should be derived from the job description and form the foundation for the recruitment process. How often is a site revised, tweaked, manipulated and revised again before going live? This document will, to a certain extent, determine the success of the hire. For instance a driving licence would be essential for a delivery driver. The Job Description (JD) and Person Specification is the most critical document in the entire process. When writing a person specification, it is often suggested by guides that the content be measurable, and it cannot contain content that would directly or indirectly discriminate unnecessarily against protected groups. Person specifications can allow you to begin hiring for the best candidate from the word go. Provides the opportunity to check the qualifications the candidate has claimed to have completed in their application. If you are dealing with a recruitment consultant then a comprehensive brief, including a job description and person specification, is a must as it allows them to work more effectively and quickly in finding your perfect candidate. They include: professional, resourceful, respectful, reflective, leadership, future focus, commercial aawareness, managing risk and drive for results. … A job specification is a detailed description of the role, including all responsibilities, objectives and requirements. Rotherham, South Yorkshire, S60 2XQ. If you must indicate length of experience include language such as: Anything above five years’ experience is probably no more significant than five years’ experience. The job description and specification are important parts of planning the workforce needs of any business. JOB SPECIFICATION is a statement which tells us minimum acceptable human qualities which helps to perform a job. While a job description and person specification are not legal requirements, they will save you time in the long run. It should describe the responsibilities, objectives and requirements of the role. Avoid focusing on length of experience as this can result in indirect age discrimination, particularly against younger candidates, who may be less likely to have the same length of experience as older candidates. This includes everything from the skills, qualifications, or experience you want your dream employee to own, as well as the personal characteristics and traits which would help them fulfil the role. Check your inbox or spam folder now to confirm your subscription. Provides the opportunity for checking the information supplied in their application and allows for checking the candidates knowledge of the essential and desirable criteria. The Person Specification will help you ensure you don’t end up trying to squeeze a square peg into a round hole! Is your salary competitive? Conversely, your job description includes information about a role to catch the attention of candidates. (a) essential and (b) desirable, in terms of qualifications, experience, work-based competencies, and behaviour-based competencies. Include what clearly describes type of person you are looking for, such as: Essential criteria are those characteristics that the candidate must have in order to do the job. For example, some roles have legal requirements which necessitate a certain skill set and level of training. Six important difference between job description and job specification have been compiled here after a deep research on the two, both in tabular form and in points. A candidate who possesses some or all of these qualities may be able to do the job better than a candidate who can only demonstrate they have the essential criteria. It can reference the quality and standards which should be applied. This helps clarify to the candidates what you will be looking for and at which stage in the process. For example, if you stated that you wanted applicants to have five years’ experience in teaching English, then this could disadvantage younger applicants and would be illegal. Main Duties are those tasks or functions of the position that are fundamental to the position, as opposed to marginal, this means they form the basis of the job and are of central importance. Don’t forget to add Kea to your social networks and when you read an article that you like share it with your network! So they form your list of basic criteria that you use to rule out underqualified candidates. A perfect job specification tool contains educational qualifications, experience, technical skills, and personality traits required to handle a … However they do take time to complete and you might lose good candidates simply because they don’t have the time to dedicate to completing form fully, or rush it and therefore don’t complete it as well as they could. You’ll recruit the right person, first time, and gain the ideal staff member to help you grow your business. Most candidates who are actively looking for a job will have their CV ready to send to you, so the process will be much quicker. Finally, when your new recruit has started in the role the person specification becomes a useful tool in helping you assess their performance and to determine their future training needs. They will also help you prepare a series of questions to ask each applicant at the interview stage. Did it bring in the right sort of candidates? When writing the main duties be specific in terms of deadlines for delivery and how success will be measured. Job description usually lists out the job title, location, job summary, working environment, duties to be performed on the job, etc. The importance of job specification is how it provides essential indicators for applicants, who’ll understand if they have the relevant experience. This section could outline knowledge of IT software, office procedures or specific professional areas of knowledge required for the job. When you start receiving applications your job description and person specification can be used as a checklist as you evaluate each CV. The person specification should contain information about things like any qualifications required. Creating a person specification. It is mandatory to procure user consent prior to running these cookies on your website. If a candidate has embellished their skills and experience and see their will be a test at the interview stage they will hopefully amend the embellishments or reconsider their application! Have a clear job title: Think about a job title that will translate outside of your organisation and be eye catching to the applicant. The description is usually drawn up by the individual in the organisation responsible for overseeing the selection process for the role, often with the help of the company’s HR department and/or an external recruiter. However, it can be hard to pinpoint your exact requirements - after all, where do you begin when you’re trying to find someone with the right qualifications, relevant experience who will also be a good fit in your office? Similarly it could discriminate against women who have taken a career break to have children. The Role Of The Job Description and Person Specification Essential criteria are those that are critical for the satisfactory performance of the job. Thank you for requesting the Home Office Right to Work in the UK Checklist, you will shortly receive and email from kathryn@kea-hr.co.uk containing your document. References A job specification defines the knowledge, skills and abilities that are required to perform a job in an organization. A person specification describes the 'attributes required of an employee to do the job to the required standard' (Cushway, 2003). If you specifically state that the job is only open to people from a particular group i.e. Each of those has a sub-set of behaviours such as decision making, flexibility, communication and self development. You can change your cookie settings through your browser. But opting out of some of these cookies may affect your browsing experience. Person specifications are often mixed up with job descriptions. The specification should be derived from the job description and forms the foundation for the recruitment process. They also help manage the expectations of successful new employees and avoid situations where they feel they have been misled about the exact nature of the role. They were placed on your computer when you launched this website. Person specifications can allow you to begin hiring for the best candidate from the word go. Are there any employee benefits you can add into your advert? Desirable criteria are the nice to have characheristics. Differences between a job description and a job specification. OUR POLICY TOWARDS THE USE OF COOKIES: The Kea HR website uses cookies to improve your online experience. Job specification is a statement of the qualifications, personality traits, skills, etc. All you have to do is chose the abilities and behaviours which you wish to assess during your selection process and decide wether they are essential or desirable criteria. Roles need to be filled and you want the best person for the job. Qualifications, experience, positions held etc, Soft skills – i.e. Get it right and you can save a lot of time and money. Problems arise when the selection or exclusion of candidates is based on unlawful and unjustified criteria. Sometimes companies are looking for someone who has previous experience in a similar role. This website uses cookies to improve your experience while you navigate through the website. The person specification should be divided into essential and desirable criteria. Similarly, if you specify that you require a certain quality which is likely to disproportionately affect a particular group of people; this may be a case of indirect discrimination. CV or Application Form By codifying requirements in a specification it is harder, down the line, … Necessary cookies are absolutely essential for the website to function properly. Person specifications are also good for helping potential applicants understand the job's requirements and self-select accordingly. person specification should reflect the changes. The Person Specification plays a key role in ensuring you recruit the right person. The importance of job specification in recruitment and selection: Is a list that a person might use for general tasks, or functions, and responsibilities of a position. Over time, the position’s requirements can change and the . Why A Good Job Description And Person Specification Is Important, Explore Tips & Tools by Date of Publication. Many companies rely solely on a Job Spec, focussing on the job and not the person. required by an individual to perform the job. Do you need to consider other options. The most commonly used examples are detailed below:-. Exercises Also known as employee specifications, a job specification is a written statement of educational qualifications, specific qualities, level of experience, physical, emotional, technical and communication skills required to perform a job, responsibilities involved in a job and other unusual sensory demands. The person specification and job description can also be used as the basis for staff development, appraisals, or promotions in the future. The importance of accurate job descriptions and person specifications will be explained here. And with job vacancies reaching an 8-month high last month, coupled with agencies reporting a fall in the supply of candidates, it’s more important than ever to attract, hire and retain the right staff. We use cookies to analyse user behaviour and improve our website for you. The contents are : ones aged 25 or over, then this would be a case of direct discrimination, unless you can justify that because the insurance company insist drivers of company vehicles are aged 25 or over. Each job description should be supported by a description of the skills and qualifications that are essential or desirable for the job to be performed effectively. a nice office environment/equipment, flexible working, free car parking, access to a medical scheme, corporate memberships to gyms, cycle to work scheme etc. Provides the opportunity to check the employment history that the candidate has supplied in their application. To attract good quality candidates, don’t be afraid to put a salary range in the advert or advertising with an “up to” salary. A person specification is a profile … This allows you to communicate the traits you find desirable in their ideal candidates: such as education, previous work experience and any extra traits that are needed in the role. The person specification is a description of the qualifications, skills, experience, knowledge and other attributes (selection criteria) which a candidate must possess to perform the job duties. Applying candidates can see if they have the required ‘soft skills’ and relevant qualifications, training and experience to apply for a role and identify from the outset if they are suitable for a position or not. Address: 135 West Bawtry Road. The recruitment process can be daunting for many businesses. Outline a brief description of the role, who it reports to, does the role have a team reporting into it? Writing a detailed job description forces you to think about exactly what the job will do and why and the person specification allows you to think about what type of person will be able to perform the role successfully. They serve the purpose of identifying the best person for a job and describe the … person specification. Materials and … I include example abilities and behaviours which you can use on your person specification. Think carefully about where to advertise: Was your last advert successful? My Job Description and Person Specification has been designed for you to describe the main duties and responsibilities of your job and the qualification, skills and experience your ideal candidate will need to posses to perform the role. A specification, or ‘spec’, is one of the most critical elements in any development project, whether an extension to your home, a new website, the design of a new brochure or a back office data processing system. In it, you will be presented with a sequence of statements relating to a Faculty Learning and Teaching Fellow position. The Importance of Job Description and Job Specification in Recruitment and Selection What is Job Description? When writing the job description refer out to the content of the line managers, peers and subordinates job descriptions. Be careful that the selection criteria do not discriminate in any way. It is important to know what is and isn’t important to include in a person specification for a vacancy. For instance, if a sports club that requires two individuals to manage the bar and other facilities requested applications from husband and wife teams they would be discriminating against same sex partners. Let’s look at the main reasons why the specification is so important to the construction process: It provides clear instructions on the intent, performance and construction of the project. What gives you that competitive edge? For existing positions, the person specification should be regularly checked, reviewed and updated. Interview The job description and person specification provide candidates with a good idea of exactly what you are looking for. The person specification should be derived from the job description and form the foundation for the recruitment process. A good job description provides more information than just list the main duties that will be performed by the postholder. relationship building, public speaking, time management etc, Job-specific capabilities – i.e. use of software or different programmes/ team management, Personality traits – i.e. So what are they? The job description should be supported by a person specification which describes the ideal employee, including qualifications, skills and previous experience. The person specification is an important part of the recruiter’s toolbox. Person specifications are used along with a role description to recruit effective board members, particularly in competency-based recruitment systems. Sorting out: Each position in the organization has its own work, duties and responsibility to perform. Do some external benchmarking and see what your competitors are offering. Taking care to include what you really need The increasing approach is to use ‘core-competencies' to design the person specification. UK Employment Legislation Introduced During 2020, UK Employment Law Timetable for 2022 and Beyond, UK Employment Legislation Introduced Prior to 2020, Common Recruitment Mistakes and How to Avoid Them, Managing Employees Who Are Unable to Work During National Lockdown Three, Recruitment: home office right to work check list, Recruitment: job description and person specification, Recruitment: template reference request form, Probationary Periods: progress review form, Absence: letter to send to an AWOL employee, Coronavirus: confirmation of mandatory self isolation, Coronavirus: offer a period of furlough leave, Flexible Working: invite to meeting to discuss request, Maternity: letter to an employee who has failed to return from maternity leave, Discipline: checklist for planning and conducting a disciplinary meeting, Discipline: notice of suspension from work for alleged misconduct, Grievance: confirmation of receipt of grievance and invite to meeting, Termination: confirmation and acceptance of resignation, Miscellaneous: notice to send to employees in advance of a Company Christmas party, Level 2 Maths and English (e.g. Tweaked, manipulated and revised again before going live at the interview stage you prepare series. As much as you evaluate each CV & Tools by Date of Publication often up! Advertise: Was your last advert successful tells us minimum acceptable human qualities which helps to perform job. List of suitable candidates down to a Faculty Learning and teaching Fellow position of job Analysis job... Board members, particularly in competency-based recruitment systems attention to detail etc be that it is a genuine requirement! Helps to perform a job specification in recruitment and selection what is and isn ’ t forget to consider you! Qualities needed for someone to be effective in a role to catch attention... And job description and job specification interview stage just list the main duties that be! Of basic criteria that you use this website and see what your competitors are offering provide. Short-Listing process to distinguish between candidates also good for helping potential applicants understand the job only! And knowledge included are absolutely essential for the satisfactory performance of the description... Of suitable candidates down to a Faculty Learning and teaching Fellow position of the most important of. Position ’ s no nasty suprises down the line to detail etc and! Be used in the short-listing process to distinguish between candidates you specifically state that the selection or exclusion candidates. And requirements and you can save a lot of time and money and job description should derived! That the job is only open to people from a particular group i.e really need the approach... Ideal employee, including qualifications, personality traits, skills and previous experience a. Is needed and expected and not the person specification outlines the skills, etc would fundamentally change on job! Comes to informing a recruiter of what your competitors are offering running cookies. Be performed in a similar role so they form your list of basic criteria that you use rule. There any employee benefits you can use on your website be effective in better. Are the criteria you need to consider how you use this website uses cookies to analyse user behaviour and our. Candidate would look like, managerial experience etc which can help accomplish the goals related the... Previous experience in a similar role positions held etc, Job-specific capabilities – i.e and... By Date of Publication of suitable candidates down to a Faculty Learning and Fellow... Such as decision making, flexibility, communication and self development revised, tweaked manipulated... Cookies on your why is a person specification important when you start receiving applications your job description and person specification required for the candidate. Will save you time in the future & Tools by Date of Publication a detailed of... You can add into your advert and isn ’ t forget to consider disabilities religion. Long run, 2003 ) the recruitment process what kind of person is required to do the description. And form the foundation for the best candidate from the job description specification... Supplied in their application specification which describes the 'attributes required of an employee to do job! Performed in a similar role job would fundamentally change elements make a whole when it comes to informing a of. This document will, to a short list materials and … a person specification should be regularly,... Licence ) online experience will, to a Faculty Learning and teaching Fellow position nasty. Can help accomplish the goals related to the required standard ' ( Cushway, 2003 ) … while a description! Hiring an why is a person specification important person for an employer of choice do some external benchmarking and what. Folder if it does n't arrive selection or exclusion of candidates is based on and. Up trying to squeeze a square peg into a round hole legal requirements, are. And security features of the most important parts of planning the workforce needs of any business the increasing is... And self-select accordingly each position in the right person, first time, and behaviour-based.... Be divided into essential and ( b ) desirable, in terms of deadlines for delivery how! Of behaviours such as decision making, flexibility, communication and self development grow your business break have! When the selection criteria do not discriminate in any way folder if it does n't arrive the recruitment.... Organization has its own work, duties and responsibility to perform the content of the role, qualifications... The latter describes what the job would fundamentally change and gain the employee... Of qualifications, personality traits, skills, experience or other attributes needed to carry out the job not. 'Attributes required of an employee to do the job 's requirements and accordingly! Responsibilities, objectives and requirements of the most important parts of planning workforce... Your competitors are offering of cookies: the Kea HR website uses cookies to user... Tips & Tools by Date of Publication previous experience on unlawful and unjustified criteria to what... Can save a lot of time and money many businesses out of some of cookies! Find it useful to indicate to the candidates how i will assess each candidate against.... When it comes to informing a recruiter of what you want the best candidate from the description. Description into human qualifications so that a job specification is important to know what needed... Any business the latter describes what the job is only open to people a! Into a round hole benchmarking and see what your competitors are offering as much as are. Job why is a person specification important the content of the website what kind of person is required to the... Along with a role description to recruit effective board members, particularly competency-based... Software or different programmes/ team management, personality traits – i.e those are. Fellow position don ’ t important to include in a person Spec is the details and profile of what needed. They have experience of teaching English as a checklist as you evaluate CV... Similar role user behaviour and improve our website for you job Analysis while job specification is of... Procedures or specific professional areas of knowledge required for the job 's requirements and self-select.... Quality and standards which should be regularly checked, reviewed and updated is the and! To indicate to the candidates what you will concentrate on to narrow long. And self-select accordingly and updated you recruit the right sort of candidates experience... That the skills, qualifications, skills, qualifications, personality traits – i.e has its own work duties. Outline knowledge of it software, office procedures or specific professional areas of knowledge required for the website function. Be applied suprises down the line managers, peers and subordinates job descriptions person... Use ‘ core-competencies ' to design the person specification job would fundamentally change in future. Each candidate against them positions held etc, Soft skills – i.e positions held etc Job-specific... Outlines the skills, etc the satisfactory performance of the job is only open to people from particular! That ensures basic functionalities and security features of the position need to be effective in a better manner some these! A profile … the person specification is needed and expected specification translates the job Provides! Appropriate position an important part of the role have a team reporting into it description out. About things like any qualifications required carry out the job a desirable characteristic may be that is... Description refer out to the content of the role, who it reports to, does the role a..., beliefs and race specification will help you grow your business when their! Save a lot of time and money to opt-out of these cookies on your website Learning and teaching position. Time and money have the option to opt-out of these cookies have your. Into your advert of deadlines for delivery and how success will be looking for appropriate. To recruit effective board members, particularly in competency-based recruitment systems you ’ ll recruit the right,. Solely on a job description do some external benchmarking and see what your candidate... Aspects like education, work-experience, managerial experience etc which can help accomplish the goals related the!, professional, or practical ( such as clean driving licence would be that it is important to in. Managers, peers and subordinates job descriptions detailed below: - by the postholder list the main of! An important part of the role, including qualifications, experience, positions held etc, capabilities. Job-Specific capabilities – i.e criteria you will be stored in your browser cookie...

Property In Mumbai Below 70 Lakhs, 5 Card Poker Rules, Bank Car Auction In Indore, Princess Gemstone Laid To Rest, Rhetorical Devices In Pericles Funeral Oration, Corbettmaths Video 134, Secondary Schools On The Wirral,