What is the importance of job specification job description and position description?
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It's beneficial for job seekers to understand the ins and outs of the recruitment process when they're actively looking for work. Applicants who use job boards and online job sites are likely to read many job descriptions and specifications during their search. Show
So, what is the difference between job descriptions and specifications, and which is most important? Job descriptions and job specifications are two similar tools, which are often used interchangeably, but there is a subtle difference between them. We explore everything a job seeker needs to know to be properly informed when applying for a new job. Job descriptionThe job description is a brief statement that tells the general information about the job. In plain English, it is where the nature of the job is described. The job description is briefly taken from the job analysis, and it comprises of information about the workplace, duty-timing, salary, responsibilities, and other general information. Job specificationThe job specification derives from the job description; it is one of the most important readable information for the job-hunter as it tells about the eligibility criteria for the certain post. The job specification holds information regarding the eligibilities for the vacancy. It lets applicants know what skills, level of experience, education, and abilities are required for the role. As mentioned in our Candidate series, a good CV (curriculum vitae) is one that is tailored to a job’s specifications. Using a job’s specification in an application is like answering a recruiter’s questions before they have even asked them and sets those apart from others. Definitions of a job description and a job specificationA job description is a document that states an overview of the duties, responsibilities, and functions of a specific job in an organisation. A job specification is a statement of the qualifications, personality traits, skills, etc. required by an individual to perform the job. Differences between a job description and a job specificationContent A job description usually lists out the job title, location, job summary, working environment, duties to be performed on the job, etc. A job specification lists out the qualifications, experience, training, skills, emotional attributes, mental capabilities of an individual to perform the job. Measures A job description measures the tasks and responsibilities attached to the job. A job specification measures the capabilities that the job holder must possess to perform the job. Usefulness A job description offers ample information about the job which helps the management in evaluating the job performance and defining the training needs of an employee. A job specification helps the candidates who are applying for a job to analyse whether they are eligible for a particular job or not. Benefit A job description statement helps the organisation to be clear about 'Who should do what'. A job specification statement helps the management to make decisions regarding promotion, bonuses, internal transfers, and salary increases. If you have ever applied for a job, you’re probably familiar with what a job posting looks like. They usually have a brief description of the company for which you would be applying, including its history and some current positive attributes. After that, you will see the two most important aspects of the post (other than the contact information!) – the job description and job specification.In a hurry? Take our Infographic to go!
 Job Specification vs. Job DescriptionDownload Infographic Send download link to: I consent to receive future White Papers, blog updates & other marketing communications from SpriggHR.
While these sections appear similar, they are in fact different, although both are integral to both the potential employee and the employer. Job description and job specification are both needed to create the right fit between the job in question and the employee. So what are they?
Job DescriptionThe job description will usually appear on the posting before the job specification. It includes general information pertaining to the job, which is useful when advertising the role opening. Some information it may list includes:
The job description helps target the right people for the job because it clarifies the responsibilities they would have should they be hired. For any potential employees job-hunting, the description here is enough to let them know if they would be a good fit for the job and therefore, decide if they want to pursue the position or not. While a job description is obviously useful for prospective employees, it also helps the company. The ample information as to what the job entails gives recruiters a very good idea of what sort of person they should be looking for when conducting interviews. It can also later be used by management to figure out what sort of training will need to be given to the employee, as well as evaluating their performance further down the road. So how does job description compare to a job specification?
Job SpecificationIf a potential employee reads the job description and finds themselves interested, the next section they read will be the job specification. As opposed to the job description, which lists the information about the job, the job specification lists qualities that the employee should – or sometimes, must – have in order to qualify for the job. Some examples may include:
The job specification is very important, as it helps the potential employee quickly analyze whether they are qualified for the job or not. This is helpful not only to the person applying, but to whomever is doing the hiring as well, since it clearly outlines eligibility requirements. While sometimes the job specification includes optional items (i.e. being bilingual is preferred but not critical), obviously the more of the requirements an employee would have, the better fit for the job they would be.
Job Specification vs Job DescriptionNow that we’ve defined both a job description and a job specification, it’s easy to see that, while they appear relatively similar at first, they both are outlining different criteria. Both give job-hunters information they need, while also helping recruiters narrow down their search parameters. Let’s look at a comparison of the two:
What do they contain?Job description: usually contains general information about the job itself, including the title, location, summary, duties, working conditions, who the person would report to, etc. Job specification: lists out the educational qualifications, training, experience, skills, and competencies, etc. someone would need to do the job.
What do they measure?Job description: this simply measures the tasks and responsibilities that would come with this job. Job specification: this outlines what the employee must be capable of doing in order to succeed in this specific job.
How are they useful?Job description: this type of information can be used when creating a pool of candidates and then selecting people to interview, identifying and setting up training, and eventually evaluating the performance. Job specification: this helps any potential employee to self-assess their own qualifications to do the job. The Job Spec will also provide further insight into the position ultimately strengthening a checklist for recruiters to reference when setting up and conducting interviews. Final ThoughtsWhen posting a job opening, you will inevitably get many applications that don’t fit the criteria. Some people will only read the job description and proceed to apply. Using the job specification, you’ll quickly be able to see if they’re qualified or not. You also may have people who read just the job specification and see they meet that criteria applying. If you interview them, it’s important to reference the job description because, although they may be qualified, they still may not be the best fit for the job based on other aspects. Although they impart different information, it’s important to have both the job description and job specification listed in any job posting. Having the information these two sections provide readily available upfront will drastically reduce the number of unqualified applications you get, which will save time for everyone in the long run. Take our Infographic to go!Job Specification vs. Job DescriptionDownload Infographic Send download link to: I consent to receive future White Papers, blog updates & other marketing communications from SpriggHR. Follow us on LinkedIn! Request a Free DemoWe'd love to show you around!
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