The Job Description Digest
Drive by Friday
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Drive by Friday –
The JOB DESCRPTION DIGEST - otherwise known as the POSITION DESCRIPTION (PD) and/or JOB DESCRIPTION. What you need to know…
A well-crafted PD should include key components of the role to ensure clarity and comprehensive coverage of the role’s expectations and requirements. And just who write’s this well-crafted document – it can be a collaborative effort involving multiple stakeholders to ensure accuracy, clarity, and alignment with organisational goals (e.g. Hiring Manager, Supervisor, People & Culture Manager, HR, Team Member, Snr Management, Diversity & Inclusion Officer, Recruiter).
What should be included:
Job Title
Clearly state the title of the position to avoid any ambiguity about the role. Titles will vary – give a title that is relevant and is a true reflection of the role.
Department
Indicate the department where the position is located. This helps to situate the role within the organisational structure e.g. Sales, Accounts, Administration etc.
Location
Specify the primary work location. This should include any possibility for remote work, multiple locations and/or travel.
Lines of Reporting
Identify the position or title of the Manager/Supervisor that the role will report to. There can sometimes be more than one manager (a direct reporting line but with a secondary reporting process).
Position Summary
Provide a brief overview or summary of the role. This should highlight its main purpose and objectives in a few sentences. It’s an introduction before the key responsibilities/duties.
Key Responsibilities/Duties
List the primary tasks, duties and/or responsibilities associated with the role. This section should cover daily tasks, weekly and monthly requirements, special projects and additional duties that might be assigned. You may not always know the additional duties so it can be helpful to put “additional duties as required on a daily basis”.
Required Qualifications
Outline the essential qualifications necessary to perform the job effectively including:
Education (degrees, certifications, courses etc)
Experience (years, industry relevant experience etc)
Skills (specific technical skills, soft skills and competencies)
Licenses/Certifications (any mandatory professional licenses or certifications)
Preferred Qualifications
List the additional qualifications that are desirable but not essential for the role. These could be qualifications that might give a candidate the edge or are a nice to have.
Working Conditions
Optional - not everyone will have this in a PD – it depends on the type of organisation.
Describe the environment in which the work will be performed, including:
Physical Demands (lifting requirements, standing, sitting etc)
Work Hours (typical working hours, including any overtime or shift requirements)
Travel (any travel expectations – including frequency and locations)
Competencies
Identify the key behavioural and technical competencies required to be successful in the role including things like communication, problem solving abilities, teamwork/collaboration, leadership qualities etc.
Performance Metrics
Optional - this isn’t a must have on the PD itself but could be an attachment to the PD if it is comprehensive and requires a separate document for this.
Define how performance will be measured, including specific goals, targets, and/or KPI’s.
Career Path and Advancement Opportunities
Optional
Provide information on potential career paths and opportunities for advancement within the organisation. This motivates candidates with long-term growth prospects.
Company Values & Culture
Include a brief section about the company’s mission, values and culture to help candidates understand the organisational environment and its expectations.
Equal Employment Opportunity Statement
Ensure the PD includes a statement affirming the organisations commitment to equal employment opportunities and fostering an inclusive workplace.
In Summary…
There are various steps in writing a PD, from gathering information, drafting an initial PD, reviewing/revising, approving/finalising and then communicating/distributing the finalised PD.
THE JOB DESCRIPTION DIGEST (PD) - PUT IT ON YOUR TO DO LIST
TIP - DATE YOUR PD – it’s good to have a footer on your PD with the date it was created and remember change the date as you amend it over time. Roles change and so will your PD.
Need to know more – let’s chat
lorraine@simpli-u.com.au