Job descriptions are crucial for the hiring process as they help recruiters identify the candidate and serve as a basis for interview questions.
For job seekers the Job Description helps in evaluating if a job aligns with their skills, interests, goals and preferences.
The key components of a Job Description include the purpose of the role, job duties, objectives, goals, qualifications, scope of work, managerial responsibilities and working conditions.
Table of Content
Job Description Definition
A Job Description is a tool that provides an overview of the responsibilities and tasks associated with a job in an organization. Typically, a job analysis is conducted to determine a description of what the job entails.
Job Specification Definition
A job specification outlines the qualities required to perform a job. It highlights the characteristics, skills, educational qualifications and work experience that a candidate needs to fulfill the tasks mentioned in the Job Description. The job specification also includes demands and prerequisites for candidates who will fill the position.
A job specification is created based on the job description.
A job specification may include requirements such as level of experience and qualifications as well as demographic factors like age and education.
It can also consider attributes such as abilities, adaptability, attitude and critical thinking skills.
Additionally personal aspects, like personality traits, behavior and habits may be taken into account for an individual.
Job Description vs Job Specification: Key Differences
Let’s look at the differences between Job Description and a Job Specification:
| | Job Description | Job Specification |
1. |
A Job Description provides an explanation of the job, responsibilities, duties and scope of the position.
|
A Job Specification outlines the qualifications required to perform a specific job. |
2. |
Job Description is based on job analysis. | Job Specification is created based on the information provided in the Job Description.
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3. | Job Description describes the work itself. | Job Specification focuses on describing the desired qualifications and skills of candidates.
|
4. |
Job Description provides an overview of what tasks an employee will perform once they secure the position.
| A Job Specification outlines what qualifications and abilities candidates should possess to be considered for selection. |
5. |
A comprehensive Job Description includes details such as tasks, workplace environment, scope of work, working hours responsibilities reporting structure and compensation.
| A detailed Job Specification includes qualifications, experience requirements, skills-knowledge requirements, age limitations, abilities and work guidance factors.
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6. |
Job Description helps recruiters find candidates and serves as reference material during candidate screening. It also helps job seekers decide whether or not a job aligns with their skills, goals and preferences.
| A job specification, however, helps the candidate showcase their abilities and skills required to perform the tasks mentioned in the job role. |
7. | The main purpose of a job description is to define the expectations and requirements for an employee’s role. | The primary goal of a job specification is to help candidates assess if they possess the qualifications for the position they are being considered for.
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8. |
A job description helps organizations identify any skill gaps or overlapping responsibilities. | A job specification evaluates candidate performance during recruitment based on established standards.
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9. | A job description is prepared after conducting a job analysis. | A job specification is formulated based on the information provided in the job description. |
10. | During recruitment, a job description is used in the phase. | While a Job Specification is provided at a stage closer to the interview.
|
11. |
A job description holds authority as a document.
| Job Specification serves as an internal reference document only. |
12. | Job descriptions are more flexible and subject to changes and developments.
| Job Specifications are more stable. Remain consistent over time. |
13. |
A job description establishes benchmarks for evaluating employee performance. | Job specification highlights areas where there may be skill gaps requiring training from the employer’s perspective.
|
14. |
A job description is usually concise and straightforward providing an overview of the role.
| Job Specification provides specific details and requirements for the position. |
15. |
Job description typically outlines the compensation range for the role.
| Job Specification helps determine what factors contribute to determining the pay for that position. |
Example of Job Description and Job Specification
Job Description:
Job Title:
Sales Manager
Company:
XAP Ltd. is an established sales and marketing company with branches nationwide. With a team of 800 employees, we primarily engage in B2B sales targeting business firms and corporate leaders.
Position:
We are currently seeking a sales Manager for our company. This role involves making outbound calls to convert customers into clients. While it is primarily an office-based job there may be travel to cities.
Responsibilities:
- Contact customers through phone calls
- Generate Leads
- Prepare marketing strategies
- Handle direct customer inquiries
- Achieve sales targets
- Identify prospects
- Explore new business opportunities
- Maintain sales records using CRM software
Job Specification:
Job Detail:
Sales Manager
Educational Qualifications:
Any graduate/MBA in Marketing or Sales
Skills and Abilities:
- Excellent Communication Skills
- Effective Time Management Abilities
- Result Oriented Mindset
- Ability to Work Under Pressure
- Persistent Attitude
- Positive Outlook
- Exceptional Negotiation Skills
- Proactive Approach
Experience:
0.1 Year of Experience, in sales or marketing.
Conclusion
Recruitment can be quite challenging as it involves a series of activities.
The first step involves conducting an investigation of the job using methods such as surveys, questionnaires, interviews and more.
After that a statement is prepared to define the job requirements. This statement is referred to as a Job Description, serves as a reflection of the Job Analysis process.
Job Specification is created using the assistance of a Job description.
This specification outlines the qualifications and requirements needed for a job. It helps in advertising and recruiting candidates for the role.
Frequently Asked Questions
Is it the Job Description or Job Specification that comes first?
Answer: Typically, the job description is mentioned before the details of the job in a listing.
What does job specialization mean?
Answer: Job specialization refers to the process where employees acquire knowledge, training and experience in an area of expertise.