How Are Job Descriptions Used in Recruiting and Hiring?
A job description is exactly what it says it is --a written description of a job. Writing a good job description isn't as easy as it might appear to be, however. Information about a job that should be contained in a job description includes:
- the job's major duties and responsibilities;
- working conditions under which the job is performed; and
- skills, abilities and knowledge required to do the job.
Any "compensable factor" information contained in a job description should be spelled out specifically.
Recruiting and selecting employees. Because job descriptions outline the principle duties and requirements of a job, they play an important role in the staffing process. By examining the specific knowledge, skills and abilities listed on the job description, employers can target applicants that specifically meet stated qualifications. Similarly, job descriptions provide an excellent basis for writing job advertisements and internal postings, and provide applicants with realistic information about the job. Given reliable job descriptions, employers can quickly and efficiently replace staff when turnover occurs.
Job environment. Job descriptions should also include physical and social factors associated with a particular job. This is especially important when dealing with accommodation under the ADA. Also, job environments can impact significantly on workers' motivation and job satisfaction. For example, it's a good idea to include in job descriptions factors like the existence of hazards, noises, physical proximity of other employees, and opportunities to communicate with fellow employees. Including these factors in job descriptions enables job applicants to better understand the requirements of the job and helps management select the best candidate for the position.
Group tasks. Individual job responsibilities are usually set forth in a job description. Group tasks and shared duties, however, are often neglected. Such group, committee or team tasks should be spelled out. Frequently, these kinds of tasks are very time consuming and require good interpersonal skills like cooperation and negotiation. Employees should be evaluated on how well they perform these kinds of assignments.
When employers take the time to categorize job tasks this way employees' real job duties become more apparent. There are many task classification systems that employers can use. For example, job functions can be grouped by those that are performed weekly, monthly and yearly. They can be classified by high, medium and low priority. They can be classified as temporary as opposed to permanent tasks. Finally, they can be viewed as supervisory and nonsupervisory and individual as well as team assignments. By looking at these structural elements in a job and by using these categories, employer can make more informed decisions regarding layoffs and reorganizations, promotions, job changes, training programs and job accommodation under the ADA.
Why are job descriptions important in the recruiting process?
- By looking at the structural elements in a job and by using the categories set out in a job description, employers can make more informed staffing decisions regarding layoffs and reorganizations, interviewing, hiring, promotions, job changes.
- The job description serves as an important guideline for hiring and selection of new employees.
- By reviewing the current job description for a position vacancy, a manager can direct the job search toward a person with the exact competencies the job requires.
- Because required qualifications are clearly spelled out on paper and duties are carefully delineated, managers are better able to ask questions as they conduct interviews.
- A detailed list of the competencies a job requires helps keep a manager on track. For example, when two or more candidates appear qualified for the job, the job description provides an objective basis for comparison of each candidate's qualifications with the requirements of the job.
- A written job description also represents the conditions management and workers agree to at the beginning of their employer/employee relationship.
Reprinted with permission. © CCH
The job description serves as an important guideline for hiring and selection of new employees.
How are job descriptions used in the recruiting and hiring process?
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