1. Task 4 – Writing a Job Description
Thursday 17th November,

2. LESSON AIMS & OBJECTIVES
By the end of this session all students will be able to:-
Recap Tasks 1-3
Explain what a job description is
Identify the purpose of a job description
Discuss Principles when writing a job description
Identify importance of the job description
Describe categories of a job description
Identify appropriate language in a job description

3. What is a Job Description?
A statement of the component tasks, duties, objectives and standards required in fulfilling the job role.
Therefore:-
it needs to communicate clearly and concisely what responsibilities and tasks the job entails.
it needs to indicate the key qualifications of the job, in other words the basic requirements.
the attributes that underline superior performance.

4. Purpose of a Job Description
They are important for many reasons for example:
For attracting the right job candidates
Helping employees understand their responsibilities
Evaluating employees' performance

5. The four principles to follow when writing a Job Description
JOB – NOT THE PERSON: Describe the requirements of the job not the person in it. Describe the skills and qualifications required for the job..
ANALYSIS – NOT LISTS: Summarise the functions of the job; don’t write a list of the tasks that are carried out by the job holder
FACTS – NOT JUDGEMENTS: The job description should be a clear, factual record of what the jobholder is required to do.
4. TIMING – Describe the job being done, or required to be done, now and in the foreseeable future.

6. Why Are Job Descriptions Important?
Accurate job descriptions provide a basis for job evaluation, wage and salary comparisons, and a fair wage and salary structure. In particular, well-written job descriptions should also include:
Clarify who is responsible for what within the company.
Help the job holder understand the responsibilities of the position.
Job descriptions provide information about the knowledge, training, education, and skills needed for each job.
They prevent misunderstandings by detailing for employees what they need to know about their jobs.
Help management analyse and improve the company's structure.
They reveal whether all company responsibilities are adequately covered and where responsibilities should be reallocated to achieve a better balance. 
Provide a basis from which to determine whether a disabled applicant is otherwise qualified for the job and, if so, to assist in determining what accommodation would be required for the applicant to be able to perform the essential functions of the position.

7. The categories that could make up a job description.
Title of the position
Department
Location of post
Job purpose
Term of employment
Reports to (to whom the person directly reports)
Duties and key areas of responsibilities (At least 8 responsibilities to be identified)
Consults with (those who the person works with on a regular basis)
Qualifications (necessary skills and experience required)
Educational requirements and experience. (Educational requirements must be a real necessity for the job).
Other information i.e. Equal opportunities, H&S and Data protection
Name of complier and approver and date of issue

8. Example of language which can be used
Too General
Specific
Computer literate
Proficient with Microsoft Word, Excel, QuickBooks
Good communication skills
Ability to communicate technical information to nontechnical audiences
Handles administrative chores
Receives, sorts, and files monthly personnel action reports

9. TASK 4-JOB DESCRIPTION
Prepare a job description for the role of Personal Assistance to the General Manager to include:
Appropriate headings (title, grade, department, responsible to/for)
Description of the purpose of the job
Requirements of the job.

10. Writing a Person Specification
TASK 4
Thursday 24th November

11. LESSON AIMS & OBJECTIVES
By the end of this session all students will be able to:-

12. What is a Person Specification?
A reworking of the job description in terms of the kind of person needed to perform the job.
Therefore:-
it needs to detail the attributes needed by the person in terms of personality, skills and experience.
it needs to indicate the key desirable or essential skills, qualifications or experience needed in order to meet the criteria.

13. Purpose of a Person Specification
It is important for many reasons, for example:
is a description of the qualifications, skills, experience, knowledge and other attributes (selection criteria) which a candidate must possess to perform the job duties.
is derived from the job description and forms the foundation for the recruitment process.
interview questions and selection tests should also derive from the person specification and be designed to elicit more evidence on candidates against the criteria.
and finally……………………
it should also be used to write your advertisement for the position, for attracting the right job candidates
The person specification is the single most important document in effective recruitment and selection. It enables you to do a number of things. It allows you to define the kind of person you want and so helps you to write an accurate job advert. It enables you to assess each candidate fairly and objectively. And it enables you to compare candidates against each other and therefore make selections based on evidence. The best-written person specifications also comply with the following 3 practices.

14. The categories that could make up a Person Specification
Title of Role
Location in Management Line/Grade

15. Essential-v-Desirable
When constructing a person specification you will need to decide whether the attributes you require are „essential‟ or „desirable‟ but in either case they must be clear, specific and measurable:
▪ Essential criteria – these are attributes that must be in place on day one. Candidates must demonstrate in their application that they meet the essential criteria in order to be shortlisted.
▪ Desirable criteria – skills, knowledge or experience that is useful or necessary for the job, but not from day one. A person could acquire these after they have been appointed (for example through training or experience over time).

16. TASK 4 – PERSON SPECIFICATION
Prepare a person specification for the role of Personal Assistance to the General Manager to include:
Qualification and experience that are essential/desirable to meet the requirements of the job.
Personal attributes that are essential/desirable to meet the requirements of the job.