Writing a person specification and job description

Vacancies can't be filled successfully unless the job has been accurately defined in the first place. This is as helpful for you, the employer, as it is for potential candidates. Think about what skills, knowledge and experience you are looking for.

Writing a job description

Preparing a job description is not a legal requirement but it can be useful for deciding the scope of the work, advertising the job, and clarifying what applicants will have to do in the job. It can also help to assess a new recruit's performance and determine training needs.

A job description should include:

• the job title
• the position in the company, including the job title of the person to whom the employee will report and of those who will report to them, if any
• the location of the job
• a summary of the general nature and objectives of the job
• a list of the main duties or tasks of the employee

The person specification

A person specification is not a legal requirement but will be useful when writing a job advertisement and defining the qualities you are looking for in a candidate. Include the knowledge, experience and skills you would like them to have, separating those which are essential for the job from those which are desirable. It's essential not to discriminate.

Managers

If you are recruiting a manager, you should identify what level of responsibility they will hold and draft the job description to reflect that.

The recruitment process should be structured to help you identify the candidate most able to do a job at this level, eg whether they demonstrate leadership and strategic thinking.