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1.g Job Descriptions

Job Description (JD)

A Job Description (JD) is a written document that outlines the specific duties, responsibilities, and conditions under which a job is performed. It serves as a clear guide for both employers and employees, detailing what is expected from the job holder.

Purpose of a Job Description

  • Differentiate Jobs: Clearly distinguishes one job from another by defining its boundaries and responsibilities.
  • Outline Job Details: Describes the job content, work environment, and conditions of employment.

Key Components of a Job Description

  1. Job Title: Specifies the job title, code number, and department.
  2. Job Summary: A brief overview of what the job entails.
  3. Job Activities: Details the tasks performed, facilities used, and the extent of supervisory support.
  4. Working Conditions: Describes the physical environment, including aspects like heat, light, noise, and other potential hazards.
  5. Social Environment: Outlines the size of the workgroup and the level of interpersonal interaction required.

Additional Details in a Job Description

  • Location: Where the job is based, including any travel requirements.
  • Terms: Whether the job is permanent or contract-based, full-time or part-time.
  • Salary/Rate: Information about the remuneration.
  • Requirements: Any special conditions, such as weekend work.
  • About Us: Brief description of the organization, including markets, products, services, mission, culture, and values.
  • About the Role: High-level summary of the role, its purpose, reporting structure, and how it contributes to the organization.
  • Responsibilities: A concise list of the job holder’s main responsibilities, focusing on broad duties rather than specific tasks.
  • Candidate Requirements: A detailed list of the skills, experience, and qualifications needed for the role.

Writing Clear & Specific Job Descriptions

  • Clarity: The JD should clearly indicate the nature and scope of the job.
  • Brevity and Precision: It should be brief, factual, and precise, using active verbs to describe tasks.
  • Specificity: Use specific terms to describe the type of work, complexity, required skills, and accountability.
  • Supervision and Reporting: Clearly state the extent of supervision available and the reporting relationships (who reports to whom, frequency, etc.).
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