Job Description and Person Specification

Summary

This video discusses the importance of job descriptions and person specifications in various aspects of employee management. It explains that a job description outlines the role, responsibilities, and requirements of a position, while a person specification profiles the ideal candidate. The video explores how these documents are essential in hiring, development, motivation, appraisals, and even firing. It emphasizes the need for these documents to evolve alongside the employee’s growth and role. The key takeaway is that job descriptions and person specifications should be referenced throughout the entire employment lifecycle to ensure alignment and effectiveness.

Takeaways

• 😀 Job descriptions outline the role's responsibilities, objectives, and requirements.
• 😀 Person specifications describe the ideal candidate's skills, qualifications, experience, and attributes.
• 😀 Job descriptions are derived first, and person specifications should align with them.
• 😀 A job description focuses on what the job entails, while a person specification defines the person needed to do it.
• 😀 Job descriptions and person specifications are essential tools throughout the employee lifecycle, not just at hiring.
• 😀 In the hiring process, it's crucial to match the candidate's abilities with the requirements in both the job description and person specification.
• 😀 In development, both the job role and the person evolve over time, and these changes should align with each other.
• 😀 Motivation can be fostered by adapting the job role to better fit the individual's evolving skills and aspirations.
• 😀 Appraisals assess whether the employee is still suitable for their role, and help identify areas for growth or change.
• 😀 Firing decisions should be based on whether the employee can fulfill the job description and person specification, not on personal issues.
• 😀 The job description and person specification should be used not just for hiring, but throughout the employee’s career, including appraisals and development.

Q & A

What is the primary purpose of a job description?

The primary purpose of a job description is to provide a detailed description of the role, including responsibilities, objectives, skills required, and the location and conditions under which the job should be performed.

How does a person specification differ from a job description?

A person specification focuses on the attributes, skills, qualifications, experience, and knowledge required of the ideal candidate for the role, whereas a job description outlines the actual duties and responsibilities of the job.

Why is it advisable to create the job description before the person specification?

It is advisable to create the job description first because it defines the role and responsibilities, making it easier to then identify the specific qualities and qualifications needed in the ideal candidate for the job.

How can job descriptions and person specifications be used in the hiring process?

In the hiring process, job descriptions help define what the role entails, while person specifications guide the search for candidates with the necessary skills and qualifications to fill the role. This helps ensure that the right candidate is selected for the job.

How do job descriptions and person specifications relate to employee development?

Job descriptions and person specifications are integral to employee development because they set the framework for how the role and employee’s skills should evolve over time. As employees grow, their responsibilities and qualifications may increase, requiring updates to these documents.

What role do job descriptions and person specifications play in employee motivation?

Job descriptions and person specifications help align the employee's role with their personal interests and skill development. By adjusting the role to fit the person’s evolving capabilities, organizations can maintain motivation and job satisfaction.

What is the purpose of appraisals in the context of job descriptions and person specifications?

Appraisals serve to assess whether an employee is still suited for their role, ensuring that their current skills and performance align with the job description and person specification. It’s a way to check if the employee has grown in line with their job’s requirements.

How should job descriptions and person specifications be used when firing an employee?

When firing an employee, the decision should be based on whether the employee still meets the requirements of the job description and person specification. If the employee no longer fits the role’s requirements, then termination may be considered.

Why is it important to reference job descriptions and person specifications throughout the employee's lifecycle?

It’s important to reference job descriptions and person specifications throughout the employee’s lifecycle because they provide a consistent framework for evaluating performance, guiding development, and making decisions related to motivation, appraisals, and termination.

How do job descriptions and person specifications evolve over time?

Job descriptions and person specifications evolve as the job role and the employee’s capabilities change. As an employee develops new skills or takes on more responsibilities, the job description may be updated to reflect these changes, and the person specification may adapt to require new qualifications or experiences.