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JOB DESCRIPTION AND JOB SPECIFICATION

Job Analysis is a primary tool to collect job-related data. The process results in collecting and recording two data sets including job description and job specification. Both job description and job specification are essential parts of job analysis information. Job analysis is a systematic investigation of the tasks, duties and responsibilities necessary to do a job. Job analysis is the process of collecting job related information.

Though preparing job description and job specification are not legal requirements yet play a vital role in getting the desired outcome. These data sets help in determining the necessity, worth and scope of a specific job.

JOB DESCRIPTION

MEANING, PURPOSE AND ADVANTAGES

A job description is a written statement of the duties, responsibilities, required qualifications and reporting relationships of a particular job.

The job description is based on objective information obtained through job analysis.
Job description acts as an important resource for Describing the job to potential candidates Guiding new hired employees in what they are specifically expected to do Providing a point of comparison in appraising whether the actual duties align with the stated duties.

Purpose of Job Description


The main purpose of job description is to collect job-related data in order to advertise for a particular job. It helps in attracting, targeting, recruiting and selecting the right candidate for the right job. It is done to determine what needs to be delivered in a particular job. It gives recruiting staff a clear view what kind of candidate is required by a particular department or division to perform a specific task or job. It also clarifies who will report to whom.

It helps the supervisors in assigning work to the subordinates so that he can guide and monitor their performances. It helps in recruitment and selection procedures. It assists in manpower planning. It is also helpful in performance appraisal. It is helpful in job evaluation in order to decide about rate of remuneration for a specific job. It also helps in chalking out training and development programmers.

Arrange duties and responsibilities in logical orders.


State duties and responsibilities clearly and concisely Limit the use of the word ''may'' Be specific to show kind of work, complexity, skills required, and use action words as analyze, gather.

MEANING ,PURPOSE AND ADVANTAGES

Job specifications specify the minimum acceptable qualifications required by the individual to perform the task efficiently. Based on the information obtained from the job analysis procedures, job specification identifies the qualifications, appropriate skills, knowledge, and abilities and experienced required to perform the job. Job specification is an important tool in the selection process as it keeps the attention of the selector on the necessary qualifications required for that job.

EXPERIENCE : - Number of years REQUIRED SKILLS, KNOWLEDGE AND CHARACTERISTIC - Job Analysis data EDUCATION - Degrees - Training or - Certifications

Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not. It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening. Job Specification gives detailed information about any job including job responsibilities, desired technical and physical skills, conversational ability and much more. It helps in selecting the most appropriate candidate for a particular job.

It helps in giving due justification to each job. It also helps in designing training and development programmes. It is helpful in preliminary screening in the selection procedure. It helps the supervisors for counseling and monitoring performance of employees. It helps in job evaluation. It helps the management to take decisions regarding promotion, transfers and giving extra benefits to the employees.

Skills
Communicator Teamwork skills Productivity Expert in Internet Holding conversations Written communication Experience in the global marketplace

JOB SPECIFICATION SAMPLE

Knowledge and Characteristics :


Managing launch campaigns Managing distribution channels Researching and evaluating new product opportunities Overall marketing strategy and execution of plans for the existing products

DESCRIPTION V/S SPECIFICATION


While a job description if all about the job and what it entails, a job specification is all about the attributes the management is looking for in the right candidate.

Job description tells your what you must do when selected while job specification tells you what you must have to be selected for a job. Job description tells all about the tasks and responsibilities expected to be performed whereas job specification tells the level of experiences and skills that a candidate must have to be selected for the job. It is better to call job specification as employee specification as this is what the organization is looking for in the employees selected for the job.

CONCLUSION
Job description and job specification are two integral parts of job analysis. They define a job fully and guide both employer and employee on how to go about the whole process of recruitment and selection. Both data sets are extremely relevant for creating a right fit between job and talent, evaluate performance and analyze training needs and measuring the worth of a particular job.

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