Job Description: Meaning, Components, Objectives, Uses, Characteristics and Importance

What is Job description?

Job description or in a short form JD, is a written document that details job information including the responsibilities and activities performed in a particular job as well as the qualifications required to perform that job. It is used by organizations to attract and recruit best candidates to a job but also used to measure employees performance and determine training needs. Job description is an important tool in any organization as it gives gives both employer and employees or job seekers clear understanding of roles, requirements and expectations of a job.

Components of JD

A formal job description usually contains the following;

1. Job title
2. Job summary
3. Key responsibilities
4. Qualifications
5. Reporting structure
6. Working conditions
7. Compensation

1. Job title

Job title is a name of a position held by an employee within an organization. It defines responsibilities to be performed in a job.

2. Job summary

Job summary is a brief overview of a job and its purpose within an organization. It helps a vacant to have an idea about a job even without reading a whole Job description.

3. Responsibilities

These are day-to-day duties and tasks to be performed in a job. This part helps an applicant to know which activities a job entails. But also an employer can use these outlined responsibilities to measure the performance of the employees.

4. Requirements or qualifications

This part shows the specifications of a job including educational level, skills, knowledge, ability and experience. A candidate must possess these specifications in order to fit a position. 

5. Reporting structure

This part shows about who the employees report to and who may report to them in a hierarchy system of an organization.

6. Working conditions

Includes physical or environmental factors that may affect the job, such as working hours, location, or travel requirements.

7. Compensation

Compensation is a payment an employee receives from an employer in exchange for the work done. It includes salary, benefits and perks. This part states total amount an employee will be paid.

Objectives of JD

The main objective of Job description is to give applicants the details about a job so as they can evaluate and decide whether a job is good for them or not and know if they qualify to apply for it or not. But also organizations can use it to measure the employees performance and determine the training areas. You can also read on Purpose Of Job Description.

Uses of job description

Job description is used in;

1. Recruitment process; Employers use it to attract the right candidates who can fit the position or job.

2. Performance appraisal; Employers can use job description to evaluate the performance of employees by reviewing the responsibilities mentioned in it and relating them with actual performance.

3. Training; The skills, knowledge and ability outlined in job description can help employers determine the training needs.

Characteristics of good Job description

An effective job description can help employers to get the best personnel in a job. Therefore, it should be well written.

A good JD should be:

• Not too long: A long JD may be boring, thus should be short and focused. 
• Understandable: Should be understandable to employers, employees and applicants or any others who are meant to. 
• Update: Necessary adjustment should be made from time to time.
• Clarity: Should provide clear information about a job.

Importance of job description 

1. Shows job requirements and expectations

Job description helps us to know the requirements of the job including skills, knowledge and ability. Also helps to understand what is expected to an employee who holds a particular position.

2. Defines the responsibilities a job entails 

Job description helps candidates to know the responsibilities and activities to be performed in a job they are applying for. 

3. Helps in hiring a right personnel in a job 

Job description also helps to attract qualified applicants to apply for a job and discourage unqualified applicants from applying a job. In this case, an organization can hire a right employee in a job.

4. Helps in evaluating the employees performance and training needs

By reviewing the responsibilities and roles outlined in a job description, employers can evaluate the performance of the employees and identify the training needs. 

5. Helps an applicant to prepare for an interview

An applicant must have research for the necessary information relating to organization and a job before the interview day. A job description can give an applicants such job details to prepare themselves for the interview.

You can also read; 

• Importance of job description in HRM