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 to be 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 in the jobs. JD 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 have the following;
- Job title
- Job summary
- Key responsibilities
- Qualifications
- Reporting structure
- Working conditions
- 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 JD.
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 required to perform a job including educational level, skills, knowledge, ability and experience.
5. Reporting structure
This part shows information about who the employee reports 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 the 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 job applicants the details about a job so as they can make evaluations and decide whether a job is good for them or not and know if they qualify to apply for it. You can also read on Purpose Of Job Description.
Uses of job description
JD is used in;
1. Recruitment process; Employers use it to attract the right candidates who can fit the position or a job.
2. Performance appraisal; Employers can use JD to evaluate the performance of employees by reviewing the responsibilities mentioned in JD.
3. Training; Employers can identify training needs by reviewing the responsibilities mentioned in a JD and comparing them with the employees performance.
Characteristics of a good Job description
- Not too long: A long JD may be boring, thus should be short and focused.
- Understandable: Should be understandable to all employees and applicants.
- Updated: 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 is very important to any job as it helps job seekers to be aware of the requirements of the job including education qualifications and SKA (skills, knowledge and ability). Also, it helps to understand what is expected to an employee who holds a particular position.
2. Gives clarity on the responsibilities a job entails
Job description helps applicants 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
JD attracts qualified applicants to apply for a job and stop disqualified applicants from applying a job. In this case, organizations can hire right employees in the jobs.
4. Helps in evaluating the employees performance and training needs
By reviewing the responsibilities and roles outlined in a JD, employers can evaluate the performance of the employees and identify the training needs.
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