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Position Description

A postion description - known also as a job description - is the follow-up to a job analysis. A job position description is a comprehensive document about the content of the job and the associated competencies and requirements. In fact, a position description is the written result of a job analysis. How do you create a job description and how do you deal with it?

Creating a position description

If you want to make a description for a job position, you can include the following parts in your position description.

Position description part: The title of the job

Note the general designation or a name used for your job in your company. Use a short, business name that is generally known.

Position description part: The purpose of the job

What is the purpose of this job? What is it intended for?

Position description part: The place in the organization of the company

Make a (simple) organization chart for the description of the place in the organization. The questions that you answer with this include:

- To whom (which position) does the person who holds this position report?
- Which other officers also report directly to the same manager?
- For whom, in addition to the manager, does the person in question perform work?
- To whom does this direct lead? What are the most important responsibilities and powers in this regard?
- To whom does this indirectly lead? What are the responsibilities and powers in this regard?

Position description part: Regularly occurring Contacts

With whom and at what level does the officer maintain contacts from within the position (internal and external)? You specify the frequency and scope of the contacts in the description of the work.

Position description part: Summary of the activities

Indicate point by point all main activities that the person in question performs.

For example:
- administration and procedures,
- agenda management and agreements,
- correspondence,
- and so on.

Part of position description: A description of the activities For each main activity you provide a more detailed description of the tasks.

Component position description: Description per task

- Knowledge: Which education, specific knowledge and skills, and experience (at what level) are required to perform the job? What knowledge of the organization is required?
- Communication skills: what are the required written and oral communication skills in English and / or foreign languages.
- Social skills: How important are skills such as tact, diplomacy and persuasion? How does the person in question deal with this in this job?
- Personal characteristics: Which personal characteristics are necessary and with regard to what? Think of: reliability, discretion, representativeness, loyalty, perseverance, result orientation.
- Independence: What powers does the person in question have to make decisions and solve problems? Is it authorized to request the help of others? Does the staff member have their own budget? Should initiatives be taken and for what purpose?
- Work atmosphere: Under what circumstances does the person in question work? Is there a big workload? Can it concentrate enough? Which factors can influence the work (adversely)?
- Economic risk: What damage can the company suffer as a result of the official? What is the value of matters that fall under his / her management? To what extent is the person in question aware of confidential business information? To what extent can this influence policy? What influence can it exert on the image and prestige of the company?

Use of a job position description

A job position description is used for various personnel activities. A position description is the basis for a job evaluation for the reward system in your company. A clear position description is an important tool when hiring staff. Furthermore, a position description can serve as an important supporting document when assessing employees.

Job description and performance appraisals

A job description is also an important document when conducting performance reviews. Particularly when determining assessment criteria, the position description forms the basis for the performance and appraisal interview. After a merger or reorganization, it's sometimes necessary to restructure the duties and jobs of employees. This can be done by taking the current job descriptions as a starting point.

Job description for a new job

Consider when you create a position description for a new job which tasks are permanent and which tasks are likely to change in the coming years.

  • What will the position look like in a few years?
  • What requirements do you set?
  • What kind of employee do you need for this?

If you find it important when making a job position description that the new employee anticipates new developments, ask questions about this in the job interview. Ask for examples from the recent past.

  • How has he dealt with new developments in the past?
  • On whose initiative did he do that?
  • What role does he have in change (is he a 'trigger' or a 'follower'?)
  • Has he ever had a good idea of ​​doing the work in a different way?
  • What kind of idea was that?
  • How did he approach that?
  • What was the result?
  • What is he doing now to keep up with his profession?

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