What are the Parts of a Job Description

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A job description is the continuation of a job analysis. A job description is an extensive document about the content of the job and the corresponding competencies and requirements. In fact, a job description is the written result of a job analysis. How do you make a job description and how do you deal with it?

Creating a job description

If you want to make a job description, you can include the following components (parts) in your job description.

Job description part #1: The job title

Write down the general designation or a designation used in your company for the job. Use a short, business description that is commonly known.

Job description part #2: The purpose of the job

What is this function for? What is its purpose?

Job description part #3: The position in the organization of the company.

For the description of the position in the organization, make a (simple) organization chart. The questions you will answer include:

  • Who (which position) does the person holding this position report to?
  • Which other officials also report directly to the same supervisor?
  • For whom, besides the manager, does the person in question perform work?
  • Who does this direct management? What are the main responsibilities and powers in this respect?
  • Who does this indirectly lead? What are the responsibilities and authorities here?

Job description part #4: Frequently occurring Contacts

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

Job description part #5: Summary of activities List

all the main activities performed by the person in question point by point.

For example:

  • administration and procedures,
  • agenda management and appointments,
  • correspondence,
  • and so on.

Job description part #6: A description of the activities

Per main activity you give a more extensive description of the tasks.

Job description part #7: Description per task

  • Knowledge: What training, specific knowledge and skills, and experience (at what level) are required to perform the position? What knowledge of the organization is required?
  • Communication skills: what are the required written and oral communication skills in Dutch and / or foreign languages.
  • Social skills: How important are skills such as tact, diplomacy and persuasiveness? How does the person in question relate to this in this job?
  • Personal qualities: Which personal qualities 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 he or she authorized to seek the help of others? Does the officer have his own budget? Should initiatives be taken and for what purpose?
  • Work atmosphere: Under what circumstances does the person in question work? Is there a great workload? Can it concentrate enough? Which factors can (adversely) influence the work?
  • Economic risk: What damage can the company suffer at the hands of the official? What is the value of things under his / her control? To what extent is the person aware of confidential business information? To what extent can it influence policy? How can it influence the image and prestige of the company?

Use of a job description

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

Job description and performance interviews

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

Job description for a new position

When you create a job description for a new position, consider 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 description that the new employee anticipates new developments, ask questions about this during 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 changes (is he a 'trigger' or a 'follower'?)
  • Has he ever had a good idea to do the work in a different way?
  • What kind of idea was that?
  • How did he handle that?
  • What was the result?
  • What is he doing now to keep up with his profession?

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