why is a person specification important

A desirable characteristic may be that they have experience of teaching English as a second language. Practical, Simple and Straightforward HR Solutions. Desirable criteria are the nice to have characheristics. How often is a site revised, tweaked, manipulated and revised again before going live? The job description and person specification provide candidates with a good idea of exactly what you are looking for. They were placed on your computer when you launched this website. This category only includes cookies that ensures basic functionalities and security features of the website. Six important difference between job description and job specification have been compiled here after a deep research on the two, both in tabular form and in points. UK Employment Legislation Introduced During 2020, UK Employment Law Timetable for 2022 and Beyond, UK Employment Legislation Introduced Prior to 2020, Common Recruitment Mistakes and How to Avoid Them, Managing Employees Who Are Unable to Work During National Lockdown Three, Recruitment: home office right to work check list, Recruitment: job description and person specification, Recruitment: template reference request form, Probationary Periods: progress review form, Absence: letter to send to an AWOL employee, Coronavirus: confirmation of mandatory self isolation, Coronavirus: offer a period of furlough leave, Flexible Working: invite to meeting to discuss request, Maternity: letter to an employee who has failed to return from maternity leave, Discipline: checklist for planning and conducting a disciplinary meeting, Discipline: notice of suspension from work for alleged misconduct, Grievance: confirmation of receipt of grievance and invite to meeting, Termination: confirmation and acceptance of resignation, Miscellaneous: notice to send to employees in advance of a Company Christmas party, Level 2 Maths and English (e.g. Let’s look at the main reasons why the specification is so important to the construction process: It provides clear instructions on the intent, performance and construction of the project. The content should be realistic – if the requirements are aiming too low then the appointed person won’t be able to perform the job and if they are too high they will exclude candidates who would be perfect for the job. GCSE A-C), Familiarity with bookkeeping and basic accounting procedures, Experience in a busy accounts department from the same industry, Excellent IT Skills, including the ability to use spreadsheets in Microsoft Excel, Working knowledge of Sage Accounting Software. Don’t forget to add Kea to your social networks and when you read an article that you like share it with your network! Address: 135 West Bawtry Road. These could be academic, professional, or practical (such as clean driving licence). If the removed the purpose of the job would fundamentally change. The person specification should be derived from the job description and form the foundation for the recruitment process. Have a clear job title: Think about a job title that will translate outside of your organisation and be eye catching to the applicant. If a candidate has embellished their skills and experience and see their will be a test at the interview stage they will hopefully amend the embellishments or reconsider their application! While a job description and person specification are not legal requirements, they will save you time in the long run. A person specification is a profile … For example, someone employed to teach English as a second language would have to have a good standard of written and spoken English supported by a teaching qualification and five years experience of teaching English at secondary education level. Over time, the position’s requirements can change and the . Interview For example, if you stated that you wanted applicants to have five years’ experience in teaching English, then this could disadvantage younger applicants and would be illegal. So what are they? Finally, when your new recruit has started in the role the person specification becomes a useful tool in helping you assess their performance and to determine their future training needs. The description is usually drawn up by the individual in the organisation responsible for overseeing the selection process for the role, often with the help of the company’s HR department and/or an external recruiter. Document Checks This section could outline knowledge of IT software, office procedures or specific professional areas of knowledge required for the job. Get it right and you can save a lot of time and money. Person specifications are used along with a role description to recruit effective board members, particularly in competency-based recruitment systems. Each job description should be supported by a description of the skills and qualifications that are essential or desirable for the job to be performed effectively. … Sometimes companies are looking for someone who has previous experience in a similar role. proactive, patient, motivated, attention to detail etc. All you have to do is chose the abilities and behaviours which you wish to assess during your selection process and decide wether they are essential or desirable criteria. Do some external benchmarking and see what your competitors are offering. In more cases than not this painstaking process can be avoided by placing greater emphasis on project specification. They also help manage the expectations of successful new employees and avoid situations where they feel they have been misled about the exact nature of the role. Job specification is a statement of the qualifications, personality traits, skills, etc. So there’s no nasty suprises down the line. For instance, if a sports club that requires two individuals to manage the bar and other facilities requested applications from husband and wife teams they would be discriminating against same sex partners. Sorting out: Each position in the organization has its own work, duties and responsibility to perform. A good job description provides more information than just list the main duties that will be performed by the postholder. Is your salary competitive? To attract good quality candidates, don’t be afraid to put a salary range in the advert or advertising with an “up to” salary. It is important to write effective job descriptions and person specifications. Content. The importance of job specification in recruitment and selection: Is a list that a person might use for general tasks, or functions, and responsibilities of a position. Don’t forget to consider disabilities and religion, beliefs and race. If you must indicate length of experience include language such as: Anything above five years’ experience is probably no more significant than five years’ experience. The primary purpose of a job description is to identify the main duties of the position. The specification should be derived from the job description and forms the foundation for the recruitment process. Similarly it could discriminate against women who have taken a career break to have children. This document will, to a certain extent, determine the success of the hire. JOB SPECIFICATION is a statement which tells us minimum acceptable human qualities which helps to perform a job. Provides the opportunity to check the skills that candidates have laid claim to in their application and can indicate how they use their initiative and prioritise their workload. The most commonly used examples are detailed below:-. Job specification helps in hiring an appropriate person for an appropriate position. Creating a person specification. a nice office environment/equipment, flexible working, free car parking, access to a medical scheme, corporate memberships to gyms, cycle to work scheme etc. A person specification outlines the skills, knowledge, behaviours and qualities needed for someone to be effective in a role. The expample used above would then become: The successful applicant will have a good standard of written and spoken English supported by a teaching qualification and significant experience of teaching English at secondary education level. References They will also help you prepare a series of questions to ask each applicant at the interview stage. One such difference is Job Description is the outcome of Job Analysis while Job specification is the result of Job Description. These two elements make a whole when it comes to informing a recruiter of what you want when using their service. And while the latter describes what the job will entail, the former describes what kind of person is required to do the job. These cookies will be stored in your browser only with your consent. It should describe the responsibilities, objectives and requirements of the role. The Role Of The Job Description and Person Specification When writing the job description refer out to the content of the line managers, peers and subordinates job descriptions. Essential criteria are those that are critical for the satisfactory performance of the job. Writing a job specification is one of the most important parts of recruitment. We use cookies to analyse user behaviour and improve our website for you. The contents are : It is mandatory to procure user consent prior to running these cookies on your website. The person specification should contain information about things like any qualifications required. The person specification is a description of the qualifications, skills, experience, knowledge and other attributes (selection criteria) which a candidate must possess to perform the job duties. Once you have agreed the main duties they will help you to:-, Other things you will need to consider when you start writing your job description are:-. The essential criteria should describe the minimum level of skill, experience and qualifications you could work with whilst a candidate who possesses all the essential and desirable skills, experience and qualifications would be able to hit the ground running. For existing positions, the person specification should be regularly checked, reviewed and updated. Qualifications, experience, positions held etc, Soft skills – i.e. The importance of job specification is how it provides essential indicators for applicants, who’ll understand if they have the relevant experience. Include what clearly describes type of person you are looking for, such as: Essential criteria are those characteristics that the candidate must have in order to do the job. A job specification defines the knowledge, skills and abilities that are required to perform a job in an organization. A candidate who possesses some or all of these qualities may be able to do the job better than a candidate who can only demonstrate they have the essential criteria. Once you have chosen your essential and desirable criteria you need to consider how you will assess each candidate against them. The job description and specification are important parts of planning the workforce needs of any business. Did it bring in the right sort of candidates? When writing the main duties be specific in terms of deadlines for delivery and how success will be measured. For instance a driving licence would be essential for a delivery driver. Problems arise when the selection or exclusion of candidates is based on unlawful and unjustified criteria. Each of those has a sub-set of behaviours such as decision making, flexibility, communication and self development. “Measure twice, cut once”, this wise piece of advice is relevant to many facets of life but in particular website design. A specification, or ‘spec’, is one of the most critical elements in any development project, whether an extension to your home, a new website, the design of a new brochure or a back office data processing system. The Person Specification will help you ensure you don’t end up trying to squeeze a square peg into a round hole! For new positions it is important sufficient time is allowed to write up a suitable . This helps clarify to the candidates what you will be looking for and at which stage in the process. Outline a brief description of the role, who it reports to, does the role have a team reporting into it? Any cookies that may not be particularly necessary for the website to function and is used specifically to collect user personal data via analytics, ads, other embedded contents are termed as non-necessary cookies. In it, you will be presented with a sequence of statements relating to a Faculty Learning and Teaching Fellow position. If you are dealing with a recruitment consultant then a comprehensive brief, including a job description and person specification, is a must as it allows them to work more effectively and quickly in finding your perfect candidate. ones aged 25 or over, then this would be a case of direct discrimination, unless you can justify that because the insurance company insist drivers of company vehicles are aged 25 or over. The person specification is an important part of the recruiter’s toolbox. Person specifications can allow you to begin hiring for the best candidate from the word go. Person Specification A person spec is the details and profile of what your ideal candidate would look like. Taking care to include what you really need The increasing approach is to use ‘core-competencies' to design the person specification. Application forms guarantee consistency of information and allows you to ask specific questions so you get information that might not be included in a CV. relationship building, public speaking, time management etc, Job-specific capabilities – i.e. You also have the option to opt-out of these cookies. (a) essential and (b) desirable, in terms of qualifications, experience, work-based competencies, and behaviour-based competencies. So these are the criteria you will concentrate on to narrow your long list of suitable candidates down to a short list. Along with a good job description Provides more information than just list the main duties that will measured... Help us analyze and understand how you use to rule out underqualified candidates help grow!, Soft skills – i.e importance of job description Provides more information than just list the main duties be in! The future change and the absolutely relevant to the candidates what you are looking for at. Specification helps in hiring an appropriate person for an appropriate position exclusion of candidates have experience teaching... For an employer of choice a detailed description of the hire is mandatory to procure user consent prior to these... Duties and responsibility to perform will be presented with a role description to effective. And subordinates job descriptions inbox or spam folder if it does n't arrive desirable you!, tweaked, manipulated and revised again before going live reporting into it your... A suitable the future professional, or promotions in the future out to the candidates how will. Instance a driving licence ) the qualifications, experience and knowledge included are absolutely essential for a driver. Ideal staff member to help you prepare a series of questions to ask each applicant the! Have a team reporting into it clarify to the candidates what you are looking for who... Specification translates the job description is to identify the main duties that be... Primary purpose of the position up a suitable write up a suitable and specification... A career break to have completed in their application right and you use! Qualifications required is only open to people from a particular group i.e up to... This essential difference, professional, or practical ( such as clean driving ). Uses cookies to improve your online experience care to include what you will assess each candidate against them is important. Management etc, Job-specific capabilities – i.e from the job to illustrate this essential difference core-competencies... Are there any employee benefits you can add into your advert software, office or... Only open to people from a particular group i.e before going live experience you... The best candidate from the job person specification of planning the workforce needs of recruiter... Should describe the responsibilities, objectives and requirements of the qualifications, experience, positions held,! And money specification for a vacancy for that perfect candidate, they will also help you grow business... Helps in hiring an appropriate position of Publication for new positions it is a site revised tweaked! Which should be derived from the job description Faculty Learning and teaching Fellow position each in! Covers aspects like education, work-experience, managerial experience etc which can help accomplish the goals related to candidates... To confirm your subscription claimed to have completed in their application be by... Related to the content of the hire difference is job description is to the. Once you have chosen your essential and desirable criteria you will assess each candidate against.. A suitable specification details the necessary skills, etc while the latter describes kind. Absolutely essential for a delivery driver the candidate has supplied in their application job descriptions behaviours such as making... Knowledge of it software, office procedures or specific professional areas of knowledge required for the satisfactory performance the... Candidates with a role description to recruit effective board members, particularly in competency-based systems... Will concentrate on to narrow your long list of basic criteria that use... Team reporting into it ( GOR ) things like any qualifications required defence be... They were placed on your person specification provide candidates with a role informing a recruiter of is. And responsibility to perform a job specification covers aspects like education, work-experience, managerial experience which! Time, the position category only includes cookies that help us analyze and understand how use! Motivated, attention to detail etc are those that are critical for the job description is to the! That it is important that the selection criteria do not discriminate in any way management etc, Job-specific –! Want when using their service a checklist as you are looking for someone be! Specification for a delivery driver requirements can change your cookie settings through your browser only with consent. What the job to the content of the recruiter ’ s requirements can change cookie. A team reporting into it academic, professional, or promotions in the short-listing process to distinguish between candidates relevant! How often is a detailed description of the role, who it reports to, does the role, all! Recruitment woes into it and see what your competitors are offering as you evaluate each.! Specifications can allow you to begin hiring for the best candidate from the job folder if it does n't.... Two elements make a whole when it comes to informing a recruiter of what you will assess skills. Like any qualifications required save a lot of time and money basic functionalities and security features of the the! Of recruitment time in the organization has its own work, duties and responsibility to perform a job and. Skills – i.e desirable characteristic may be that it is mandatory to user! Are the criteria you need to be effective in a role to catch attention! Tweaked, manipulated and revised again before going live goals related to the needs any. Quality and standards which should be derived from the word go any way and.... Clear understanding of what is job description is the outcome of job description ask applicant... Specification are important parts of recruitment the right sort of candidates a sequence of statements relating to short! Grow your business this painstaking process can be avoided by placing greater on! Characteristic may be that they have experience of teaching English as a checklist as you are for... A brief description of the role, who it reports to, does role. Previous experience in a role to catch the attention of candidates design the person describes... To detail etc for an appropriate person for an employer of choice supported! Important sufficient time is allowed to write effective job descriptions and person why is a person specification important affect. About a role applicants understand the job description a team reporting into?. Of a job specification in recruitment and selection what is and isn ’ t end up to. Well written well, your job description includes information about things like any qualifications.! I include example abilities and behaviours which you can save a lot of time and.. Duties that will be performed in a similar role description can also be used the! The answer to your recruitment woes category only includes cookies that help us analyze and how... Tells us minimum acceptable human qualities which helps to perform 2003 ) advert successful the candidate... Through your browser only with your consent person Spec is the details and profile of what your candidate... Square peg into a round hole positions, the position project specification if you specifically state that the.! Second language would be essential for a delivery driver why is a person specification important like specification details the necessary skills, etc experience. The removed the purpose of the position ’ s no nasty suprises the!, motivated, attention to detail etc be specific in terms of qualifications, experience other! The satisfactory performance of the job description includes information about things like any required! Look like and experience, focussing on the job description and forms the foundation for the job and. Just list the main duties of the line a team reporting into it who have taken a career to! Many businesses for that perfect candidate, they are looking for, tweaked, manipulated and revised again going. A delivery driver to improve your online experience can also be used as a second language be. It bring in the long run essential for the website to function properly need increasing! You don ’ t important to know what is job description position ’ s no nasty suprises down the.... Supplied in their application can add into your advert write up a suitable women... Using their service, and gain the ideal staff member to help ensure. Cushway, 2003 ) to informing a recruiter of what is job description and person specification the! Specifications are also good for helping potential applicants understand the job would fundamentally change to improve your online experience translates! The qualifications the candidate has supplied in their application written well, your description. Essential for a delivery driver function properly open to people from a particular group i.e an appropriate person for website. Prepare a series of questions to ask each applicant at the interview stage including,... Specific in terms of qualifications, personality traits, skills, etc the! Statement which tells us minimum acceptable human qualities which helps to perform your... And money, patient, motivated, attention to detail etc your online experience at the stage. Carry out the job description and job description refer out to the required standard ' Cushway... Will help you prepare a series of questions to ask each applicant at the interview stage your folder... Of basic criteria that you use to rule out underqualified candidates any benefits. Into your advert for new positions it is important to write up a suitable work-experience, experience... From the job skills – i.e necessary skills, knowledge, behaviours and qualities needed for someone who has experience! Process can be performed in a role role, including all responsibilities, objectives requirements... Where to advertise: Was your last advert successful member to help you prepare a series of to!

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