JOB DESCRIPTION AND JOB SPECIFICATION

BACKGROUND:

Job analysis is primary tool in personnel management. In this method, a personnel manager tries to gather,
synthesize and implement the information available regarding the workforce in the concern. A personnel
manager has to undertake job analysis so as to put right man on right job. Job analysis consists of collecting
data and applying it by preparing job descriptions, job specification and job standards. (Bratton and Gold,
2007). Therefore, a job description is a result of a job analysis. Where the job analysis describes the general
requirements of a certain job, the job description will explain in detail the different tasks to accomplish during
the day. “The process to make a job description is to have a strong reflection on the available sources of
expertise.” (Richard, 2007). The principle of a job description is to identify the essential function of a work.
One of the main objectives of a job description is to be used as a tool during the recruiting process. The job
description should be enough descriptive but also very clear to understand. Job description will give the
opportunity for the team to work together and faster. It will increase also the good feeling of the employees.
The job descriptions can be multipurpose tools that can be used in every aspect of the employment process
(Arthur and Diane, 2006). There are two outcomes of job analysis :

1. Job description

2. Job specification

ADVANCE HUMAN RESOURCE MANAGEMENT

Ms. Grace O. Yanson- Discussant
La Consolacion University Philippines
October 26, 2019
 JOB DESCRIPTION AND JOB SPECIFICATION

COMAPARISON: Job Description and Job Specification

A. Elements

B. Information

ADVANCE HUMAN RESOURCE MANAGEMENT

Ms. Grace O. Yanson- Discussant
La Consolacion University Philippines
October 26, 2019
 JOB DESCRIPTION AND JOB SPECIFICATION

C. Result

Job
Description

Job Specification

Competency
Model

NATURE: Job Description and Job Specification

Job Description is an organized factual statement of job contents in the form of duties and responsibilities
of a specific job. The preparation of job description is very important before a vacancy is advertised. It tells
in brief the nature and type of job. This type of document is descriptive in nature and it constitutes all those
facts which are related to a job such as :

1. Title/ Designation of job and location in the concern. 2. The nature of duties and operations to be
performed in that job. 3. The nature of authority- responsibility relationships. 4. Necessary qualifications
that is required for job. 5. Relationship of that job with other jobs in a concern. 6. The provision of physical
and working condition or the work environment required in performance of that job.

The creation of job descriptions is the most common use for job analyses (Brannick et al., 2007). Usually,
job descriptions are created by compiling the most salient information gathered in the job analysis. Job
descriptions essentially summarize the findings of the job analysis and highlight the most important
elements of the job. Brannick, Levine, and Morgeson (2007) define a job description as a “brief written
description of work”. According to Brannick et al. (2007) job descriptions are used to provide information
regarding what precisely the job entails to people that do not perform the job. The intent is to provide an
overview of the job to those who are not familiar with it. Grant (1988) refers to a job description as the
“blueprint” of a job. This means what tasks and responsibilities must be performed as part of the job.
Researchers and professionals are generally in agreement over what a job description consists of:
identifiers, summary, duties and tasks, and often other information (Brannick, et al. 2007). Cascio (1998)

ADVANCE HUMAN RESOURCE MANAGEMENT

Ms. Grace O. Yanson- Discussant
La Consolacion University Philippines
October 26, 2019
 JOB DESCRIPTION AND JOB SPECIFICATION

breaks down the content of the job description using different terms than Brannick et al. (2007); however,
they convey the same information. The purposes of Job Description are:

1. The main purpose of job description is to collect job-related data in order to advertise for a particular
job.

2. It helps in attracting, targeting, recruiting and selecting the right candidate for the right job.
3. It is done to determine what needs to be delivered in a particular job.
4. It clarifies what employees are supposed to do if selected for that particular job opening.
5. It gives recruiting staff a clear view what kind of candidate is required by a particular department or
division to perform a specific task or job.

JOB SPECIFICATION is a statement which tells us minimum acceptable human qualities which helps to
perform a job. Job specification translates the job description into human qualifications so that a job can be
performed in a better manner. Job specification helps in hiring an appropriate person for an appropriate
position. The contents are :

1. Job title and designation

2. Educational qualifications for that title.
3. Physical and other related attributes
4. Physique and mental health
5. Special attributes and abilities
6. Maturity and dependability
7. Relationship of that job with other jobs in a concern.
When recruiting and screening applicants, employers utilize job analyses to determine what
knowledge, skills and abilities an applicant needs to perform the job (Brannick et al., 2007). These needs
are referred to as job specifications or “a written description of job requirements” (Brannick et al., 2007).
Job Specifications can include job requirements such as written communication skills or prior experience in
a certain field. Job specifications allow companies to determine the educational, professional and
certification requirements for a person performing a job. Prien and Hughes (2004) demonstrated that
minimum qualifications, such as education requirements, can be established by utilizing a quantitative job
analysis designed to measure the educational achievement needed to perform a task. Further, Prien and
Hughes’ study, knowledge required was linked with levels of education. The purposes of Job Specification
are:

1. Described on the basis of job description, job specification helps candidates analyze whether
are eligible to apply for a particular job vacancy or not.

ADVANCE HUMAN RESOURCE MANAGEMENT

Ms. Grace O. Yanson- Discussant
La Consolacion University Philippines
October 26, 2019
 JOB DESCRIPTION AND JOB SPECIFICATION

2. It helps recruiting team of an organization understand what level of qualifications, qualities and
set of characteristics should be present in a candidate to make him or her eligible for the job
opening.

3. Job Specification gives detailed information about any job including job responsibilities, desired
technical and physical skills, conversational ability and much more.

4. It helps in selecting the most appropriate candidate for a particular job.

TRENDS AND RESEARCHES: Job Description and Job Specification

(JOB DESCRIPTION AND JOB SPECIFICATION: A STUDY OF SELECTED ORGANIZATIONS IN SRI

LANKA, 2015, DR.T.MANGALESWARAN AND MRS. KIRTHIGA KIRUSHANTHAN)

Job description and specification are importance to the organizations for implementing other human
resource management activities. This study looks whether the selected organization has job description
and specification and what are the contents of job descriptions & job specifications? Are they similar in the
selected organization? From the analysis and discussion the research revealed that Banking and finance
organization are developing and maintain the job description and specification at the head office level. Some
of the elements of the job description and specifications are practiced at the branch level managing the
business operations. Even though the organizations involve similar activities, the job titles differ organization
to organization. Government organizations job description and specification differ from the finance and
banking sector. The job title, duties, responsibilities, salary scale, and duty time differ within the government
sector based on the activities performed by the organization. The job descriptions are developed by the
relevant ministry. As far as concern Garment Industries, they develop and practice job description and
specification for all jobs. The job titles are similar among the organization. They give more important for
specification. They consider academic and professional qualifications for staffing. In other organization,
some small medium size enterprises have not developed job description and specification systematically.
They have job specification which is used for staffing. Large organizations have well developed Job
description and specification for each job. They use it for several purposes in the organization.

(Business.linkedin.Com, 2019, Samantha McLaren- Vlogger)

ADVANCE HUMAN RESOURCE MANAGEMENT

Ms. Grace O. Yanson- Discussant
La Consolacion University Philippines
October 26, 2019
 JOB DESCRIPTION AND JOB SPECIFICATION

61% of candidates say the salary range is the most important part of the job description, but don’t
let it outshine the opportunity. If you’re trying to cut your job description down below that 300-word sweet
spot, it helps to know what information candidates prioritize when they’re reading your post. Perhaps
unsurprisingly, the majority of candidates (61%) say details about compensation are what matters most. Of
course, candidates also care a lot about other aspects of the job, with qualifications and job details tying for
second place in the importance category (49% apiece). But first and foremost, they want to know if the job
will support them and their family.

ADVANCE HUMAN RESOURCE MANAGEMENT

Ms. Grace O. Yanson- Discussant
La Consolacion University Philippines
October 26, 2019
 JOB DESCRIPTION AND JOB SPECIFICATION

REFERENCES:

Brannick, M. T., Levine, E. L., & Morgeson, F. P. (2007)., Job and WorkAnalysis: Methods,
Research and Applications for Human Resource Management. Thousand Oaks, CA: Sage

Publication.

Bratton, John & Gold, Jeff G. (2007), Human resource management theory and practice, fourth
edition. 661 pages

HUMAN-FACTOR [PDF FILE]. Retrieved from file:///C:/Users/Grace/Downloads/HUMAN-

FACTOR-SEC-7%20(1).pdf

Prien, E. P., & Hughs, G. L. (2004), A contentoriented approach to setting minimum

qualifications. Public Personnel Management, 33, 89-98.

MANGALESWARAN, T & KIRUSHANTHAN , KIRTHIGA ( 2015)., JOB DESCRIPTION AND

JOB SPECIFICATION: A STUDY OF SELECTED ORGANIZATIONS IN SRI LANKA.
International

Journal of Information Technology and Business Management

ADVANCE HUMAN RESOURCE MANAGEMENT

Ms. Grace O. Yanson- Discussant
La Consolacion University Philippines
October 26, 2019