When we talk about companies and departments such as Human Resources, it is essential to talk about the Employment descriptions. This is vital for the knowledge of all members of the organization and even more so, if the company intends to recruit new members for the team.
Do you know what it is? How it is performed? What is its importance? This is something that every company should have, detailing each hierarchical position that is within the organization. However, here we will explain the answers to the previous questions and much more.
Keep reading this article!
What is the Job Description?
The Employment descriptions It is a tool used in the human capital area, generally in Human Resources, which consists of listing, detailing and defining the functions and responsibilities that make up each of the jobs that the company has.
This means that it is an instrument that every institution should have within its structure, which details and specifies the functions of the various positions within it, as well as the knowledge, skills and attitudes that must be presented by the people who apply or who occupy the position.
What is it for?
This tool serves as a kind of guide for the selection and incorporation of personnel more effectively, for a specific position.
It is also very useful for both the company and the staff themselves. Well, it allows attracting qualified talent, suitable and appropriate to the needs of the company, and to the postulates it gives them clarity in what the entity expects of them.
Also, it is an important guideline for the Human Resources department before starting the search for the ideal candidate for any vacancy. This, since with a clear job description, candidates can be correctly attracted by having identified the responsibilities, characteristics and competencies that are required to perform the job that is being offered.
Importance of the tool
A good one Employment descriptions makes it easier to determine the profile that an applicant must meet to enter a company. Likewise, it will include an exact definition of what is being sought, and both for the company and for applicants to the vacancy, it will be easier to determine if they are suitable or not for the position.
In this sense, if a company has a tool like this, it can save time and immediately discard some of the individuals who, although they want to get a job, do not meet the requirements.
In addition, for people who decide to opt for the vacancy and obtain a job description, it will be easier to identify not only if they meet the profile, but if they agree with all the guidelines required by the company.
This, since the tool exposes from salary range, to type of activities, skills and factors necessary to achieve the objectives. It even works as a methodological tool when describing a job, depending on the objectives sought with the description.
Finally, at this point it is necessary to state that the elements and methodologies that are used for the job description are integrated into the evaluation tools and these in turn are called the profile of effective performance factors.
How to prepare a Job Description?
The Employment descriptions in a company or institution it is an orderly process that must initially take into account the following elements:
- Job Description: what is the job title and what will be especially dedicated. Objectives of the position: what role you play within the company and what objectives you have within the organization.
- Organization chart: where the location of the position within the structure of the company is graphically represented. At this point, the other positions are included, so that the person can know which positions are both higher and lower than him.
- Tasks to accomplish: what tasks are performed, what is their frequency and how long does it take to complete them. Relationships and internal communication: the knowledge about which other departments are related to the employee and how their communications are given.
- Mobility: In case the position requires trips or transfers, the frequency and duration of the same must be specified. Environmental conditions: here it must be indicated in which environmental conditions the work is carried out.
- Risks: risk of occupational accidents to which the worker is exposed or to which he exposes others.
- Detailed day: working hours, weekend shifts (if any), possibility of night work and possible limitations on vacation time.
- Salary range: finally, the job description must specify the remuneration of each worker per position. Likewise, the form of scales and progress of positions must be exposed, as well as the requirements to achieve them.
Key factors for the elaboration
In addition to those indicated above, there are other key factors that must be within the elaboration of the Employment descriptions. Therefore, we present them below:
- ID: the name of the position and the company
- Mission: this since each position must not only have its functions explained, but must have detailed what it expects from an employee to choose the position.
- Experiences: what is the previous experience that every person must have to get the job. At this point, everything you need to know to be on the job should be reported.
- Academic backgrounds: here it should be described what are the academic requirements that the position needs, be it university and even extras. For example, the use of a language other than the native one or knowledge about platforms or tools, such as Excel, just to mention one.
- Abilities: at this point it is necessary to emphasize what skills an employee must have before entering the position offered and must detail the level of competence. If so, during recruitment and selection, the company may have better criteria for evaluating candidates.
- Mandatory training: The form must mention what training the employee must have before assuming his new role within the company.
Advantages of Job Description
This tool generates multiple benefits, not only for the company but also for the employee (or postulates for the position). Thus, they will be listed below based on both classifications.
For the company
- It offers a complete vision of the needs required by the job that is being applied for, as well as a clear definition of profiles, which helps in the recruitment and selection of candidates for the position.
- Transparency in the hiring process, since it avoids favoritism and hiring for “commitment” or for being “known” but not having experience in the area.
- Generates a fairer assessment of work and the definition of wages.
- Help in the evaluation, before and after, of the worker.
- Greater trust between the company and employees.
- Specific hiring and specialized personnel.
- Greater productivity and optimization of time and work.
- It facilitates decision-making regarding the definition of functions, responsibilities, tasks of each one and training for the job.
For the employee
- Clarity for the professional because from the beginning he knows what the company expects of him.
- Increase in the empathy and commitment of the worker towards the mission, vision and values of the company.
- Increases job satisfaction, because initially the objectives set for the position were made clear.
- It improves motivation towards the development of work, since having their tasks defined, a better adaptation to the position, greater productivity and better responses in the short term occurs.
- It benefits labor relations and internal communication between colleagues, by not generating doubts or questions regarding who should perform or not a certain task, since each position has its assigned.
- It produces self-development in the workplace, since if the performance is optimal it is very possible to obtain a promotion.
Job description example
If there are still doubts about the Employment descriptions, here we present a very direct example. In this case, all part of the position of Marketing Manager and is broken down as follows applying the above described:
- Position: Marketing manager.
- Organization chart: Within the structure, he is above the marketing assistants and is below his direct boss, who is the general manager.
- Mission: ensure that the tactical and operational flow of the entire marketing team of the company is carried out effectively and efficiently.
- Activities: Design marketing campaigns, lead the team, analyze the various campaigns, among others.
- Education: Bachelor’s and even postgraduate degrees in marketing or related areas such as advertising, etc.
- Minimum: higher education in marketing or related areas.
- Experience: Minimum of three years in the position of marketing manager.
- Abilities: Person with leadership skills, work under pressure, team management and with maximum creativity.
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