Writing an Effective Job Description

Writing a great job description is the starting point of any great hire. These documents, while cumbersome and time consuming are an essential resource for any organisation. The importance of writing these documents well cannot be over stated. Simply using a template filled with meaningless buzzwords you often associate with job descriptions won’t cut it in today’s market. For broad roles like Business Support, a good job description is particularly crucial, as responsibilities can vary so wildly. So, what should you include when preparing a great position description?

• Title: Make it concise and meaningful. Research and consider what the wider market would call your role. Using phrases like ‘Tech Guru’ may sound cool, but if it has little meaning for anyone it is wasted effort.

• Summary/ Purpose:  Explain the company goals and mission, values and culture. Describe where the role fits within the organisation and why it exists.  Be clear, not verbose, (1 -2 sentences is usually enough), try not to dress it up to be something it isn’t or will never be.

• Skills: Don’t list everything you can think of.  Focus on technical skills, software packages required and softer skills, like negotiation. Make sure these are realistic and not skills that can only be found in your organisation.

• Qualifications and experience: What is it that the person needs to have done or achieved to perform the role for you? It is essential to get this right as it may have legal implications later on if ever challenged for an unfair dismissal.  Too much detail may lead to a “it was not in my job description” argument for poor performance, or not enough detail may lead to an excuse of “I didn’t know I needed to do that”.

• Duties: Try not to make it an exhaustive list, but do try to cover as many things off as you can. Cover yourself for future changes with the timeless “Other duties as required” line.

• Reporting lines: Map out all core relationships, reporting lines (official and unofficial). Ensure that the person reading the position description can see exactly where they fit within the company. It will also give a great indication of future career opportunities within the organisation.

• Language: Let it reflect the culture and brand of your organisation, preferably in the third person.

• Salary: Whether there is a banding or not, be clear as to whether this is base or package and if it is package, detail what is encapsulated in such a package. Include any benefits which the company offers, e.g.: gym membership, flexible working arrangements etc.

• Location and travel requirements: Be realistic with this. It can be a deal breaker for people.

• Employment type: Permanent or contract, full time or part time. Document your requirements.

Some things to leave out or to be aware of:

• Discriminatory language: Be aware that the use of certain words and phrases in a job description can be construed as discriminatory and limit the diverse applicant group that we all strive for. Even saying something like “working in a young, vibrant office” could give the wrong impression. Also avoid using gender specific language. In Australia, Employers are required to comply with Anti-Discrimination and Equal Opportunity laws (EEO). Essentially it is unlawful to discriminate on the grounds of:

  • race

  • colour

  • descent

  • national or ethnic origin

  • age

  • sex

  • marital status

  • pregnancy

You may even want to consider including a diversity statement in the job description that encourages people from all different backgrounds to apply.

• Unrealistic: It is easy to write down every little thing you can think of that the role will need to do, making it impossible for most people to achieve. People will count themselves out before even applying.

• Constant reviews: Position descriptions tend to get out-dated if not regularly reviewed. Make sure they keep up to date with the changing nature of your business. Roles are always subject for change, either due to organisational development or the emergence of new technologies.  These changes will need to be shown in an evolved position description.

Getting your hiring right starts with a well thought our position description, take the time, put in the work and see the quality of your hires dramatically improve. These documents can be tiresome to build and even harder to start. If you're not sure where to start with your job description, take a look at our handy job description template, which you can tweak and customise to your own needs.

If you're looking for more insight (or great Business Support people!), feel free to contact us, and we can help to point you in the right direction.