What is a Job Description

This article is for HR specialists.

Definition of Job Description

A Job description (known as JD) contains the description and characteristics of the job specific duties, responsibilities, activities, processes, tasks, qualification and work equipment. 

• WHAT is the subject of the job title, duties, responsibilities, activities, processes, tasks, qualification and work equipment. 
  
• WHAT he must know and be able to do
• WHAT the worker needs for the job position

The basis of the job description is therefore the description of duties and responsibilities.  It can also contain information about remuneration, qualifications and risks, possibly and other characteristics of a specific job position. The job description usually contains the job specification. 

Why we need Job Descriptions?

• job description is guidance: Job descriptions serve as a guide for both employees and employers, ensuring clarity about job expectations.
  
• primarily focuses on what the job entails: the tasks, responsibilities and processes associated with a specific position
  
• job description is a component of the broader concept of job specification.
• contains what the employee must fulfill
  
• contains what the employee is entitled to
  
• job description outlines the essential duties, reporting structure, working hours, and other relevant aspects of the job.

In all kinds of companies, especially in medium and large businesses there is a need to define roles and responsibilities more clearly to improve efficiency and productivity. This led to the creation of standardized job titles and descriptions, which outlined each position’s tasks, duties, and requirements .

Today, job descriptions are used for several purposes

• Work management: Job descriptions help clarify the responsibilities, tasks, and expectations of a role, helping to avoid role ambiguity and conflict.
• Employee Performance management: Job descriptions help plan employee development, set compensation, serve as legal documentation and as a benchmark for assessing employee performance.
• Recruitment: Job descriptions help prospective applicants understand whether they would be a good fit for the position by providing a clear outline of what a role involves and what skills and qualifications are required

What is included in the job description

Every company's situation is a little different, so you first need to establish a methodology for how you will approach job creation. If you are a larger organization and have multiple employees doing the same job, then you will create universal job titles and assign specific employees to them. The job titles will then also be universal, for example, Accountant, Driver.

If you are a smaller company and/or have different requirements for each worker and therefore a specific job title then simply create a job title for each worker separately. In this case, we recommend adding the name of the specific employee to the job title as the job, its job description and requirements will be highly individual. 

The job description includes the basic characteristics of the job in the form of a description

• Job title
  
• Job Summary
• Job duties and responsibilities
• Job Qualification & Skills
• Compensation, benefits, Salary and remuneration
  
• Job Risks & Hazards

Job title

• The name of the job position must describe its essence well
• It must be distinguishable and clear at first glance

Job brief description 

• Basic job brief description

Job description and responsibility

• Detailed job description
• Description of the responsibilities of the job position
• A description of the powers that the job requires
• See how to create a job description

Job requirements

• What the worker must be able to do, fulfill or receive
• Requirements for expertise and qualifications, experience, skills
• Medical fitness requirements
• Physical prerequisite requirements
• Requirements for work tools and equipment
• Authorization and access requirements (for example, to systems or to physical premises)
• The requirements are important for selecting the right candidate, as well as for his/her entry and development.
• You can describe the requirements verbally using text or use the requirements catalog.

Job placement in the organizational structure

• To which organizational unit is she assigned, to whom is she superior or subordinate
• Where does the job belong, what is the superior, subordinate and representative job position

Benefits and financial conditions

• Wage conditions
• Benefits of a specific job position

Health and safety risks

• Safety risks of the job position
• Health risks of the job position

Assigning an employee to a job

• In the basic settings, you can also assign employees to the job position