Job Description vs. Job Specification: A Definitive Guide

Job description vs job specification – Decoding the Distinctions

The Job description vs The Job specification, are they similar? or are they different? In HR professional world these two has a difference. In case of a job recruitment, it consists of description of the company, history, and attributes. After, the most important elements will be the job description and job specification. 

Job descriptions and job specifications are two critical cornerstones that often intertwine but serve distinct purposes. These documents play pivotal roles in the recruitment, management, and organizational structuring processes. Let’s delve into their unique characteristics to better understand their roles and differences.

What is Job Description?

At its essence, a job description is more than a list of duties; it's a narrative canvas that portrays the essence of a role. Just like an author meticulously crafts chapters, a well-crafted job description narrates the story of a role within the broader context of the organization. It invites potential candidates into the world of possibilities, outlining not just tasks but the purpose, impact, and significance of the role in the grand scheme.

A job description outlines the responsibilities, duties, tasks, and roles associated with a particular job. It details what the job entails, the expectations, reporting relationships, working conditions, and sometimes the qualifications necessary to perform the job.

 

What are the key components of Job Description?

• Job title: The title of the position within the company’s hierarchy.

• Summary of the position: A concise overview of the role's purpose and primary objectives.

• Essential duties and responsibilities: Detailed listing of tasks, duties, and functions the role entails.

• Qualifications required (education, experience, skills): Necessary skills, education, experience, and

• certifications.

• Reporting structure: Information about the position’s place in the organizational hierarchy

• Any physical demands or working conditions.

In summary, Job descriptions provide clarity to potential applicants about what the role involves and help current employees understand their job requirements and performance expectations. A well-crafted job description serves as a roadmap, aiding in the recruitment process by attracting suitable candidates, setting performance expectations, and aligning the role with the company's objectives.

Advantages of Job Description

• A job description synchronizes the recruitment and selection process and thereby simplifies the work of the HR department.

• It makes it easy for companies to search for suitable candidates.

• It provides a framework to build the job specification.

• A job description gives a clarification of what the company is about and what it has to offer to the candidates.

• It provides an overview of the open position and also specifies the company’s expectations.

• It helps the candidate to get instantly familiar with the workplace environment.

Disadvantages of Job Description

• A job description does not stay constant; it changes with time and the growth of the company.

• It outlines only the positive points of a job. The negative aspects are completely ignored.

What is Job Specification?

Contrasting the job description's narrative, the job specification takes the form of a character sketch—a detailed profile of the ideal protagonist for the story. It delineates the qualifications, skills, experiences, and traits essential for the character that fits seamlessly into the role's storyline. It's the blueprint that HR and hiring managers refer to when searching for the perfect match, akin to casting directors seeking the ideal actor for a role in a movie.

Job specifications, sometimes referred to as employee specifications or person specifications, outline the qualifications, skills, abilities, and personal traits required for an individual to successfully perform the job.

What are the key components of Job Specification?

• Educational qualifications: Minimum educational qualifications and years of relevant experience.

• Experience (specific years or type of experience required)

• Skills (technical, soft, or specialized skills)

• Abilities or competencies

• Personal qualities or attributes that are desirable for the role.

Job specifications assist in defining the ideal candidate by detailing the qualifications and characteristics necessary for success in a specific role. It's often used as a tool during the hiring process to evaluate applicants against these criteria.

Advantages of Job Specification

• A job specification defines candidate selection criteria. It makes it easy for recruiters to screen resumes of prospective candidates.

• It serves as a benchmark for conducting orientation and training of the employees.

• It helps candidates to find a job that is the best fit for their skills and qualification.

• It helps in performance analysis and appraisal of the candidates.

Disadvantages of Job Specification

• The job specifications of the company for a particular job may change with changes in technology.

• Drafting a job specification is a lengthy process; it requires a complete understanding and knowledge of the job position.

Quick Look on Job Description and Job Specification?

The main difference between descriptions and specifications is that a job description describes the job itself, while a job specification details skills and traits needed to succeed in the role.

Job Description vs job Specification, Key aspects

The synergy between job descriptions and job specifications orchestrates a cohesive narrative. A well-aligned duo ensures clarity, attracting candidates who resonate with the story while possessing the qualities necessary to step into the character's shoes.

	Job Description	Job Specification
What does it mean?	A job description is detailed information about the vacant position that states the job title, job location, duties, responsibilities, job role, etc. in a written format.	A job specification is the set of specific qualities, knowledge, and experience the candidate must possess to perform a particular job.
Origin	Based on Job Analysis	Based on the Job Description
Elements	Includes job title, job location, job role, salary, responsibilities, duties, allowances, and incentives.	Includes attributes, knowledge, skills, experience, and educational qualification.
Purpose	Describes the job profile.	Specifies the eligibility criteria.
What is it?	Company’s offerings to the candidate	Company’s expectations from the candidate
Use	Used to provide relevant and sufficient information about the job	Used to match the right cand

Final Thoughts

In conclusion, Job description and Job specifications are different and having different purpose. It aids a job candidate to identify if he is really qualified for the job or not. Similarly, employer will be able to screen and shortlist the candidates who fulfill the requirements of job description and job specifications. Overall understanding of job description and job specification will aid both job seeker and employer to conduct the recruitment process effectively.

As leaders poised to become the architects of tomorrow's organizations, mastering the craft of job descriptions and job specifications is pivotal. It's not merely about filling roles but about curating stories and characters that drive innovation, collaboration, and success within organizations.

References:

Abd Rahman Ahmad, K.S.Y., Isa, K., Soon, N.K. and Sapry, H.R.M., 2019. The Job Specification and Job Description for Indonesian Workers in Malaysian Construction Industry. International Journal of Engineering and Advanced Technology (IJEAT), 8, pp.242-244.

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Ellington, J.K., Brannick, M.T. and Levine, E.L., 2015. Job specification. Wiley encyclopedia of management, pp.1-1.

Indeed (2021). Job Specification: Definition, Elements and Examples. [online] Indeed Career Guide. Available at: https://www.indeed.com/career-advice/career-development/job-specification. [Accessed: 01 December 2023]

Landy, F., 2013. Job analysis and job evaluation: The respondent's perspective. In Personnel Selection and Assessment (pp. 75-90). Psychology Press.

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