How To Write A Job Description

The primary purpose of a job description is to identify the essential functions of the position to potential candidates for hire. It is not the same as, nor should it be used for, a Job Advertisement. Essential functions are those tasks or functions of a particular position that are fundamental, as opposed to marginal.

Knowing the essential functions of the job will aid you in:
· attracting the appropriate pool of candidates
· writing relevant interview questions; and
· determining whether a person is qualified to perform the essential functions

WHAT ARE ESSENTIAL FUNCTIONS?

In identifying essential functions, be sure to consider (1) whether employees in the position actually are required to perform the function, and (2) whether removing that function would fundamentally change the job.

Several reasons why a function could be considered essential:
· the position exists to perform the function (e.g., if you hire someone to proofread documents, the ability to proofread accurately is an essential function, since this is the reason that the position exists);
· there are a limited number of other employees available to perform the function, or among whom the function can be distributed (e.g., it may be an essential function for a file clerk to answer the telephone if there are only three employees in a very busy office, and each employee has to perform many different tasks);
· a function is highly specialized, and the person in the position is hired for special expertise or ability to perform it (e.g., a company expanding its business with Japan is hiring a new salesperson, so requires someone not only with sales experience, but also with the ability to communicate fluently in the Japanese language).

To identify the essential functions of the job, first identify the purpose of the job, and the importance of actual job functions in achieving this purpose. In evaluating the "importance" of job functions, consider, among other things, the frequency with which a function is performed, the amount of time spent on the function, and the consequences if the function is not performed.

To determine whether or not a particular function is essential; use these guidelines:
· your own judgment as the hiring manager;
· the amount of time spent on the job performing that function; and
· the availability of others in the department to fill in for the person who performs that function.

In defining the essential functions of a job, it is also important to distinguish between methods and results. For example, is the essential function moving a fifty pound box from one part of the lab to another, or is it carrying the box? While essential functions need to be performed, they often do not need to be performed in one particular manner (unless doing otherwise would create an undue hardship).

WRITING THE JOB DESCRIPTION

So now it's time to write the job description. Have you carefully thought about what is REALLY needed? Is there tolerance for a new person's learning curve? There are certain important elements that are of great importance; include these in each job description.

In summary:
· List all the knowledge, skills, and abilities necessary to perform the job; divide them into requirements and preferences
· The requirements listed on the job description must support the essential functions, and serve as the primary criteria for selecting/rejecting candidates
· Don't lock yourself into strict requirements that may prevent you from considering qualified candidates. Consider substitutions (ex., 4 years of professional experience or a bachelor's degree)

Salary Negotiations

SALARY NEGOTIATIONS

Talking about money during the hiring process can feellike being in a contest on a nerve-wracking game show. Job candidates who prepare before the interview and adhere to some specific principles during the negotiation will eliminate much of the guesswork in the equation and come out of the interview feeling like you handled it professionally and have a better idea of what the position offers.


Before the Interview

For most hospitality management roles, the salary negotiation will take place at the last interview. That can be the 2nd or 5th interview, depending on the process with the hiring company. You can expect an offer on the spot at the end of the interview or sent to you in writing the next day should you be the chosen one. In any event, get your ducks in a row - know what you want and prioritize what's most important to you in your next role --money, more responsibility, work/life balance, a shorter commute, corporate culture-- before you begin interviewing.

Use a salary calculator, ie www.payscale.com, or locate an industry association contact that can provide you with relevant compensation information. This will also help you know that jobs you apply for pay well enough for you. Remember, however, that variables such as company size, economic conditions, and availability of qualified candidates in the market need to be factored into your information-gathering process.

Keep in mind that companies typically have salary ranges budgeted for specific roles within the organization. Exceptions aren't all that common. The only flexible items in a job offer may come down to things other than salary -- a signing bonus, moving up your review date, additional vacation time -- and could be an alternative to a higher salary.

Be prepared. You should be ready to convince the recruiter that you are worth the dollar amount at the higher end of the salary range. The easiest way to do this is to provide very specific examples of how you can add value to this organization -- just like you've done throughout your entire career.

Be upfront. When asked about your compensation requirements during the initial telephone interview, let the recruiter know where you stand. "I'm looking at opportunities in the $60-70,000 range, but can be flexible for the right opportunity." It's acceptable to ask if you're in the correct range for the position, and important to know so that both parties can make an informed decision about moving forward without wasting time. Remember, the role of the recruiter differs at each organization, so don't underestimate the influence this person has on the decision-making process.

Be respectful. If an offer is presented that is lower than what you hoped, thank the presenter. Ask if there is any flexibility in one or two of the areas that you've identified as being a priority for you. Regardless of the answer, always say you need time to consider the offer. Don't start negotiating new terms immediately.

Be firm. If there is no flexibility in the offer, you can accept it as is, or politely refuse and walk away. If the company is flexible on your terms, agree on all the new details in one conversation so that you can move forward with the next step in the process -- signing and returning the written offer letter.

Above all, be professional. Your actions during the negotiation process will be remembered by everyone involved long after you're hired, and may be helpful when it comes time to ask for a raise. As before, early preparation is the key to success in getting the salary you want.

Loooking for Hospitality Work? ....Get Another Life!?

You know about the online, interactive game called Second Life? Can you get your head around the idea of people looking for work while playing Second Life? Seems like a contradiction to me. People playing Second Life want to get away from "real life" don't they? So, why on earth would they look for work while playing a game? Maybe I need to learn more about this game, but in the meantime, I thought I'd provide you with a look at an Austrailian recruitment company that's advertising in Second Life for hospitality jobs....

CORPORATE "SECOND LIFE" OFFICE








JOB HUNTER?








CORPORATE "SECOND LIFE" TEAM


SPA JOB AD








Crazy world out there. Who would have thought 5 years ago that recruitment for hospitality jobs would happen in a game?

Pride and Job Hunting

PRIDE AND JOB HUNTING

I thought I'd share something that happened today in the life of an hospitaity recruiter; me. It has to do with pride and looking for your next career move.

I spoke with a man today who's been actively looking for work and currently unemployed. He works in the hospitaity industry in Western Canada at the management level. The connundrum of pride came up in reference to looking for work, but first, let me tell what came before this issue.

We did a screening interview with him and I was following up on his search. He comes across as energetic, people-oriented, an experienced manager who has a history of stability, focusses on upgrading his skills with courses/training and he loves the industsry. All good so far, right?

In terms of career searching, he seems to doing everything right to get himself out there with networking, resume posting, and sending out applications. So why hasn't he landed a position?

I'll tell you why, in my recruiter opinion. This candidate told me he "has pride and wasn't going to call them if they didn't contact me". Ahh, one of the 7 deadly sins wreaking havoc in his ability to land a good job.

Although he's been looking for a significant period of time, he laughed after he told me this. He then went on to say that he's been starting to wonder if there's something wrong with his experience and work history that people are not making offers. Isn't it a shame that good people can sometimes get in their own way and not quite realize that's happening?

So,in the end I gave him the good news, then the bad so to speak.

We talked about where his efforts have been directed and I assured him he was doing a great job getting himself out there and that his experience is solid, his training was the best in the industry currently. I also told him about what the market is like for hospitality career seekers Western Canada now and gave him some new search ideas. A general attitude boost,and isn't that something we can all use when we're looking for work. It's so stressful and rejection can be so personal that we get depressed and look at what's wrong with us.

Then I dropped the bad news. I told him straight up that not receiving follow-up from an hiring organization is not personal and pride shouldn't be an issue at all. I gave him a few scenarios as to why orgnaizations sometimes don't respond to you resume, not the least of which is because they are pulling overtime covering the position that they posted! I emphasized to him that it's always a good idea to follow up with a phone call when you submit your resume. Pride has nothing to do with this, it's about making their job easier and demonstrating your ability to professionally following up.

And what happened to him? I'm not sure, but I think he did understand he could make those calls and not damage his sense of pride. Once he understood the circumstances that could interfere with a company calling him, he was relieved he could do more to be effective in his career search.

Historically, any one of the deadly sins is said to lead to damnation, but I hope now he'll be led to a great career move in hospitality!