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)

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!