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)

An Interview or CSI Investigation?

As a recruiter in hospitality for many years, I've been privy to the interview mindset of clients looking for new management and executive candidates. While various styles of interviewing come and go, has it ever seemed to you more like a criminal investigation?

If you said, "Yes!", there's good reason it seemed that way. In my experience, some intervieews approach the interview with the vigour of the most experienced CSI Investigator, as though they just picked you up off the street holding a smoking gun and pleading innocence.

The conductor of this type of interview has taken passion for their work to a new level and lost the primary intention of an interview: to tease the best from the candidate, not the worst. They take great efforts to ask the most obscure questions, give test questions that are not at all related to the position, and probe into your home or personal life. All with the aim to find information to use against you. Amazingly, when an interview becomes criminal it's often not because of anything the candidate has done, but because the interviewee has gone far beyond the probing behavioural question.

Too often an interviewer may wander in with a test in hand and ask you to complete it. It doesn't matter that you'll never be expected to know more than half the answers in relation to the job.

Let's not forget the computer savvy that crawl over the internet for clever and obscure questions that appear to test the candidates' ability to solve problems under pressure. Even working in the front line of the busiest restaurant where the pressure is intense, you'll not likely be in a life and death wine corking horror: it just doesn't happen.

Let's be honest, if a candidate is a proficient liar, the interview is not where you'll catch them out: you're just going to catch normal people making small mistakes. Just like you and I do. And you wouldn't want your career to hang on one small mistake, would you?

So, instead of trying to find ways to trip up candidates, let's remember the first rule of interviewing: show the candidate the same level of respect that you'd want to be shown. Be pleasant and courteous and make an effort to put the candidate at ease: that way you'll get far more out of the interview and you'll be able to make an informed decision when it comes to making the final choice.

Of course one must take into account the business culture and whether or not the person sitting across from you can fit in and you should be able to determine that during the course of a well conducted interview and this should also form an important part of the decision making process.

Remember that first impressions are important and go both ways: just as you'd be aghast if a candidate walked in wearing shorts and sneakers, think about the impression you're making on them. You are the front-line representative of your business. Observe the fundamentals and the interview process should be more rewarding and fruitful. After all, even the ccused criminal on CSI gets a phone call.