At AssessSystems we field many enquiries from managers seeking advice on psychometric profiling and recommended tests to apply. The first question we ask is, “Can you forward us the job description?” This gives us a clear picture of what it takes to be successful in the role, what needs to be tested and on what basis do we form our recommendations once we have test results.

You’d be amazed at the number of businesses, small and large, that have not done a job analysis and have not compiled a job description. Many are also using documents that are hopelessly outdated. People change, jobs change.

Job descriptions – sometimes referred to as a position description - come in all shapes and sizes. One tip I like to stress is to keep them simple and short. I’ve seen job descriptions that run eight pages! Too much detail may add to the syndrome of, “That not my job, that task is not itemised in my job description”.   

Analysing the job

How can a hiring manager select the right person for the role if they don’t know what they are looking for? This is like going grocery shopping without a list:

• You don’t get everything you need
• You get things you don’t really need
• You spend more money than you planned
• Spend more time than you planned
• You have to go back and do it again

Before putting pen to paper to craft the recruitment advertisement, do a job analysis. This can be as simple or detailed as the job requires. There are many ways to determine a job’s performance factors. The following are some examples that can be used individually, or in combination:

• Interview current jobholders.
• Consult experts in the particular job field.
• Observe the current workers.
• Start with a master list of performance factors (competencies) and ask all stakeholders to rate the importance of each to the position.
• Use the AssessSystems Job Description Survey

Another helpful tip when compiling a job description it to ask yourself:

• What does it take to be successful in this position?
• Why have people failed in this position?
• What distinguishes excellence from average?

Developing your job description

Once you have determined what a person needs (knowledge, skill and experience) and has (the matching personality, mental ability, motivation and values) to do the job it then becomes an easy task to write up the job description. As you are doing this, keep in mind these three key thoughts:

• What do you want them to do?
• How well do you want them to do it?
• When/how will they know (feedback)

Once again, keep it simple, keep it brief. I suggest you develop a template for your organisation. From here you can just fill in the blanks for each role as determined by your job analysis.

Some thought starters for a job description template.

Summary Of Position – Title, purpose, goals and objectives

Reporting Relationship

Duties and Responsibilities

Key Technical Skills, Knowledge and Qualifications

Physical (do they have to lift heavy weights?). Mental Abilities (must do simple math or carry out complex written instructions etc)

Key Performance Factors (Sometimes referred to as competencies) – between 5 and 10 depending on the level of the role. Examples could be, planning and organising, managing people, written communication, coaching and developing, negotiating ability etc. Email us for a copy of our white paper on competency development.

Performance Measures – How will they know how they are going? Feedback mechanisms. Email us for a copy of our white paper on 360 Feedback.

Working Conditions – Works in cold temperatures, exposed to chemicals, works outdoors etc.

Challenges – How will this person make a positive contribution to this role, beyond previous job holders

I trust this article gives you some good ideas to help you construct a job description that is not just a “laundry list” that never gets read or referred to, but becomes a working document that is constantly referred to by managers and staff when selecting, developing and/or managing employee performance.    

Rob McKay MA(Hons) is an Organisational Psychologist and Director of AssessSystems Aust/NZ Ltd – Leaders in employee assessment for selection, development and performance management. He can be reached at +64 9 414 6030, rob@assess.co.nz or on the web at assess.co.nz