Writing a job description
A job description sets out the overall objectives of a role, the main tasks to be carried out, and the skills and experience required in order to perform the job effectively.
Consider the purpose and audiences
A job description provides the employing department, potential applicants and the eventual postholder with a clear outline of what is required in the job; it is also used in the grading of the post; it may be required in the context of an application for outside funding; and it may be incorporated into the contract of employment.
In the first instance job descriptions capture why a post is required and where it fits into the organisational structure, including the duties that differentiate it from existing posts in the immediate team and wider department.
In setting out the main tasks involved in a role, the job description clearly indicates the level of complexity and responsibility and therefore is used to determine the appropriate grade for the role.
Well written job descriptions assist in attracting the right candidate for the job as they clearly set out the main accountabilities and enable potential applicants to match their skills and experience to those listed in the selection criteria.
Job descriptions and particularly the selection criteria enable recruitment panels to evaluate and select candidates objectively, consistently, and transparently to reduce the possibility of unfair discrimination.
Once the successful candidate has been appointed the job description should be used to manage the induction and on-going performance of the post holder.
Layout
The job description template should be used to develop a job description.
Contextual information on the University, the employing division and department, and any necessary further information on the immediate team should be included in the job description.
An overview of the role should be included which provides a short statement of why the job exists. Consider why the need for the job has arisen, and the unique contribution that distinguishes this job from other jobs.
Duties
This is a list of the main responsibilities with an emphasis on contribution and outcomes, and should be listed in order of importance. It is not a detailed task list i.e. how the job is done.
Avoid ambiguity and be clear about the post holder’s principal accountabilities. For most jobs up to approximately 15 statements are sufficient to cover the main responsibilities, depending on the complexity of the role.
When drafting the duties consider the fourteen HERA elements. These reflect the underlying skills required from jobs in the Higher Education sector and will be used to determine the appropriate grade for the job. For grading purposes it’s important to ensure the following factors are clear: context; reporting/management structure; level of independence/autonomy; focus of the role; and knowledge/skills/experience required.
Remember your audience and avoid jargon, unexplained acronyms, and abbreviations.
Selection criteria
The selection criteria detail the skills, experience, abilities, and expertise required to carry out the job effectively.
The criteria should flow directly from the duties, be specific to the role, and be measureable so as to judge and select candidates objectively, and manage future performance. Criteria which are subjective and for which little evidence is likely to be obtained through the selection process must be avoided.
The Equality Act must be considered when drafting the criteria, which should not be discriminatory or unnecessarily restrictive. Include alternative ways of meeting a criterion so as to be more inclusive.
The type of experience applicants are required to have should be specified, however stipulating length of experience required should be not be used.
The criteria should be realistic, don’t set higher standards than are necessary for the job, and as a general rule do not request a degree or higher level of qualification for jobs in grades 1-5.
Avoid listing criteria that can be interpreted in many ways e.g. excellent communication skills, or good educational background, and be more specific about what is required.
Differentiate between essential and desirable criteria. Essential criteria are those that are required to perform the job effectively. Desirable criteria are those that may enable better or more immediate performance in a job.
Job description checklist
Having read the guidelines above the following can be used as a checklist when writing or reviewing a job description.
Layout
- The template has been followed
- Contextual information on the University, division and department is provided
- The overview of the role provides a succinct statement as to why the job exists
Duties
- Includes approximately 15 responsibilities
- The responsibilities listed are unambiguous
- The information provided is succinct
- Covers all the relevant HERA elements
- Does not include any jargon, acronyms, or abbreviations
Selection Criteria
- Flow directly from the list of duties
- The criteria are:
- Specific
- Measurable
- Realistic
- Non-discriminatory
- Unambiguous
- Accurately differentiate between essential and desirable critera
(89kb)
(8kb)