Position description

 

Creating a position description is one of the first steps in the recruitment, selection and hiring process and it requires careful consideration. Some start-ups may think that it bears little consequence as new hires will be involved in a wide range of activities. However, creating a position description offers several key benefits:

• It requires the company to carefully consider its human resource needs as a part of its overall objectives (i.e., profits, growth).
• It clearly spells out areas of responsibility, which helps to prevent clashes over authority.
• It provides interviewers with a foundation for relevant interview questions.
• It provides applicants with the information they need to make an informed decision about joining the organization.
• It can assist in creating a development plan to close any gaps in the employee’s skills and knowledge.
• It can serve as a valid reference tool when managing performance-related issues and/or termination decisions.

 

Once it has been decided that a position must be filled, determine what you are looking for. Gather as much data as necessary—such as what the job entails and what skills are required. Then define the requirements in the position description. However, details should not be so specific as to overshadow the important points nor so rigid that they discourage the future employee’s initiative.

Questions you need to ask

Discuss and validate the position requirements with appropriate stakeholders. It is important to answer the following questions:

• What will be the employee’s status—full-time, part-time, contract, or temporary?
• What salary are you willing or able to pay?
• Who will the employee report to? Will they have any direct reports?
• What responsibilities and tasks will the employee be accountable for? What are the expected results?
• What previous work experience is required?
• What specific level of education is required?
• What personal skills do they need to exhibit?
• Will they be required to hit the ground running or is there room to train?
• How much decision-making latitude will the individual have in the role?
• What are the required working conditions?

 

Creating a position description

Write a position description that includes the following information:

1. Title, department and reporting relationships

2. Clear and concise statement summarizing general accountability of the role

3. Key duties and responsibilities

• Name and describe essential responsibilities.
• List tasks and activities in order of relative importance or sequence in which they are performed.
• Provide timeframes (e.g., daily, weekly).
• Quantify responsibilities with precise numbers.
• Define physical requirements.

4. Performance expectations

• Identify level of output expected.
• Describe targets for productivity improvement.
• Tie performance to measurable goals.

5. Required competencies

• Technical competencies are the skills and knowledge required for a position (e.g., education, training, professional designation, experience).
• General competencies apply to generic skills and knowledge (e.g., communications, innovation, teamwork, time management).
• Personal competencies refer to personality traits (e.g., reliability, discipline, adaptability).

6. Key contacts/interactions (internal and external)

7. Working conditions (e.g., travel, overtime, hours of operation)

Tips on writing the position description

Use a position description template to organize the details. Describe each task so that it clearly answers the questions“what,”“why,”“how” and“how often.” Avoid overstating or understating responsibilities such as competencies and working conditions as that may significantly hinder an employee’s satisfaction and/or success in the position. Pay attention to corporate culture and the importance of fit. Update the position description as necessary to ensure that requirements remain valid—particularly if the position has been vacated.

References

Butteriss, M. (1999).Help Wanted: The Complete Guide to Human Resources for Canadian Entrepreneurs. Toronto: John Wiley& Sons.

Tags: recruiting