The process of developing job descriptions often sheds light on the nature of a job as well as suggests that there are alternative methods of performing essential job tasks. Job analysis may help encourage management and staff to work together in identifying and streamlining the essential and marginal job functions.
Typically, organizations use their human resources or personnel department to create job description templates. In some cases however, a departmental group, a manager, or another individual (usually the direct supervisor of a position) might be responsible for creating one. In any case, make sure the creator of the template is familiar with the company’s or organization’s needs.
According to Torrington, a job description is usually developed by conducting a job analysis, which includes examining the tasks and sequences of tasks necessary to perform the job. The analysis considers the areas of knowledge and skills needed for the job. A job usually includes several roles. According to Hall, the job description might be broadened to form a person specification or may be known as "terms of reference". The person/job specification can be presented as a stand-alone document, but in practice it is usually included within the job description. A job description is often used by employers in the recruitment process.
To make it easier to create and manage job descriptions that are complete, clear and consistent, it is best to start with a job description template. The number of templates you need will depend on the variety of jobs in your organization, but as with all things - less is more. But while many HR professionals and managers agree that job description templates are a foundational talent management tool, many struggle with knowing exactly what to include in their templates.
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