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.
A job description is a critically important document used for hiring and managing employees. It communicates the responsibilities of the person doing the job, and the qualifications and skills that are needed to complete it. Having a template for all job descriptions within a company or organization will help keep them consistent and uniform in style and substance, as well as ensure a fair hiring process. Create a document that provides a snapshot of the company and the department, and then provides a space for the job duties and required qualifications related to each particular position.
A job specification could be considered a more precise job description that details the exact educational degrees, experience, skills, and requirements for a role. In most cases, these terms are used interchangeably and nearly always describe the same document.