A job description should set out the purpose, duties and responsibilities of the job. They can be used for recruitment and selection, performance appraisal and job evaluation. They are practical documents, which should be updated regularly to reflect job changes.
When writing job descriptions the following should be included:
Job title
Department
Reporting relationships
Purpose This should give a broad picture of the job
Key responsibilities This should include the main duties and responsibilities with an indication of the percentage of time spent on them. You may want to produce an initial list of tasks and then analyse and group them into no more than ten main activity areas. Each item should relate to ‘outputs’ rather than describing the actual job. You need to be clear about the post-holder’s accountability for results and resources.
Try to avoid jargon and explain acronyms and abbreviations.
It is useful to break the description of each task into three components. A “doing” verb. The object of that activity, such as stock levels, new library system and a Purpose, such as improving efficiency.
Other duties Most jobs involve carrying out other activities from time to time. Any special working conditions, such as evening or weekend working should also be mentioned.
Authority limits It is important that the following limits are made clear:
Financial – Are there budget responsibilities. Are you involved in writing business plans?
Human Resources – Are you involved in recruitment. Do you supervise staff? Are you responsible for investigating disciplinary or grievance issues? Are you responsible for health and safety? Are you a team leader? Do you train/mentor staff
Other Assets – Are you responsible for a building? Are you in charge of the library management system?
Location This may be included, particularly where travelling is involved. It can be covered in terms and conditions.