Recruiters often struggle to differentiate between job descriptions and job specifications. They find it hard to write accurate job descriptions and specifications, which leads to confusion and unqualified candidates. This wastes time and money for the company and the recruiter.
This article clarifies the key differences between job descriptions and job specifications and provides recruiters with practical tips to create effective ones. It aims to simplify the hiring process and improve the quality of candidates.
Defining the Core Concepts
As a recruiter, you know that finding the right person for a job is critical to a company’s success. To do this effectively, you need to have a crystal-clear understanding of two essential documents: the Job Description (JD) and the Job Specification (JS). Let’s break down what each one is and why it matters.
Job Description (JD): The Role in Focus
What it is:
- A snapshot of a typical day at work.
- Details what the person will do, who they report to, and how their work fits into the company.
- A practical guide for both you and the potential hire.
Key elements you’ll typically find:
- Job Title: The official name of the position (e.g., Marketing Manager, Software Engineer).
- Department: Where the job fits within the company’s structure (e.g., Marketing, Engineering).
- Reporting Structure: Who the person will report to (e.g., Director of Marketing, Engineering Team Lead).
- Duties and Responsibilities: The specific tasks and projects the person will handle (e.g., create marketing campaigns, develop software features).
- Performance Expectations: The goals and results the person should achieve in the job (e.g., increase website traffic, meet project deadlines).
- Working Conditions: The typical work environment (e.g., office, remote, travel requirements).
Why the Job Description Matters:
- Sets Clear Expectations: Candidates know what they’re signing up for, and there are no surprises.
- Performance Evaluation: The JD is a reference point for measuring how well the employee does.
- Attracts the Right Talent: A well-written JD helps you target people who are a good fit for the job.
Job Specification (JS): The Ideal Candidate Profile
What it is:
- A checklist of the qualities the perfect candidate would have.
- It covers education, skills, experience, and even personality traits.
- Your guide for screening applicants.
Key elements you’ll typically find:
- Education: Degrees or qualifications needed (e.g., Bachelor’s degree in Marketing, Computer Science degree).
- Certifications: Specific licence or credentials (e.g., Project Management Professional, Microsoft Certified Solutions Expert).
- Years of Experience: How much time spent in similar roles (e.g., 5+ years in software development).
- Technical Skills: Specific knowledge or abilities (e.g., proficiency in Adobe Creative Suite, Java programming).
- Soft Skills: Interpersonal qualities (e.g., communication, teamwork, leadership).
- Personality Traits: Characteristics that make someone successful in the role (e.g., detail-oriented, creative, results-driven).
Why the Job Specification Matters:
- Targeted Recruitment: You can focus on candidates who are most likely to succeed.
- Efficient Screening: Quickly filter out applicants who don’t meet the basic requirements.
- Stronger Fit: Increase the chances of hiring someone who is a good fit for the company culture.
With the basics covered, let’s see how these two documents differ.
Difference Between Job Description And Job Specification
Job descriptions and job specifications have different goals. This section compares them side-by-side to show you how.
| Feature | Job Description | Job Specification |
| Focus | Tasks and responsibilities | Qualifications and skills |
| Purpose | Informs the employee | Guides the recruiter |
| Creation Time | After job analysis | After job description |
| Content | Action-oriented (verbs) | Attribute-oriented (nouns and adjectives) |
| Example | “Manages a team of 5 marketing specialists” | “5+ years of marketing management experience” |
Now that you see the differences, why do they matter for hiring? The next part explains.
Why the Distinction Matters for Recruiters
Job descriptions (JDs) and job specifications (JSs) are two essential tools in a recruiter’s toolbox. While they seem similar, they serve distinct purposes and affect different parts of the recruitment process. Understanding this distinction is crucial for efficient, effective, and fair hiring practices.
1) Targeted Recruitment:
The JD outlines the day-to-day tasks, responsibilities, and overall purpose of a role. It paints a picture of what the job entails and how it fits into the bigger company picture. The JS focuses on the specific qualifications, skills, experience, and traits a candidate needs to succeed in the role. It acts as a checklist for candidate suitability.
- Recruiters use JDs to attract candidates who find the job’s duties interesting and aligned with their career goals.
- JSs help recruiters quickly filter applicants and identify those who possess the necessary qualifications.
- This combined approach ensures that recruitment efforts are focused, efficient, and attract candidates who are a good fit for both the job and the company.
2) Attracting the Right Talent:
A well-written JD doesn’t just list tasks; it tells a story about the role. It explains why the job is important, what kind of impact the employee will have, and what the company culture is like. This helps candidates decide if the job is a good fit for them before they apply.
- Candidates who are genuinely interested in the role’s responsibilities are more likely to be engaged and motivated employees if hired.
- When candidates self-select based on a clear JD, recruiters spend less time reviewing applications from unqualified individuals.
3) Fair and Legal Hiring:
JSs must be carefully crafted to focus on job-related criteria. Listing requirements that are not directly related to the job’s duties (like age, gender, or unrelated personal preferences) can lead to discriminatory hiring practices.
- A JS based on objective criteria helps ensure that all candidates are evaluated on their ability to perform the job, not on irrelevant factors.
- This protects the company from legal issues and fosters a diverse and inclusive workplace.
4) Setting Expectations:
The JD gives candidates a realistic preview of their day-to-day work. This helps avoid surprises and disappointments after they are hired. The JS outlines the skills and knowledge expected of them, providing a clear target for their professional development.
- By clearly communicating expectations upfront, companies can reduce turnover due to mismatched expectations.
- When employees understand what is expected of them, they are more likely to be productive and satisfied in their roles.
Let’s look at some tips for writing strong job descriptions and job specifications.
Crafting Effective Job Descriptions and Job Specifications
A well-crafted job description and job specification are crucial for attracting the right talent and ensuring a successful hiring process. Recruiters need to pay attention to specific elements when creating these documents.
Job Descriptions
A job description details the responsibilities, duties, and expectations of a role. It’s the first point of contact for potential candidates and should accurately reflect the position.
1) Use clear, concise language:
Avoid jargon and technical terms that might confuse applicants. Use simple words and short sentences to make the description easy to understand. For example, instead of saying “interface with cross-functional teams,” say “work with different departments.” This clarity helps candidates quickly grasp the role’s essence.
2) Focus on measurable outcomes:
Instead of listing tasks, emphasise the results you expect from the employee. For instance, instead of saying “manage social media accounts,” say “increase social media engagement by 15% in six months.” This approach attracts candidates who are results-oriented and understand the impact of their work.
3) Align with company culture and values:
Incorporate the company’s mission, values, and work environment into the job description. This helps candidates assess their cultural fit with the organisation. For example, if collaboration is a core value, mention that the role involves “working closely with a team to achieve shared goals.” This attracts candidates who thrive in collaborative settings.
4) Keep it updated:
Regularly review and update job descriptions to reflect changes in the role’s responsibilities or the company’s needs. Outdated descriptions can mislead candidates and lead to mismatched hires. If new technologies or processes are introduced, include them in the description to attract candidates with relevant skills.
Job Specifications
A job specification outlines the qualifications, skills, experience, and education required for a role. It helps recruiters screen applicants and identify the most suitable candidates.
1) Be specific and realistic:
Clearly state the essential skills and qualifications needed to succeed in the role. Avoid vague terms like “excellent communication skills” and be specific about the types of communication required (e.g., “ability to present complex data to non-technical audiences”). Also, ensure the requirements are realistic and achievable for the target candidate pool.
2) Prioritise essential skills and qualifications:
Distinguish between “required” and “preferred” qualifications. Clearly identify the skills and experience that are absolutely necessary for the role. This helps recruiters focus on candidates who meet the core requirements. For example, a software developer role might require proficiency in specific programming languages, while experience with certain frameworks might be preferred.
3) Avoid discriminatory language:
Ensure the job specification doesn’t exclude any protected groups based on age, gender, race, religion, or disability. Use gender-neutral language and focus on skills and experience, not personal attributes. For example, instead of saying “young and energetic,” say “enthusiastic and adaptable.” This promotes diversity and inclusivity in the hiring process.
4) Consider using a tiered system (e.g., “required” vs. “preferred” qualifications):
This approach allows for flexibility in the hiring process. By separating essential from desirable qualifications, recruiters can identify candidates with the potential to grow into the role, even if they don’t meet all the preferred criteria. This opens up the candidate pool and can lead to unexpected talent discoveries.
By following these guidelines, recruiters can create job descriptions and job specifications that attract the right candidates, streamline the hiring process, and ultimately contribute to the company’s success.
Conclusion
Understanding the difference between job descriptions and job specifications is key for successful hiring. A job description tells you what tasks the new hire will do.
A job specification tells you what skills and experience the new hire needs. Recruiters use job descriptions to attract the right candidates. They use job specifications to choose the best candidates.
When these two documents work together, they make the hiring process easier. They help you find the right person for the job. This leads to higher job satisfaction and better results for your company.
