Job specification

Job specification is a document/statement containing detailed information about required knowledge, experience, skills and education for these job. It is very helpful not only in search, selection and recruitment process, but also in evaluation the performance of employees and L&D (learning and development) process. It is kind of overview most important information about job.

Job specification components

Depending on the company, you can meet different components. However, the most frequent and most important are:

1. Competence - knowledge and skills - this element informs about the competencies that are needed to efficiently perform a given job and to achieve the intended business goals. There are both quite universal competences in this category, such as communication or team cooperation, as well as competences required strictly for a given job, such as managerial skills for managers. It is important not only to identify the necessary competencies, but also their levels;
2. Experience - if we require previous experience, then we should specific and classify what type experience it should be. When requiring experience in a similar position, we need to specify in what actions and responsibilities the experience should have. An important element is also whether we require experience in a specific industry, market, duration and company (small company or corporation);
3. Education and qualification - here we should point of minimum acceptable qualification needed to these job. They can be school education, graduate from university, certifications, courses etc.;
4. Personality traits and behaviour - as each organization has its own organizational culture, it is important to make sense of it and fit it also in the job specification. It is also way which a person behave in a different or difficult situation, solves problems and behaves at the workplace;

Job description and job specification

We should not confuse the job description with the job specification. Job description containing components such as job title, location, job summary, duties, machines, tools, equipment, supervision given or received, work condition and hazards. Job specification is more about human qualification needed to do the job, such as education, experience, training, judgement, initiative, physical effort and skills, responsibilities, communication skills and emotional characteristic. Summing up, the job description is strictly about work in terms of the company, while the job specification concerns a human and his qualifications and competences.

Job specification on marketing manager example

The successful candidate for the marketing manager position will possess these qualifications.

Experience

• 10 years of progressively more responsible positions in marketing, preferably in a similar industry in two different firms;
• Experience supervising and managing a professional marketing staff of seven;

Education

• Bachelor's degree in marketing or a related field required;
• Masters in Business or Marketing preferred;

Required skills, knowledge and characteristics - these are the most important qualifications of the individual selected as the marketing manager.

• Strong effective communicator;
• Highly developed, demonstrated teamwork skills;
• Ability to coordinate the efforts of a large team of diverse creative employees;
• Demonstrated ability to increase productivity and continuously improve methods, approaches and departmental contribution. Commitment to continuous learning;
• Expert on the internet and social media strategy with a demonstrated track record on Facebook, Twitter and other social media outlets that are significant in company outreach;
• Demonstrated effectiveness in holding conversations with customers, customer evangelism and customer - focused product development and outreach;
• Demonstrated ability to see the big picture and provide useful advice and input across the company.
• Ability to lead in an environment of constant change;
• Familiarity and skill with the tools of the trade in marketing including PR, written communication, website development, market research, product packaging, Microsoft software suite of products, visual communication software products and creative services;

Footnotes

Job specification — recommended articles

Hard skills — Letter of advice — Adaptation process — Skills transfer — Job scope — Skill based pay — Employee selection — Human resources management — Employability skills

References

• Bratton, J., Gold J. (2017), Human resource management: theory and practice, Palgrave Macmillan, London.
• Deb T. (2006), Strategic approach to human resource management, Atlantic, New Delhi, 116-117.
• DeCenzo D. A., Robbins S. P. (1999), Human resource management, John Wiley & Sons, New York.
• Durai P. (2010), Human resource management, Dorling Kindersley (India), New Delhi, 77.
• Flippo E. B. (1984), Personnel management, McGraw-Hill, New York, 607.
• Mahajan J. P., Reeta (2016) Human resource management, Vikas Publishing House, New Delhi, 51-56.
• Momanyi C. O. (2019), Application of job analysis as a human resource management tool in state corporations: a case of Kenya Forestry Research Institute, Nairobi.
• Ongwesa F. N. (2018), Assessment of the effect of job specification requirements on employee performance at subcounty hospitals in Kericho County, Kenya.
• U.S. Department of Labor (1982), A guide to job analysis: a "how-to" publication for occupational analysts, University of Wisconsin-Stout, Menomonie.

Author: Gabriela Lupa