Are you confused about the difference between a job description and a job specification? Do you find yourself using these terms interchangeably without really knowing what sets them apart?
A job Description is a concise summary of job duties, responsibilities, and tasks for a specific position, while a job specification is a brief outline of qualifications, skills, and attributes required for a job role, aiding in candidate evaluation and selection.
Job Description vs. Specification
| Job Description | Job Specification |
|---|---|
| The job description defines the specific tasks, responsibilities, and objectives associated with a particular job position. | The job specification outlines the qualifications, skills, experience, and attributes required for individuals to perform the job successfully. |
| It primarily focuses on describing the duties, responsibilities, and objectives of the job. | It primarily focuses on identifying the desired attributes, qualifications, and experience needed for the job. |
| The job description provides a detailed overview of the job, including specific responsibilities and tasks. | The job specification specifies the necessary education, certifications, skills, and competencies required for the job. |
| It covers the specific role and functions of the job within the organization. | It details the required competencies, expertise, and knowledge needed to fulfill the job requirements. |
| The job description is used to effectively communicate the job requirements and expectations to both current employees and external candidates. | The job specification guides the hiring process by providing clear criteria for evaluating candidates and making selection decisions. |
| It serves as a basis for performance reviews, as it outlines the expected duties and objectives of the job. | It assists in evaluating candidates’ suitability for the job by comparing their qualifications, skills, and experience against the specified requirements. |
| The job description helps organizations comply with employment laws by accurately reflecting the job duties and responsibilities. | The job specification ensures fair and non-discriminatory hiring practices by specifying only the qualifications and skills necessary for successful job performance. |
What is a Job Description?
A job description is a concise written document that provides an overview of the duties, responsibilities, tasks, and objectives associated with a particular job position within an organization.
A job description outlines the essential functions and expectations of the role, helping employees understand their job requirements and assisting employers in effectively communicating job details to potential candidates.
What is a Job Specification?
A job specification is a brief outline or document that specifies the qualifications, skills, knowledge, experience, and attributes required for a specific job role.
Job specification provides a detailed description of the desired qualifications and characteristics that a candidate should possess to successfully perform the job. It assists in the recruitment and selection process by serving as a guideline for evaluating candidates and matching them to the job requirements.
Examples of job descriptions and specifications
Job Description: Customer service representative
The Customer Service Representative is responsible for providing excellent customer service to our clients. They will field customer inquiries and complaints, process orders and returns, and provide information about our products and services.
Job Specification: customer service representative
- At least 2 years of customer service experience
- Excellent verbal communication skills
- Ability to diffuse difficult customer situations
- High school diploma or equivalent required
- Some college preferred
Benefits of using both for hiring
A job description provides an overview of the position, its duties, and responsibilities, as well as the necessary qualifications. This allows you to get a general sense of whether or not a candidate is a good fit for the role.
A job specification goes into greater detail about the specific skills and experience required for the role. This helps you to identify candidates who have the specific expertise needed to be successful in the role.
Key differences between Job Description and Specification
- Focus: A job description primarily focuses on describing the duties, responsibilities, and objectives of a specific job position. In contrast, a job specification primarily focuses on outlining the qualifications, skills, experience, and attributes required for individuals to perform the job successfully.
- Content: A job description provides a detailed overview of the job, including specific responsibilities, tasks, and objectives. On the other hand, a job specification specifies the necessary education, certifications, skills, competencies, and other requirements needed for the job.
- Purpose: The purpose of a job description is to define the tasks, responsibilities, and objectives associated with a particular job position. Conversely, the purpose of a job specification is to outline the qualifications and skills required for individuals to meet the job requirements effectively.
- Communication: A job description is used to effectively communicate the job requirements and expectations to both current employees and external candidates. In contrast, a job specification guides the hiring process by providing clear criteria for evaluating candidates and making selection decisions.
- Scope: A job description covers the specific role and functions of the job within the organization, providing a comprehensive understanding of the position. On the other hand, a job specification details the required competencies, expertise, knowledge, and other specific requirements needed to fulfill the job successfully.
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Conclusion
A job description provides an overview of the duties, responsibilities, tasks, and objectives associated with a job position. It helps employees understand their job requirements and assists employers in communicating job details to potential candidates. A job specification outlines the qualifications, skills, experience, and attributes required for a job role. It aids in candidate evaluation and selection by providing clear criteria for assessing candidates’ suitability for the job.
