What Is The Correct Format For A Job Spec?
If you are a Human Resources Manager or a company owner, the recruitment process is something you will engage in time and again. The recruitment process usually requires writing job descriptions. An effective job description format always includes a job spec that must be presented correctly to attract suitable candidates.
In this article, we share the correct format for a job spec, exploring each component to help you write a job description that will help you secure applications from your ideal candidate.
The Correct Format Of A Job Specification
Suppose you use a blank job description and job spec template. In that case, you are presented with a job description format that includes sections for the job title, job description (which should consist of job responsibilities and your company culture), job duties, and each segment of the job specification.
We recommend using a job description template as it is the most straightforward approach for creating a good job description and ensuring nothing is overlooked. By using this method, you will have a great job description for a job posting that will catch the attention of your ideal job seeker.
Our job description templates incorporate a job specification section formatted so that employers or Hiring Managers can easily select or add:
- The amount of required experience
- Desirable personality traits
- Technical skills required
- Qualifications required
- Licences
- Special demands
Writing A New Job Specification Format
Now that we know the job specification format, we should ponder how best to present the information. Writing the job specification in the best way will help you attract potential applicants suited to the specific job. It will also help candidates understand and assess if they have the right skills, qualifications, and experience, to excel as your new employee:
WORK EXPERIENCE
Work experience is added when the key responsibilities and the main duties of the available position require candidates with at least some expertise in the role, industry, or similar jobs. A senior position may require many years of experience in one or several positions, with a thorough understanding of the industry’s internal jargon.
However, a junior or trainee position may not require experience, and the potential employee is qualified for jobs through the other elements of job specification, such as personal traits, qualifications, or specific skills.
Work experience example:
- Five years of experience in a senior leadership position
PERSONALITY TRAITS
Stipulating desirable personality traits can have two benefits for employers seeking to hire the best candidates. Personal traits, such as attention to detail, can give candidates a better understanding of what successfully completing job responsibilities requires. Personality traits, such as team working, can also help ensure new employees fit your company culture.
Personality traits example:
- Team working for collaboration within the design team
REQUIRED SKILLS
Required skills are a crucial part of the job description and are often referred to as hard or technical skills. Essential skills might include a good standard of mathematics and English or necessary skills and proficiency using computers, software, and apps.
Necessary skills example:
- Proficiency using Adobe Creative Suite
QUALIFICATIONS
There are many qualifications, such as a Diploma or Bachelor’s Degree, that Human Resources and company owners might add within job description formats.
However, it is worth considering if a Bachelor’s Degree is a must-have or a nice-to-have. Your company might fail to appear in the job search of suitable candidates if you list unnecessary or too many qualifications.
Qualifications example:
- Level 2 Customer Services Diploma
LICENCES
When you write a job specification, you should determine if the position requires special licences. Licences can be essential or desirable in professions such as Education (Qualified Teacher Status), Accounting (Chartered Status), or Transportation and Logistics (HGV Driving Licence).
Licences example:
- Forklift Truck Licence
SPECIAL DEMANDS OF JOB ROLES
Unique demands of a position are the final section in the format of job specifications. There are many examples where responsibilities in the job description denote extraordinary demands, such as travel, working in high or low-temperature environments, or physical stamina for high-activity tasks.
Special demands example:
- Physical fitness for standing and walking throughout the shift
Further Job Specification Resources
We know that writing a job description that includes job specifications that will turn potential employees into new employees can feel like a road block in the hiring process.
The following resources provide additional insights and tips for creating job descriptions, job specs, and job advertisements:
- What Is A Job Spec?
- How To Write A Job Spec
- What Is The Difference Between A Job Spec And A Job Description?
- How To Write A Job Advert
- How To Write A Job Description
Job Spec FAQs
Next, we answer your questions on how to write a job specification.
WHAT IS A JOB SPECIFICATION?
A job specification is a bullet point list of skill requirements, qualifications, traits, and experience. Job specifications appear after the job descriptions, hence, the job description format should be; job title, job description, job specifications.
WHAT ARE THE BENEFITS OF A JOB SPECIFICATION?
A job specification aids the recruitment process by ensuring you only get applications from suitable candidates. Job specs will save valuable time resources when it comes to interviewing the best candidates.
WHAT ARE THE POTENTIAL CONS OF A JOB SPECIFICATION?
If your list of qualifications and skills are too extensive, you may not receive enough job applications.
WHY DO JOB DESCRIPTIONS NEED A JOB SPEC?
The job description format needs job specifications so job seekers can self-qualify themselves for the role. The job spec can be used during candidate screening and job interviews.
