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Writing a job and person specification
It's easy to picture what sort of person you're looking for and what they'll be doing. But you could really benefit from getting to grips with a detailed job and person specification by writing it down. The specifications you prepare will also assist your recruitment specialist to evaluate individuals that they meet more productively and appropriately, as well as providing a list of pertinent questions for yourself at the interview stage.
Why they will help you
Before you contact e-volve consulting with your recruitment needs, it's wise to invest some time evaluating just what it is you're after. The job specification is a tailored description of the vacancy, including the responsibilities and goals. The person specification is a profile of the person you consider best fits the bill. Preparing a detailed specification helps you to focus on exactly what skills you seek. The finished document will aid your recruitment consultant in identifying candidates for you to interview. It's also a great exercise in re-evaluating your departmental needs, giving you the opportunity to move responsibilities amongst your team where necessary.
Why they will help the candidate
Job and person specifications help candidates. They get a better grasp of the job for which they have been headhunted for; helping to attract those who might not otherwise apply and narrowing the field by hopefully excluding those who don't fit the bill or who don't get excited about it.
The job specification
Overview:
- Job title
- Reporting to
- Job purpose (reflects how and where the position fits within the business)
- Key objectives (essential objectives, responsibilities and day to day duties)
- Job activities (work action performed to accomplish key objectives)
- Key relationships (both internal and external)
- Decision making (indicate the extent to which an individual has autonomy)
- Problem solving (indicate the extent to which the individual can influence)
- The 'job process' from start to finish
- Examples of one-off projects (if relevant to the role)
- Measurement data (expected targets e.g. manage a portfolio of clients with turnover of y)
- Salary range, bonus structure and benefits
The person specification
Skills and abilities:
- Abilities you expect them to demonstrate
- Technical, organisational, communicative or creative skills
- Able to apply each skill required with the specific job tasks
- Behavioural skills (initiative, problem solving, results focused, influencing)
- Technical skills (e.g. systems, keyboard, solicitors/charities accounts)
Qualifications and training:
- Specific education or course background you require
Experience and background:
- Areas and level of experience (if any)
- Held a similar position previously (a consideration)
- Specific company type (IFA, Life office etc.) and department experience required
Character and personal qualities:
- Personality (it is always good to have different personalities within an office. What would fit within your team?)
- Describe the nature of your ideal candidate (use descriptive words that would)
- Traits that would help them complete the job efficiently
- Character traits of a person with passion for their profession or a similar role
Ideal qualities:
- Qualities you would like your employee to display
- Include any other areas of the person and job that you have not already been stated
- Underlying nature of the person and the job (Think laterally in your descriptions)
Be specific
By specifying as much as possible with your exact needs, as it will assist your recruitment specialist in identifying the appropriate individuals and the individuals will know what the position entails and be able to say better if they fulfil your expectations.
By specifying exactly who it is you are looking for, you are avoiding the problems that can arise once the successful applicant has actually started work. Vague (or non-existent) descriptions can even result in an employee leaving prematurely because they have found that the position has not fulfilled their ideals or you can feel continually frustrated due to mistakes that have been made in the position because the employee has not known the position requirements. In essence, a job or person specification is a communicative document between you and your department, your recruitment consultant and potential employee.
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