A job specification is a critical component of the hiring process. It outlines the recommended qualities a person should possess to qualify for and succeed in a specific role. While a job description includes the title, responsibilities, and summary of a position, the job specification identifies the skills, traits, education, and experience a candidate might need to qualify for that job. This guide will delve into the importance, elements, and examples of job specifications.
Importance of Job Specification
A job specification is crucial because it provides more insight into what skills a candidate will use in a role rather than what tasks they will do. Hiring managers write these to encourage the most qualified candidates to apply for a job. Often, recruiters or other human resources employees use the job specification to understand what qualifications, education, and skills the hiring manager seeks as they help to fill the position. An effective job specification can help a company find and hire the most qualified person.
Elements of a Job Specification
Although the job specification might vary from position to position, there are a few common elements you can expect to see in many of them. These include:
Required Experience
This is where an employer might include the required experience in an exact role or relevant experience in similar roles. Entry-level positions, for example, might specify they don’t require any experience, but a director job might want seven years of experience in managerial roles.
Required Education
A job specification can indicate the level of education required to qualify. Education requirements may include general accomplishments like a high school diploma, associate or bachelor’s degree, several years completed towards a degree, or one in a specific area of study.
Required Certification or Credentials
In addition to education, some positions require certification or licensure. This might align with responsibilities in the job description because a company might have you get certain credentials before you perform some tasks.
Required Skills
Hiring managers, employees, and human resources professionals may work together to establish the skills they want candidates to have. Skills can be what people might need to complete their job tasks, and they can center on how the candidate may fit on a team or reflect a company’s culture.
Personality Traits
While skills can be technical or job-specific relating to how a person does their job, personality traits are qualities that reflect a candidate’s character. For example, professionalism is a trait that describes a person who understands workplace etiquette and is helpful and respectful to their coworkers.
Physical Demands
Jobs might specify if there are physical demands. For example, if a warehouse job description says you will carry packages from one location to another, the job specification might want you to be able to lift boxes up to 50 pounds.
Job Specification Examples
Depending on the job and industry, hiring managers might write different variations of job descriptions. Some could include what the requirement or qualification is, as well as modifiers like time or level of expertise. Here are some examples of job specifications for each element:
Required Experience
Sales associate: Must have a minimum of two years of experience with field selling and one year of inside sales.
Required Education
Entry-level publishing job: Bachelor’s degree in English, writing, or related field required.
Required Certification or Credentials
Junior accountant: Bachelor’s degree in accounting or related field along with the state’s public accounting certification.
Required Skills
Administrative assistant: Must possess strong attention to detail, ability to multitask and learn new email technology. Document and spreadsheet skills a plus.
Personality Traits
Restaurant chef: Ability to remain calm under stress and solve problems independently.
Physical Demands
Forklift operator: Must be able to handle heavy machinery and work in inclement conditions.
Conclusion
Understanding job specifications is essential for both employers and job seekers. For employers, it helps in attracting the right candidates and ensures a smoother recruitment process. For job seekers, it provides a clear understanding of what is expected from them and whether they fit the role. As the job market continues to evolve, job specifications will remain a vital tool in the hiring process.