The Format for Writing Job Descriptions

A great job description has the power to make employers and job seekers alike gasp in awe.

Job descriptions are used by employers to find candidates for specific jobs. Partial job descriptions can also be used by job seekers to put under "work experience" in their resumes. Whatever the purpose of writing a job description, the correct format includes several "must-haves" which make it accurate and appealing. This ensures employers find willing and able employees, and job seekers come across highly skilled for the jobs they apply for.

Accurate Job Title And Company Description

Job title and background of the company hiring are usually included at the very beginning of a job description. A job title will include the level--president, manager, entry level for example--and the occupational field or company worked for. Some examples of job titles include "President of NBC," "Manager of Sales" and "entry level Change Room Attendant for Gap, Inc." Notice that the most important parts of job titles are capitalized. A profile of the company can include the year of its creation, how many employees or clients it has, and what its main functions are.

Specific Job Roles

Next in a job description are specific roles, duties and personal qualities needed for a person in that occupation. A role is what is required of that employee to keep the business running--also known as the employee's purpose. Duties are roles demanded practically on a daily basis, and personal qualities include things, such as being a team player or asserting oneself. These are usually written using action verbs like "fill out," "report to" and "organize."

Work Conditions

This part of a job description familiarizes the reader with the work atmosphere. If the employee is always or never under a manager's supervision, this is stated. Also stated is how much power and responsibility they are given, if the job has irregular hours, telecommuting or lots of travel, and if it's a summer, full-time, part-time or internship position.

Work Authorization

Work authorization is the special certification or license needed to work at the job. Common examples of this are CPR training, a drivers license, a clean criminal record check or specific college training like culinary school. Certification can also include being a member of a special trade organization, such as a teacher's association.

Benefits

Candidates are sometimes enticed to apply for a job by being offered real and attainable benefits. These can include paid training, travel, discounts or advancement opportunities.

Minimum Experience Needed

This is only included in job descriptions for employers looking to hire. Job seekers list all the relevant experience they have in various parts of their resume. Minimum relevant experience includes how many years needed in the field, minimum education level, including high school, some college coursework, university degree, Ph.D., and what computer or science equipment an employee needs to be familiar with.

Contact Information

A good job description should always end with contact information and a deadline for applying. The more information about how to contact a company, the better. Website, email and phone contact are the most common, but if an address is given, candidates may be lured into visiting the office and dropping off a portfolio.

References

• MIT: Job Description Guidelines
• HR World: How to Write a Job Description that Will Get Qualified Candidates
• Rochester University: Guidelines for Writing a Functional Job Description