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How to Write a Good

Job Description

Are job descriptions necessary? Absolutely! However, we understand that this is not one of your most ex-citing responsibilities, but let’s face it, job descriptions are important and if done properly set the framework for everything else that gets done.

The process of writing job descrip-tions is actually quite easy and straight-forward. Many people tend to start off with a list of 20-30 tasks, which is okay as a start, but this needs refining to far fewer points, around 8-12 is the ideal and need to

be part of an over-all framework or “look” that includes not just what the employee would do (tasks) but also who they report to, where they fit in the organization and skills and quali-fications required to do the job.

Introduction.

The Many

Applications of

Job Descriptions.

Here are only some of the many rea-sons for creating the job description:

• Workforce Planning. Job descrip- tions help in identifying staffing requirements and gaps.

• Recruiting, Selection and Placement are more effective since the job de- scription provides a clear picture of the requirements necessary to identify and select the best fit be- tween candidate and job. Having a job description makes creating a job posting a much easier and faster process.

• T r a i n i n g . Understanding the requirements of the job in terms of edu- cation, skills, knowledge, etc. enables a manager to bridge the gap between what employees cu- rrently have and what is required to be able to perform their current jobs more competently or move to another.

• Orientation. A newly hired worker with an accurate, well-written job description to review and analyze has received a good introduction to the job and is therefore able to understand more fully what is ex- pected of them. • Goal and Expectation Setting. The employee knows at the time of in- terview and offer what is expected of them and doesn’t need to find out at appraisal time what the job is all about.

• Performance Reviews. Reviews are based on the performance of the worker to do their job and the best indicator of what is expected is what is stated in writing on the job description.

• Career Planning and Progression and Succession Planning. Job de- scriptions show employees the ed- ucation, experience, or skills needed to advance from one job to the next. With that understanding, a link between jobs and the em- ployees who occupy them is made which facilitates the succession planning process.

Written By: Peak Performance Human Resources

2. Brief Position Summary and Summary of DutiesThe job description should contain a list of the duties and responsibilities associated with the role. Descriptions of duties should be no more than two or three sentences in length and should be outcome-based, containing an action, an object and a purpose (i.e. ‘To develop tuition programs and deliver high quality individual and group coaching to members, juniors, guests, and other interested parties.)

The list of duties and responsibilities will vary in length, but as a rule, should be as short as possible, i.e. no more than 12, otherwise the document becomes an operational manual rather than a job description.

Roles in smaller organizations may have more tasks asso-ciated with them, due to their ‘jack-of-all-trades” nature, but you should still aim to keep your list to around 10-12 tasks and preferably less.

3. Job qualificationsFor this section, identify the educational requirements, li-censing requirements, association requirements, skills and competencies and experience needed.

Distinguish between “nice to have” and essential for the role.

The typical components of any job description are:

1. Job titleThe first fundamental element of the job description is the job title. A good job title will have the following qualities:

• It accurately reflects the nature of the job and the duties being performed• It does not exaggerate the importance of the role• It is free of gender or age implications• It is generic enough that it can be compared to similar jobs in the industry for the purposes of equity in pay and conditions• It is self-explanatory for recruitment purposes (in most online job searches, the job title is the main keyword searched).

Components of a Good Job Description

Steps in Creating

the Job Description.

ADD

DELETE

OR MODIFY

Common Mistakes Made in Writing Job Descriptions.Here are things you want to be watchful of:

• Using vague, general wording or jargon or technical terms• Using subjective terms, opinions or recommendations • Using words that raise a question of discrimination, such as “young”, “able-bodied” • Focusing on the incumbent’s qualifications and not on what is actually required of the job• Long, run-on sentences• Too long or too short descriptions• Unreasonable expectations (qualifications or duties) that weed out most people• Copying other descriptions – it is okay to start with a version obtained from a colleague or on the internet, but customize it so that it accurately reflects the job• Use same template/format and similar wording for all your employees for consistency; simply tweak for appro- priateness to position

In Closing...A good job description is much more than a laundry list of tasks and responsibilities.

If well written, it gives the reader a sense of the priori-ties involved. It not only provides a clear picture of the position for potential candidates, but is also a useful tool for measuring, assessing and guiding performance.

If your organization does not have their own job de-scription template to work with, the appendices provide a template + instructions on how to use this template + a completed sample for your reference.

Start by reviewing other job descriptions or postings, preferably for this position. You can obtain these with minimal research using the internet or through networking in the industry; most HR Departments of organizations maintain job descriptions.

Do not copy these job descriptions; they are your starting point for you to compare with your own position. Add, delete or modify as you see fit, following a standard template.

The attached template comes with instructions on how to use it along with a completed sample (see appendices). This sample is a very simple and easy-to-use form and can be expanded if you want something more elaborate that includes categories such as: work environment, physical or mental effort, working hours, pay, salary bands, etc.

ABOUT PEAK PERFORMANCE HUMAN RESOURCES Peak Performance Human Resources offers consulting services to small and mid-sized businesses to support their HR programs and initiatives through a cost effective and flexible work arrangement that meets their ongoing needs. Every organization has unique objectives, needs, and challenges. Peak Performance Human Resources provides your business with customized HR solu-tions that are sustainable, practical, and value-added.

APPENDIX A: JOB DESCRIPTION TEMPLATE

JOB DESCRIPTION: _____________________________

A. IDENTIFYING INFORMATION

Job Title:

Department:

Reporting To:

Supervises:

Date Created:

B. BRIEF POSITION SUMMARY

C. JOB SKILLS AND QUALIFICATIONS REQUIRED

Required Skills:

Nice to have Skills:

D. SUMMARY OF DUTIES

Primary:

Secondary:

E. SIGN OFF

EMPLOYEE:

I have seen this Job Description, understand it, and agree that it is an accurate summary.

__________________________________ _______________________________________ _______________ Name (Print) Signature Date

APPROVED BY:

__________________________________ _______________________________________ _______________ Name (Print) Signature Date

APPENDIX B: INSTRUCTIONS ON COMPLETING JOB DESCRIPTION TEMPLATE

Instructions to the person completing the job description template are highlighted in yellow.

JOB DESCRIPTION: Insert title

A. IDENTIFYING INFORMATION

Job Title: Insert information

Department: Insert information

Reporting To: Insert title

Supervises: Insert all direct reports

Date Created: Insert today’s date

B. BRIEF POSITION SUMMARY

In one to three sentences, briefly describe what this position does. Use action words as often as possible (see Section D for greater explanation).

C. JOB SKILLS AND QUALIFICATIONS REQUIRED

Required Skills: • Give 2-5 mandatory requirements that could include educational (i.e. Level 2 Coach), experiential (how much experience and how relevant) or skills requirements (i.e. retail experience, including buying, stock control and visual merchandising). This means if someone is missing these requirements they would not even be considered for the job

• Use this column to continue list if necessary

Nice to have Skills:• Optional and are usually 1-3 requirements that are considered “optional” or “an asset” and set apart the better candidates but if someone is missing any of them they may still be considered for the job

• Use this column to continue list if necessary

D. SUMMARY OF DUTIES

Primary:• List6-12keypointswhichshouldreflectatleast75%ofwhatthejobdoes• Try and use “verbs” (action words) such as “organize”, “promote”, “supervise”, “purchase”, “facilitate”, “develop”, “implement”, etc. to describe what the job does

Secondary:• Thislistrepresentstheother25%ofthejob;usuallythingsthispositiondoesoccasionallyorwherethis person is someone else’s backup • List about 2-4 points• Use action words (see the 3rd bullet point above)

Note: this section can be separated into primary and secondary duties or combined, whatever makes better sense.

E. SIGN OFF

EMPLOYEE: Employee prints name, signs and dates and gives to their supervisor

I have seen this Job Description, understand it, and agree that it is an accurate summary.

__________________________________ _______________________________________ _______________ Name (Print) Signature Date

APPROVED BY:

__________________________________ _______________________________________ _______________ Name (Print) Signature Date

APPENDIX C: COMPLETED JOB DESCRIPTION

JOB DESCRIPTION: ASSISTANT GOLF PROFESSIONAL

A. IDENTIFYING INFORMATION

Job Title: Assistant Golf Professional

Department: Golf Department

Reporting To: Head Golf Professional

Supervises: Back shop Staff

Date Created: August 2, 2016

B. BRIEF POSITION SUMMARY

In one to three sentences, briefly describe what this position does. Use action words as often as possible (see Section D for greater explanation).

C. JOB SKILLS AND QUALIFICATIONS REQUIRED

Required Skills: • Must be a member of the PGA of Canada or similar organization• Post Secondary Education or equivalent in a relatedfield• Excellent customer service, presentation and written skills• Some relevant experience in a similar role that includes understanding Golf protocol

• Basic knowledge of WHMIS and health & safety

Nice to have Skills:• Customer service background • Marketing experience or education• Comfortable using a computer• Experience in a private club environment a definiteasset

D. SUMMARY OF DUTIES

Primary:• Assists golf professional in instructing and with merchandising, on-course, cart and personnel management responsibilities• Accurately processes all pro shop sales transactions and maintains documentation as per established procedures• Maintains pro shop inventory control system using point of sale system• Assists members by providing and interpreting policies, rules and regulations• Conducts golf clinics• Maintains handicap records using handicap computer• Operates pro shop in absence of Golf Professional• Attend committee meetings with Golf Professional• Involved with special ordering merchandise• Involved with preparing and organizing all club golf tournaments.

Secondary:• Play golf with members• Assists with marketing and sales efforts

E. SIGN OFF

EMPLOYEE:

I have seen this Job Description, understand it, and agree that it is an accurate summary.

__________________________________ _______________________________________ _______________ Name (Print) Signature Date

APPROVED BY:

__________________________________ _______________________________________ _______________ Name (Print) Signature Date