3 Things to Think About Before Writing the Job Description

3 Things to Think About Before Writing the Job Description3 Things to Think About Before Writing the Job DescriptionYur office manager has just given notice. Youre always sorry to see valued employees go, but theres no time to waste when they do. If you decide hiring a replacement is the best course of action, the first step in attracting and retaining an experienced professional is to have on file an effective job description.A job description serves two primary roles It ensures that applicants understand what the position entails and it forms the basis of your job ad.Think of writing a job description as creating a blueprint. If you draft it well, the subsequent pieces of the hiring process will problem into place more easily. The most important traits of a good job description are accuracy and clarity.Ask these three questions before you start writing job descriptions1. Whats in a name?When youre updating a job description or writing one for the first time, dont forget the job tit le. Todays workforce is saturated with multitaskers, and in many cases job titles have become obsolete as positions have evolved. In fact, a survey conducted by amtsstubeTeam and the International Association of Administrative Professionals shows 41 percent of polled administrative professionals thought their job descriptions were inaccurate because their roles had changed.So if your receptionist is doing more than answering phones and greeting people at the door, re-examine the title. Office manager or administrative assistant may now be a more accurate description.Robert Half has been helping companies with their hiring since 1948. Let us help you.REQUEST TALENT2. Is the language crisp and clear?This step is crucial as it ensures that everyone - from employees to colleagues to managers - understands the employee duties. Here are some tips for writing a job description clearlyUse active verbs. When describing a receptionist position, for example, use simple, direct language Greet s visitors and office personnel in a friendly and sincere manner, as opposed to, The receptionist is responsible for greeting visitors and office personnel in a friendly voice and sincere manner.When necessary, use explanatory phrases telling why, how, where or how often to add meaning and clarity (e.g., Collects employee time sheets for payroll bi-weekly.).Omit unnecessary articles, such as, a, an and the for easy-to-understand descriptions.Use unbiased terminology. Employ the he/she approach or construct sentences so gender pronouns are not needed.Avoid using adverbs or adjectives that are subject to misinterpretation such as frequently or some.3. Does it include the key details?Make sure to include crucial points, such asThe job or position titleThe department within the company where the job existsA brief summary (one to three sentences) of the position and its overarching responsibility or function or role within the organizationSupervisory structure (e.g., Reports to the offic e manager.)A brief summary of the jobs overall role within the organizationA list of essential job duties and the frequency of each duty (daily, weekly, monthly)Exempt or non-exempt statusSpecific technical skills, educational requirements and/or certifications neededSpecific soft skills required. (e.g., Ability to explain our services and policies to customers, rather than, Good communication skills.)Any physical requirements needed (e.g., Must be able to lift up to 50 pounds.)A statement that your company is an equal employment opportunity employerThe job description is where your hiring criteria are first formally set forth. Because the job description will eventually drive the job ad, the candidate selection process, and a new employees first performance appraisal, it is a key consideration for a hiring manager.For more advice, download OfficeTeams report How to Hire All-Star Administrative Professionals and Maximize Their Potential.