Difference between Job Description and Job Specification : Current School News

Difference between Job Description and Job Specification

Filed in Job by on October 6, 2021

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– Difference between Job Description and Job Specification –

Many people don’t know the difference between Job Description and Job Specification. Here is comprehensive information on Job Description and Job Specification. Read through carefully.

Difference between Job Description and Job Specification

Job description and job specification are an integral part of the hiring process as they are required for each and every position of the organization whether it is an HR manager, business analyst, finance manager, marketing manager, production manager or any other position in lower ranks like a cashier.

Job description and job specification are the two main documents that are used interchangeably, but they are distinctly different from each other.

These two documents are prepared during the job analysis process and they both explain the duties of the job and the least qualifications that a job holder should have for the optimal performance of specific tasks in the organization.

SEE ALSO

• Jobs for Students

• Part-Time Jobs for Students

• Jobs in Abuja

• Jobs in Lagos

• Track Off-Campus Jobs

In this article, we’ll explore the key differences between job descriptions and job specifications. Let’s define these two terms before we jump into the differences.

What Is Job Description?

A job description is the detailed information of the vacant position that states the job title, job location, duties, responsibilities, job role, etc. in a written format.

The HR manager creates this document to invite applications from prospective candidates for the open role.

Components of Job Description

  1. Job Title– the name of the open role
  2. Job Location– the location where the selected candidate will be working.
  3. Job Role– refers to the scope of work defined by the company.
  4. Responsibilities and Duties– refers to various job-related activities that the candidate has to perform and is accountable for.
  5. Salary– the monetary compensation the company is offering to the candidate to do a particular job. The salary may or may not be negotiable.
  6. Incentives– the commission and remuneration the company offers the employees upon completion of their targets.
  7. Allowances– the benefits and expenses that the company pays on behalf of the candidate.

Advantages of Job Description

  1. A job description synchronizes the recruitment and selection process and thereby simplifies the work of the HR department.
  2. It makes it easy for companies to search for suitable candidates.
  3. It provides a framework to build the job specification.
  4. A job description gives a clarification of what the company is about and what it has to offer to the candidates.
  5. It provides an overview of the open position and also specifies the company’s expectations.
  6. It helps the candidate to get instantly familiar with the workplace environment.

Disadvantages of Job Description

  1. A job description does not stay constant; it changes with time and the growth of the company.
  2. It outlines only the positive points of a job. The negative aspects are completely ignored.

What Is Job Specification?

A job specification states the attributes, skills, knowledge, educational qualification, and experience needed in a candidate to perform a particular job.

The manager drafts the job specification after preparing the job description. While drafting the job specification, the manager identifies the necessary abilities and attributes needed for accomplishing the task.

Components of Job Specification

  1. Educational Background– the academic knowledge required, including school education, graduate, post-graduation, and other such qualifications.
  2. Skills– the particular skills that are required to accomplish the tasks.
  3. Experience– the employment details of past and present employers that includes, company’s name, designation, salary, job profile, duration, etc.

Advantages of Job Specification

  1. A job specification defines candidate selection criteria. It makes it easy for recruiters to screen resumes of prospective candidates.
  2. It serves as a benchmark for conducting orientation and training of the employees.
  3. It helps candidates to find a job that is the best fit for their skills and qualification.
  4. It helps in performance analysis and appraisal of the candidates.

Disadvantages of Job Specification

  1. The job specifications of the company for a particular job may change with changes in technology.
  2. Drafting a job specification is a lengthy process; it requires complete understanding and knowledge of the job position.
BASIS FOR COMPARISON JOB DESCRIPTION JOB SPECIFICATION
What does it mean? A job description is the detailed information of the vacant position that states the job title, job location, duties, responsibilities, job role, etc. in a written format. A job specification is the set of specific qualities, knowledge, and experience the candidate must possess to perform a particular job.
Origin Based on Job Analysis Based on Job Description
Elements Includes job title, job location, job role, salary, responsibilities, duties, allowances, and incentives Includes attributes, knowledge, skills, experience, and educational qualification
Purpose Describes the job profile Specifies the eligibility criteria
What is it? Company’s offerings to the candidate Company’s expectations from the candidate
Use Used to provide relevant and sufficient information about the job Used to match the right candidate with the job

READ ALSO

• Jobs for Students

• Part-Time Jobs for Students

• Jobs in Abuja

• Jobs in Lagos

• Track Off-Campus Jobs

Conclusion

Recruitment is a very difficult task, as it involves a chain of activities. The first step for it is job analysis, which is conducted by employing various methods like surveys, questionnaires, interviews, etc.

After that, a statement is prepared what a particular job demand and that statement are known as Job Description and this statement is the mirror of Job Analysis.

With the help of Job Description, Job Specification is created, which specifies the precise human requirements of the Job, through which an advertisement can be placed for such recruitment and on the basis of Job Specification selection of the candidate is possible.

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