While doing the job analysis, there are two main documents that are prepared to help explain the essentials skills and qualifications that the job applicants need to possess to perform the job well.
The fundamental difference between the two is: job description is the summary of all the tasks, role, and responsibilities that the company is offering to the candidate, and job specification is an overview of all the attributes, experience, skills, and qualification that the company is looking for in a candidate. Let’s delve a little deeper.
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
Job Title– the name of the open role
Job Location– the location where the selected candidate will be working.
Job Role– refers to the scope of work defined by the company.
Responsibilities and Duties– refers to various job-related activities that the candidate has to perform and is accountable for.
Salary– the monetary compensation the company is offering to the candidate to do a particular job. The salary may or may not be negotiable.
Incentives– the commission and remuneration the company offers the employees upon completion of their targets.
Allowances– the benefits and expenses that the company pays on behalf of the candidate.
Advantages of Job Description
A job description synchronizes the recruitment and selection process and thereby simplifies the work of the HR department.
It makes it easy for companies to search for suitable candidates.
It provides a framework to build the job specification.
A job description gives a clarification of what the company is about and what it has to offer to the candidates.
It provides an overview of the open position and also specifies the company’s expectations.
It helps the candidate to get instantly familiar with the workplace environment.
Disadvantages of Job Description
A job description does not stay constant; it changes with time and growth of the company.
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
Educational Background– the academic knowledge required, including school education, graduate, post-graduation, and other such qualifications.
Skills– the particular skills that are required to accomplish the tasks.
Experience– the employment details of past and present employers that includes, company’s name, designation, salary, job profile, duration, etc.
Advantages of Job Specification
A job specification defines candidate selection criteria. It makes it easy for recruiters to screen resumes of prospective candidates.
It serves as a benchmark for conducting orientation and training of the employees.
It helps candidates to find a job that is the best fit for their skills and qualification.
It helps in performance analysis and appraisal of the candidates.
Disadvantages of Job Specification
The job specifications of the company for a particular job may change with change in technology.
Drafting a job specification is a lengthy process; it requires complete understanding and knowledge of the job position.
I hope it helps.
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