How to Write the Job Description

Job Summary/Purpose

A job summary describes the primary reason for and function of the job. It also provides an overview of the job and introduces the job responsibilities section.

The job summary should describe the job without detailed task descriptions. Its length should range from one sentence to a paragraph, depending on the complexity of the job. It essentially answers the question: why does this job exist?

Key Responsibilities

The key responsibilities of a job are the essential functions that the jobholder performs. The key responsibilities section of the JD should include an overview of the job's essential functions that describes the basic aspects of the job and its primary responsibilities. JDs should include only higher-level responsibilities — minor task descriptions provide too much detail for the scope and purpose of JDs.

Begin each job responsibility with a present-tense action verb, and describe the area of responsibility in action terms. Normally, there will be 7 to 10 responsibilities, depending on the job. The key responsibilities could also be described as the outcomes of the job. What are the key outcomes/ outputs that this job must deliver?

Minimum Job Requirements

This section describes the minimum knowledge, skills, and abilities (KSAs) that are required to perform the job. You could use KSAs to guide recruiting efforts and determine whether candidates are minimally qualified.

To determine the minimum requirements of a job, ask yourself what the job candidate needs to possess in terms of:

Education - the type and minimum levels, such as high school diploma and bachelor's degree.

Experience - the type and minimum level, such as three to five years of supervisory experience, five years of editing experience, and two years of experience with content management systems.

Special skills -such as languages spoken and computer software proficiencies.

Certifications and licenses - such as industry certifications and practitioners' licenses.

Remember to list only the minimum knowledge, skills, and abilities required to perform the job, not the ideal attributes you look for in a candidate.

Physical Requirements

The physical requirements section describes the physical demands and environment of the job and lists the basic physical conditions needed to perform the job. This section should also list specific physical requirements such as lifting heavy objects and standing for long periods of time.

Disclaimer

All JDs should include a disclaimer that clearly states that the JD is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. Disclaimers should also state that the responsibilities, tasks, and duties of the jobholder might differ from those outlined in the JD and that other duties, as assigned, might be part of the job. Some organizations, jobholders, and labour unions interpret the language of JDs literally. Therefore, it is important to include a disclaimer.

Review and Approve Job Descriptions

Review your JD before distributing it. If the JD was written by an external source, it is advisable that a management-level employee or a few jobholders in the relevant department also review the JD.

JDs should be approved by human resources staff members and line or staff management. If a review process does not exist, create one. Periodic reviews of JDs are also necessary — review every two or three years for accuracy.

Make Job Descriptions Work

JDs can also be helpful for performance reviews and compensation strategies. Focus your efforts on developing accurate JDs that include the six key components and are clear, concise, and consistent across your organization. By developing effective JDs, you can make the management of staff on your farm so much easier.

Click here to view an explanation about job descriptions and job profiles and how to create job profiles for your employees.