Difference Between Job Description and Job Specification

Explanation of job description and job specification

A job description is a written statement that outlines the duties, responsibilities, tasks, and requirements of a specific job position. It provides a clear understanding of the job expectations and what the employee is expected to achieve in that role. The job description typically includes the job title, the department or unit, the reporting structure, the tasks and responsibilities, the required qualifications, skills and experience, and the physical and mental demands of the job.

On the other hand, job specification is a document that lists the knowledge, skills, abilities, and other characteristics that an individual must possess to perform the job duties outlined in the job description effectively. It is a detailed summary of the education, training, experience, and other attributes required for the job. Job specification typically includes information on the educational qualifications, professional certifications, technical skills, language skills, communication skills, interpersonal skills, and other job-specific requirements.

Both job description and job specification are essential documents in human resource management as they provide critical information to both employers and employees about the job role and what is expected from them. They are important tools for recruiting, selecting, training, and managing employees.

Importance of understanding the difference between the two

Understanding the difference between job description and job specification is important for several reasons, including:

1. Recruitment and Hiring: Employers need to ensure that the job description and job specification accurately reflect the job role to attract the right candidates. Understanding the differences between the two documents helps employers to create job advertisements and interview questions that are relevant to the job requirements.
2. Employee Performance: The job description outlines the tasks and responsibilities of the job, while the job specification outlines the skills and qualifications required to perform those tasks effectively. By understanding the differences between the two documents, employers can ensure that employees have the necessary skills and qualifications to perform their job roles effectively.
3. Career Development: Employees can use the job description and job specification to understand their job expectations and identify areas for career development. By understanding the differences between the two documents, employees can identify the skills and qualifications required for career advancement within the organization.
4. Compensation and Benefits: Employers use the job description and job specification to determine the compensation and benefits for the job role. By understanding the differences between the two documents, employers can ensure that the compensation and benefits are commensurate with the job requirements and the employee’s skills and qualifications.

Understanding the differences between job description and job specification is critical for effective workforce management, recruitment, selection, training, and career development. It helps to ensure that employees have the necessary skills and qualifications to perform their job roles effectively and supports employers in making informed decisions about compensation and benefits.

What is a Job Description?

A job description is a document that outlines the duties, responsibilities, tasks, and requirements of a specific job position. It provides a clear understanding of the job expectations and what the employee is expected to achieve in that role. The job description typically includes the job title, the department or unit, the reporting structure, the tasks and responsibilities, the required qualifications, skills, and experience, and the physical and mental demands of the job.

A well-written job description helps to attract the right candidates for the job role and helps the employer to select the best-fit candidate. The job description serves as a critical tool for performance management and ensures that employees understand what is expected of them in their job role. It also provides a basis for evaluating employee performance and identifying areas for career development.

A typical job description may include the following sections:

• Job title and department/unit
• Reporting structure
• Job summary
• Essential duties and responsibilities
• Qualifications and requirements (such as education, experience, skills, and certifications)
• Physical and mental demands
• Working conditions

The job description is a key document in human resource management and serves as a reference point for both the employer and the employee throughout the employment relationship.

What is a Job Specification?

A job specification is a document that outlines the knowledge, skills, abilities, and other characteristics that an individual must possess to perform the job duties outlined in the job description effectively. It is a detailed summary of the education, training, experience, and other attributes required for the job.

A job specification is used in the recruitment and selection process to evaluate candidates’ qualifications for the job role. It helps to ensure that candidates have the necessary skills and experience to perform the job duties effectively. The job specification also serves as a basis for training and development, ensuring that employees receive the necessary skills and knowledge to perform their job roles effectively.

A typical job specification may include the following sections:

• Educational qualifications (such as degree or certifications)
• Professional experience (such as years of experience in a similar role)
• Technical skills (such as proficiency in specific software or tools)
• Language skills (such as proficiency in specific languages)
• Communication skills (such as written and verbal communication skills)
• Interpersonal skills (such as teamwork, leadership, and conflict resolution skills)
• Other job-specific requirements (such as physical requirements or specialized training)

The job specification is a critical document in human resource management as it helps to ensure that employees have the necessary skills and qualifications to perform their job roles effectively. It serves as a reference point for evaluating employee performance and identifying areas for career development.

Differences Between Job Description and Job Specification

While job description and job specification are related documents, they have significant differences.

The main differences between the two are:

1. Focus: A job description focuses on the duties, responsibilities, tasks, and requirements of a specific job role, while a job specification focuses on the knowledge, skills, abilities, and other characteristics that an individual must possess to perform the job duties effectively.
2. Content: A job description typically includes information about the job title, department or unit, reporting structure, tasks and responsibilities, qualifications, skills, and experience required for the job role. A job specification includes information about the educational qualifications, professional certifications, technical skills, language skills, communication skills, interpersonal skills, and other job-specific requirements.
3. Purpose: The job description is primarily used to communicate job expectations to employees and provide a basis for evaluating employee performance. The job specification is used in the recruitment and selection process to evaluate candidates’ qualifications for the job role.
4. Timing: The job description is typically created before the recruitment and selection process begins, while the job specification is created during the recruitment and selection process.
5. Flexibility: A job description is relatively inflexible, while a job specification is more flexible. Once created, the job description remains relatively constant, while the job specification can be adjusted based on the candidate’s qualifications and the organization’s changing needs.

The job description outlines the duties, responsibilities, tasks, and requirements of a specific job position, while the job specification outlines the knowledge, skills, abilities, and other characteristics that an individual must possess to perform the job duties effectively. The job description is primarily used to communicate job expectations to employees, while the job specification is used in the recruitment and selection process to evaluate candidates’ qualifications for the job role.

Importance of Job Description and Job Specification

Job description and job specification are both essential documents in human resource management.

The importance of each document is outlined below:

Importance of Job Description:

1. Provides clarity: A job description provides clarity to both employees and employers regarding job roles, responsibilities, and expectations. It outlines the duties, tasks, and requirements of a specific job position, which helps to avoid confusion and misunderstandings.
2. Helps in recruitment: A well-written job description attracts the right candidates for the job role. It helps the employer to select the best-fit candidate based on the job requirements, which improves the quality of the recruitment process.
3. Performance management: A job description serves as a critical tool for performance management. It provides a basis for evaluating employee performance, setting performance standards, and identifying areas for career development.
4. Legal compliance: A job description is necessary to ensure legal compliance. It helps to ensure that the employer complies with all relevant laws and regulations, including equal employment opportunity laws, wage and hour laws, and health and safety laws.

Importance of Job Specification:

1. Helps in recruitment: A job specification helps the employer to evaluate candidates’ qualifications for the job role. It ensures that candidates have the necessary skills, knowledge, and experience to perform the job duties effectively, which improves the quality of the recruitment process.
2. Training and development: A job specification serves as a basis for training and development. It helps to ensure that employees receive the necessary skills and knowledge to perform their job roles effectively.
3. Performance management: A job specification provides a basis for evaluating employee performance. It helps to ensure that employees are evaluated based on the job requirements and that performance standards are set based on the job specifications.
4. Legal compliance: A job specification is necessary to ensure legal compliance. It helps to ensure that the employer complies with all relevant laws and regulations, including equal employment opportunity laws and any other job-specific regulations.

Job Description and Job Specification are critical documents in human resource management. They help to ensure that employees understand job expectations, assist in recruitment and selection, provide a basis for performance management, and ensure legal compliance.

Conclusion

Job Description and Job Specification are essential documents in human resource management. While they are related, they serve different purposes. The job description outlines the duties, responsibilities, tasks, and requirements of a specific job position, while the job specification outlines the knowledge, skills, abilities, and other characteristics that an individual must possess to perform the job duties effectively.

A well-written job description and job specification can provide clarity, attract the right candidates for the job role, ensure legal compliance, and serve as a basis for performance management and training and development. Employers should ensure that these documents are accurate, up-to-date, and reflective of the organization’s needs to ensure that employees are clear about their roles and responsibilities, and the recruitment and selection process is effective.

Reference website

Here are some websites where you can find more information on job description and job specification:

1. SHRM – Job Descriptions: https://www.shrm.org/resourcesandtools/tools-and-samples/toolkits/pages/jobdescriptions.aspx
2. The Balance Careers – Job Descriptions and Job Analysis: https://www.thebalancecareers.com/job-descriptions-and-job-analysis-1918463
3. HRZone – Job Descriptions vs Job Specifications: https://www.hrzone.com/hr-glossary/job-descriptions-vs-job-specifications
4. Indeed – Job Specification: Definition and Examples: https://www.indeed.com/hire/c/info/job-specification
5. HR Council – Writing Job Descriptions: https://hrcouncil.ca/hr-toolkit/develop-job-descriptions.cfm