A job specification outlines the desired characteristics of a qualified candidate for a position, including necessary skills and education. It differs from a job description, which describes tasks and duties. Standard categories include education, experience, skills, and knowledge. A job specification can save time for employers and potential candidates.
A job specification allows an employer to outline the best candidate for a position without describing a particular person. This is achieved by communicating the desired characteristics of a qualified candidate, such as the necessary skills and education. The more complex a position is, the more likely the specification is. By developing these tools for available positions, employers can save time for themselves and potential candidates.
Some people make the mistake of believing that the job description and job specification are the same. It is important to understand that they not only differ, but are designed to serve different purposes. A job description is drawn up to describe the tasks and duties that must be performed by a person in a particular position. A job specification is designed to describe the type of person qualified to be in that position.
There are several categories of information that are considered standard in a job specification. Categories are usually displayed in large or bold type. Specific requirements are listed below, usually with bullet points. All job specifications may not be arranged in the same order or format.
Educational requirements are one of the most common components of a specification. This section generally communicates the required level of education, such as an associate’s or master’s degree, and acceptable courses, such as journalism or chemical engineering. If special licenses and certificates are required, these will generally be included in this section as well.
A section dedicated to experience usually asks that an individual have a history of working in a certain field for a certain period of time. It can also describe specific tasks a person should be involved in, such as direct supervision of employees or three years handling hazardous materials. Skills, knowledge and skills are three sections that can be combined or listed separately. These sections tell you what a candidate should know and what she should be able to do.
Employers are often inundated with applications when they have openings available. The interview can be a lengthy process. A job specification can be a tool that dramatically reduces the amount of time an employer spends reviewing applications and conducting interviews with unqualified individuals. Since many people do not choose to apply for jobs that they know they have little chance of getting, having a job specification can also help people. They can use it to compare what they have to offer with what is being asked.
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