When looking for a job, it is very important to prepare a good resume, since it is the first impression we give to the employer.

But, it is not only those who are looking for a job who must prepare themselves well, the first thing that those who are looking for a job will see of them. The organizations themselves must make sure that they give a picture of the work they offer.

Job descriptions are a crucial document for companies, as they allow them to make themselves known and make it easier for them to find the right candidate.

In this article, we explain what these descriptions look like, as well as several aspects that should be included in this type of document and some common mistakes that employers make when offering a job.

What are job descriptions?

Job descriptions, also called “job descriptions”, are documents describing the characteristics of a job , indicating the relevant aspects as objectively as possible.

This is not to describe the role that an employee already hired for this job is playing, or to describe what the ideal worker should look like. This type of description consists of indicating the relationship of the tasks with the job in an exhaustive manner , the functions and responsibilities that the worker is going to carry out and what services or goods are going to be offered.

Its functions

A good job description serves three functions:

Define the job

It provides an overview of employment and serves as a guide for future workers.

Structure of the organization

It details how the company is organized .

Attracts talent

It allows you to find candidates who offer something new to the organization.

Elements of these descriptions

In order for the job description to be complete and attractive to future candidates, it must have the following well-defined elements

1. Job title

It must be clear and attractive, and that serves to have a first idea of which is the role that the employee will play in the company.

2. Objectives of the position

It must be clear what the functions of the worker will be . His/her work role and the description of the objectives that he/she intends to achieve with his/her hiring.

3. Task description

The activities to be carried out by the worker must be clear, and indicate how often they are carried out. It is also important to indicate how long it will take.

4. Relations with other departments

If the work involves several departments, it is important that these relationships are clearly expressed .

It should also be noted whether inter-departmental contact is very frequent or, on the contrary, rare.

5. Organization chart and hierarchy

In relation to the previous point, the position of the employee in the company must be indicated .

It must be clear how many people will be above and below him in terms of the tasks he is going to perform, and under whose orders he is.

6. Displacements

Depending on where the office is located or if business trips are required in the job, should be indicated if the person will have to move frequently or if, on the contrary, it is more convenient to move to a residence paid by the company.

7. Documentation

You must detail what documentation must be submitted to apply for the job, as well as explain the documents that are frequently handled within the organization and if a manager is required .

8. Workplace

The work environment should be described, under what conditions one works, facilities for people with some kind of disability…

9. Hazards and risks

There are certain jobs where there are some risks, such as in the field of medicine (e.g. contagion), construction (e.g. accident at work) or safety (e.g. assault). It should be clear what they are and how the organisation usually deals with them .

10. Time required

Working hours are one of the first things many job seekers look at. It should be clear how many hours are spent per day and per week , at what time the working day starts and when it ends.

You should also indicate which days you work, if only on weekdays or if there are also any weekends and holidays. In addition, it should be clear whether there are any vacation days that are compatible with major holidays.

11. Requirements and training

Nowadays it is common that when starting to work the new worker is offered a training . In addition, the job description should make it clear what knowledge is required for the job and whether the first few weeks in the job are to be provided.

It is also important to link this job with other similar jobs, where the same type of training is required, in order to attract people who have experience in those jobs.

Errors to avoid

Job descriptions should be designed to avoid these errors.

1. Use internal terminology

It is advisable to avoid using words that are too technical or too organisational . It may be that there are words used daily by members of the company that, outside of it, lack meaning or are difficult to understand.

Clear terminology should be used, with no ambiguous meanings. When applying for the job requirements, the terms widely used in the business world should be used, thus making it clear what the applicant is being asked to do for the job.

2. Do not involve the whole organization

When preparing a job description, other departments involved and Human Resources should be consulted .

In this way, it is possible to better specify the function that the future candidate would carry out, as well as to elaborate a much more adjusted and realistic description.

3. Be unrealistic

In job descriptions, a common mistake is to describe the ideal employee instead of describing in clear and detailed terms what the job offered is.

There is no such thing as perfection. One should be realistic and explain what is needed to play the role, not make a wish list.

4. Do not update the description

The job description is a flexible tool and must be adapted to the new needs of the company , as well as to the evolution of the labour market.

For this reason it is necessary to review and update this description periodically, to ensure that it reflects the changes in requirements requested by the company.

5. Use discriminatory language

In everyday language, the use of certain words and expressions may be accepted colloquially, but in an employment context they may be interpreted as politically incorrect and discriminatory.

Bibliographic references:

  • Etkin, J. (2000). Política, Gobierno y gerencia de las organizaciones, Buenos Aires, Editorial Prentice Hall. (Chapter 3: The factors of complexity).
  • Schlemenson, A. (2002). La estrategia del talento, Bs. As., Editorial Paidós. (Chapter 4 The meaning of work).