Your office manager has just given notice. You’re always sorry to see valued employees go, but there’s no time to waste when they do. If you decide hiring a replacement is the best course of action, the first step in attracting and retaining an experienced professional is to have on file an effective job description.
A job description serves two primary roles: It ensures that applicants understand what the position entails and it forms the basis of your job ad.
Think of writing a job description as creating a blueprint. If you draft it well, the subsequent pieces of the hiring process will fall into place more easily. The most important traits of a good job description are accuracy and clarity.
Ask these three questions before you start writing job descriptions:
1. What’s in a name?
When you’re updating a job description or writing one for the first time, don’t forget the job title. Today’s workforce is saturated with multitaskers, and in many cases job titles have become obsolete as positions have evolved. In fact, a survey conducted by OfficeTeam and the International Association of Administrative Professionals shows 41 percent of polled administrative professionals thought their job descriptions were inaccurate because their roles had changed.
So if your receptionist is doing more than answering phones and greeting people at the door, re-examine the title. Office manager or administrative assistant may now be a more accurate description.
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2. Is the language crisp and clear?
This step is crucial as it ensures that everyone — from employees to colleagues to managers — understands the employee duties. Here are some tips for writing a job description clearly:
- Use active verbs. When describing a receptionist position, for example, use simple, direct language: “Greets visitors and office personnel in a friendly and sincere manner,” as opposed to, “The receptionist is responsible for greeting visitors and office personnel in a friendly voice and sincere manner.”
- When necessary, use explanatory phrases telling why, how, where or how often to add meaning and clarity (e.g., “Collects employee time sheets for payroll bi-weekly.”).
- Omit unnecessary articles, such as, “a,” “an” and “the” for easy-to-understand descriptions.
- Use unbiased terminology. Employ the he/she approach or construct sentences so gender pronouns are not needed.
- Avoid using adverbs or adjectives that are subject to misinterpretation such as “frequently” or “some.”
3. Does it include the key details?
Make sure to include crucial points, such as:
- The job or position title
- The department within the company where the job exists
- A brief summary (one to three sentences) of the position and its overarching responsibility or function or role within the organization
- Supervisory structure (e.g., “Reports to the office manager.”)
- A brief summary of the job’s overall role within the organization
- A list of essential job duties and the frequency of each duty (daily, weekly, monthly)
- Exempt or non-exempt status
- Specific technical skills, educational requirements and/or certifications needed
- Specific soft skills required. (e.g., “Ability to explain our services and policies to customers,” rather than, “Good communication skills.”)
- Any physical requirements needed (e.g., “Must be able to lift up to 50 pounds.”)
- A statement that your company is an equal employment opportunity employer
The job description is where your hiring criteria are first formally set forth. Because the job description will eventually drive the job ad, the candidate selection process, and a new employee’s first performance appraisal, it is a key consideration for a hiring manager.
For more advice, download OfficeTeam's report How to Hire All-Star Administrative Professionals and Maximize Their Potential.