Job descriptions

Job descriptions

When employing staff, an employer should write a job description. Job descriptions should detail the purpose, tasks, skills, qualifications, experience and responsibilities required for the job. A good job description should:

• Describe the main purpose of the job in one sentence
• Detail the main tasks and duties of the job using active verbs, like 'writing', 'repairing', 'machining', 'calculating', instead of vaguer terms like 'dealing with', 'in charge of'
• Expand on the main tasks and the importance of the job. Job importance can be indicated by giving information such as the number of people to be supervised, the degree of precision required, and the value of any materials and equipment used
• Contain a profile of the skills, experience, qualifications or aptitudes considered essential and desirable in the jobholder (a person specification)

A good job description can help with recruitment, induction and training. It enables prospective applicants to assess themselves for the job and can be used as guidance for judging achievements. The job description should be included in the covering letter sent to each applicant with the job application form.

Person specification

Drawing up the person specification allows an organisation to profile the ideal person to fill the job. It is very important that all the skills, experience, qualifications or aptitudes included in the specification are related precisely to the needs of the job. If not, there is a greater chance that someone will be employed who is not suited for the role.

The person specification should not state any unnecessary requirements for the job to avoid the possibility of discrimination against groups of potential applicants. Writing a job and person specification should help to develop and implement a policy of equal opportunity in the recruitment and selection of staff.

Factors to consider

Factors to consider when drawing up the specification include:

• The length and type of experience necessary, being careful not to overstate the requirements (for example, do not ask for 'excellent knowledge of English' when 'good understanding' is more appropriate). Overstating the requirements can be age discrimination (see below)
• The competencies necessary, making it clear what importance is placed on each criterion, and whether it is necessary or desirable. Try to avoid vague criteria
• Education and training, but only so far as is necessary for satisfactory job performance, unless the person is being recruited based on future potential (e.g. graduate trainees), when a higher level of education may be specified. It should also be made clear that degrees or diplomas attained abroad are acceptable, so long as they are of an equivalent standard to UK qualifications
• Any criteria relating to personal qualities or circumstances that are essential and directly related to the job. These must be applied equally to all groups irrespective of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, sex, sexual orientation, race, ethnic origin, nationality, religion or belief (England, Wales and Scotland) or religious belief or political opinion (Northern Ireland) and membership or non-membership of a trade union. Otherwise, it is potentially discriminatory

The specification can assist with the selection of candidates and the subsequent interview. For more information, see the Code of Practice on Racial Equality in Employment from the Equality and Human Rights Commission or, in Northern Ireland, the Equality Commission for Northern Ireland website.

Age discrimination

The law bans age discrimination, including in the recruitment process. Age discrimination generally occurs when someone treats a person less favourably because of that person's age, using it for prejudicial or unfair treatment of a person. It can:

• Affect anybody regardless of how old they are
• Reduce employment prospects for older people, younger people and parents returning to work after a period of full-time childcare
• Favour people in the certain age groups
• Limit or prevent the full abilities, potential and experience of employees

Recruitment and age discrimination

Job descriptions and advertisements

The law has meant that organisations have changed how they phrase requirements, and particular care should be taken when creating a job description and advertisement.

Examples:

• A specification requiring a need to demonstrate experience of managing a team may have previously said '5 years of experience in managing a team of employees', but now saying 'managing a team of 5+ employees' would be safer.
• A specification requiring a young and enthusiastic worker, may have previously said 'requires youthful enthusiasm', but now using descriptions such as 'seeking an enthusiastic applicant', would be safer.

Lawful age discrimination

Direct age discrimination is allowed in circumstances where it is required, to comply with another law or a genuine occupational requirement of the role. For example, a dramatic performance or other form of entertainment that requires a person from a particular age group for authenticity.

See our section on age discrimination for more information.

Employment agencies

If you are using an employment agency, ensure that they are not breaching any discrimination legislation as you will be held liable for their actions if they discriminate against an applicant.