4.3 Job Description
The job description is a document that includes job tasks and duties. It is essentially a standardized summary of a job analysis. Job descriptions are usually very concise documents but they should always include the following components:
- Date
- Job title
- National Occupation Classification (NOC) code
- Job functions (the tasks the employee performs)
- KSA (Knowledge, Skills and Abilities) – what an employee is expected to know and be able to do, as well as personal attributes
- Education and experience required
- Physical requirements of the job (ability to lift, see, or hear, for example)
Once the job description has been written, it can be modified to use for recruiting or filed in the HR department records. Most importantly it also serves to inform the employee and respective manager regarding the job (role) and setting respective expectations. Before we discuss specific recruitment strategies, we should address the law and how it relates to hiring. This is the topic of Section 5.3 -The Law and Recruitment.
The National Occupation Classification (NOC) Code
The NOC provides a standardized nomenclature for describing the work performed by Canadians. It serves as a framework to:
- define and collect statistics related to work and jobs in Canada
- analyze labour market trends in Canada
- extract practical career planning information
Think!
Research the two jobs below. What information could you glean from these job profiles to develop a job description?
For example, statistics gathered for Human Resources Manager (NOC 0112) shows the following trends:
Human Resources Managers
Human resources managers plan, organize, direct, control and evaluate the operations of human resources and personnel departments, and develop and implement policies, programs and procedures regarding human resource planning, recruitment, collective bargaining, training and development, occupation classification and pay and benefit administration.
These are the statistics for pet-sitter (NOC 6163):
Pet-sitter in Canada | Labour Market Facts and Figures
Find key facts and figures about working as a pet-sitter in Canada: available jobs, wages, career prospects, skills, job requirements and more. Visit Job Bank to learn about this occupation or for more information about the Canadian labour market.
Tips to Writing a Good Job Description
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Be sure to include the pertinent information:
- Title
- Department
- Job Summary
- Reports to
- Duties and responsibilities
- Working Conditions
- Think of the job description as a snapshot of the job.
- Communicate clearly and concisely.
- Make sure the job description is interesting to the right candidate applying for the job.
- Avoid acronyms.
- Don’t try to fit all job aspects into the job description.
- Proofread the job description.
Cashiers Job Description
| Job Title | Cashier |
| Reports to | Manager |
| Department | Customer Service Department |
| Job Summary | Knowledge of customer and personal services. This includes customer needs, assessment, meeting quality standards for services and evaluation of customer satisfaction. Knowledge of business principles, mathematics, and office systems such as word processing, filing and record keeping. Courteous, active listening, polite with customers. |
| Duties and Responsibilities |
|
| Working Conditions | Safe and well-ventilated retail store workspace. Must be able to work shifts and some weekends. |
Job Specifications
Job Specifications includes the knowledge, skills and abilities (KSA) and other characteristics required to complete the job. These can include experience, education requirements, physical and/or mental demands of the job, and training.
Example of Job Specifications
| Job Title | Cashier |
| Reports to | Manager |
| Department | Customer Service Department |
| Education | High School |
| Experience | Some prior knowledge and experience of consumer goods and services |
Knowledge:
| Customer and Personal Service | Knowledge of principles and process for providing customer and personal services. This includes customer needs, assessment, meeting quality standards, and evaluation of customer satisfaction. |
| Administration and Management | Knowledge of business and management principles, resource allocation, production methods. |
| Mathematics | Arithmetic, calculus |
| Administrative | Knowledge of office procedures and systems such as word processing, managing files and records |
Technology Skills:
| Data base and query software | Database software, SMARTware |
| Office suite software | Microsoft Office software |
| Operating system software | Computer, portable payment terminal, POSs machine |
Skills:
| Service orientation | Seek active ways to help people |
| Active listening | Give full attention to other people, take time to understand points being made, ask questions |
| Speaking | Talking to others to convey information |
| Mathematics | Use mathematics to solve problems |
| Social Perceptiveness | Be aware of others’ reactions and understand why they react as they do |
“4.3 Job Description” from Human Resources Management – 3rd Edition by Debra Patterson is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted.
