How to Write Effective Job Descriptions and Postings

How to Write Effective Job Descriptions and Postings

Positioning yourself as an employer of choice is more important than ever. Part of this process includes making a good first impression by writing effective job postings that will attract the most qualified candidates to your business.

Start by developing clear job descriptions.

The first step to creating effective job postings is developing a clear job description. A complete job description contains a title for the job or work assignment and the following information:

• Work outcomes — What is the employee expected to produce, or what tasks is the employee expected to perform?
• Work processes — How is the work to be done, and with whom does the employee work?
• The equipment or tools to be used
• The work environment
• Employee requirements—The skills, knowledge, abilities, and other attributes the employee needs to perform the work

Job descriptions are very useful tools within your company. They’re useful for identifying different-level jobs and charting a logical employee progression from one job to another (when you are developing career paths within your company). They can also help you evaluate the worth of a job (assessing the salary range of the position) and identify job hazards or risks.

Other uses of job descriptions include: 

• Assessing the organisation of the work or workflow
• Creating advertising for the job vacancy
• Testing the qualifications of applicants for the position
• Developing staff training objectives and content
• Appraising your employee’s performance

To develop an effective job description, you can use observation; interviews with the incumbent or with key people within the company; and questionnaires (when interviewing is not possible).

Make thorough notes, then sit down and write a draft job description. Review it, edit it, and try to cut it down to no more than three pages. Most job descriptions are one to two pages. Circulate the job description to the person already in that role (if there is one) and to key people in the company. Ask them if they think it is an accurate description of the job and modify it accordingly.

5 things to include in effective job descriptions

Once you are satisfied that it is complete and accurate, you are ready to write a job posting based on the job description.

An effective job description has five parts:

1. Job title

Put the title of the job in bold. Make sure the job title is understood by everyone in your industry, and try to avoid using a job title that is unique to your own company.

2. Company description

Write a short “lead” paragraph at the beginning of the ad to tell the reader why you are a good company to work for. You might include your values, mission, or vision. Has your company won an award recently? Is it recognized as an excellent place to work? Blow your own horn!

3. A summary of the role and expectations

Describe the responsibilities of the role. Summarize the most important parts of the job description: The handful of tasks that are most important and have to be successfully carried out.

4. A list of the most important qualifications required

Before you write this section, ask yourself and other key people in your company: “Who is our ideal candidate?” Collect these attributes and qualifications, check them against the job description you have prepared, and list them in priority order. You won’t have room to list them all, so just list the most important qualifications.

5. How to apply for the job

Clearly state in the posting how applicants can apply for the job. State what items you want to receive (such as a resume, references, or other relevant documents), and whether you want people to apply in person, via a specific web portal, or by email. If you don’t want phone calls, clearly state: “No phone calls please,” in the ad. Give a deadline date and time by which you want to receive the documents.

For more information and writing successful and effective job descriptions or if you require recruitment assistance, please reach out to our in-house expert Stephen Farrell-O’ Callaghan. We are “people” people.