In today’s competitive market, job ads on LinkedIn, Indeed, and company websites which attract candidates who are aligned with the role save time and improve the overall hiring process.
Typical job ads outline the job description and then, the job specification.
The job specification informs prospective employees about the education, qualifications, experience, and skillsets needed for the position.
Job specifications help employers source the right people for their teams by clearly outlining the eligibility requirements.
Let’s explore the benefits of a well-crafted job specification and the elements required when writing a world-class job specification.
How is a job specification different from a job description?
While there may be some overlap between the job description and the job specification, they are two separate components of an effective job listing.
A job description provides a general overview of the role including the title, the required duties and responsibilities, and a brief overview of the company and its culture.
The job specification outlines what the employer is looking for in an ideal candidate. It provides key details on the criteria for the position.
What to include in a job specification
Clarity in a job specification is crucial. Your goal is to write a clear and compelling job spec that defines the skills and qualifications needed for the role.
The job spec should reflect what is needed for the role. Additional elements that are desirable, or ‘nice to have attributes’ should be clearly marked as such. This is to ensure the job spec doesn’t reduce the size of the candidate pool. Many qualified candidates may not apply if they don’t meet the job spec.
While job specifications will vary, a few common elements every job specification should have include:
Education
Most job specifications will indicate the level of education required to qualify for the job. This should include whether that be a bachelor's degree, field of study, and any relevant coursework needed.
Studying specific subjects can indicate that a candidate possesses the necessary knowledge to perform specific tasks, duties, and responsibilities related to the job.
Depending on the job, employers may choose to not include education requirements if experience is more important.
Example:
Candidates should hold at minimum a bachelor's degree in engineering (Mechanical, Chemical, Process)
Qualifications
Certain jobs may also require specific qualifications, courses and vetting. For example, Certificates of Professional Competence (CPC) for arctic and rigid drivers.
For those in the technology sector, programming languages and technical stack needed should be noted.
Ensure that all required licenses, certifications, and credentials are explicitly stated in the job specification so that candidates understand the qualifications necessary for the role.
Example:
Qualifications:
Valid Counterbalance (5-tonne) and Reach Forklift licenses, issued in Ireland
Experience
Regardless of the required level of seniority, experience is a fundamental aspect of any job specification. For entry-level or graduate roles, stating explicitly that no prior experience is required ensures alignment between candidate qualifications and role expectations.
It is also important to clarify whether the required experience must be in the same role or if candidates with relevant experience from a similar position or field would also qualify. This broadens the scope while maintaining relevance within the talent pool.
Example:
Experience:
5+ years in HR transformation or project delivery roles, with proven experience in delivering large-scale multi-country HR projects.
Skills
The skills listed on a job specification highlight key personality traits and skills learnt through work experience or education. Including skills in a job specification can also inform candidates of gaps within their current skillset.
When writing this section, take some time to think about the position's responsibilities and the skills it takes to effectively do the job. Then, create a list of hard skills and soft skills that candidates need.
Hard skills are learnt skills and depend completely on the type of role and its sector.
Examples of hard skills include:
Microsoft Office suite proficiency
Copywriting
Project management
Data entry
As defined by Forbes, ‘soft skills are a set of personal attributes and abilities that allow individuals to effectively interact with others in a professional setting’.
Examples of soft skills include:
Communication skills
Teamwork
Adaptability
Attention to detail
Conclusion
Having a well-defined job specification can help attract qualified applicants. If you want the best candidates for the job, but don't have time for what the recruiting process entails, get in touch.
As your trusted talent partner, we help you attract, engage, and retain the finest talent - today and in the future.
Sources
11 Essential Soft Skills In 2024, Forbes, April 2024.