While doing the job analysis, there are two main documents that are prepared to help explain the essential skills and qualifications that the job applicants need to possess to perform the job well.
The fundamental difference between the two is: a job description is the summary of all the tasks, roles, and responsibilities that the company is offering to the candidate, and a job specification is an overview of all the attributes, experience, skills, and qualifications that the company is looking for in a candidate. Let’s delve a little deeper.
What Is Job Description?
A job description is a detailed information about the vacant position that states the job title, job location, duties, responsibilities, job role, etc. in a written format. The HR manager creates this document to invite applications from prospective candidates for the open role.
Components of Job Description
- Job Title– the name of the open role
- Job Location– the location where the selected candidate will be working.
- Job Role– refers to the scope of work defined by the company.
- Responsibilities and Duties– refers to various job-related activities that the candidate has to perform and is accountable for.
- Salary– the monetary compensation the company is offering to the candidate to do a particular job. The salary may or may not be negotiable.
- Incentives– the commission and remuneration the company offers the employees upon completion of their targets.
- Allowances– the benefits and expenses that the company pays on behalf of the candidate.
Advantages of Job Description
- A job description synchronizes the recruitment and selection process and thereby simplifies the work of the HR department.
- It makes it easy for companies to search for suitable candidates.
- It provides a framework to build the job specification.
- A job description gives a clarification of what the company is about and what it has to offer to the candidates.
- It provides an overview of the open position and also specifies the company’s expectations.
- It helps the candidate to get instantly familiar with the workplace environment.
Disadvantages of Job Description
- A job description does not stay constant; it changes with time and the growth of the company.
- It outlines only the positive points of a job. The negative aspects are completely ignored.
What Is Job Specification?
A job specification states the attributes, skills, knowledge, educational qualification, and experience needed in a candidate to perform a particular job.
The manager drafts the job specification after preparing the job description. While drafting the job specification, the manager identifies the necessary abilities and attributes needed for accomplishing the task.
Components of Job Specification
- Educational Background– the academic knowledge required, including school education, graduate, post-graduation, and other such qualifications.
- Skills– the particular skills that are required to accomplish the tasks.
- Experience– the employment details of past and present employers that includes, company’s name, designation, salary, job profile, duration, etc.
Advantages of Job Specification
- A job specification defines candidate selection criteria. It makes it easy for recruiters to screen resumes of prospective candidates.
- It serves as a benchmark for conducting orientation and training of the employees.
- It helps candidates to find a job that is the best fit for their skills and qualification.
- It helps in performance analysis and appraisal of the candidates.
Disadvantages of Job Specification
- The job specifications of the company for a particular job may change with changes in technology.
- Drafting a job specification is a lengthy process; it requires a complete understanding and knowledge of the job position.
Job Description VS Job Specification
| JOB DESCRIPTION | JOB SPECIFICATION | |
| What does it mean? | A job description is a detailed information about the vacant position that states the job title, job location, duties, responsibilities, job role, etc. in a written format. | A job specification is the set of specific qualities, knowledge, and experience the candidate must possess to perform a particular job. |
| Origin | Based on Job Analysis | Based on the Job Description |
| Elements | Includes job title, job location, job role, salary, responsibilities, duties, allowances, and incentives | Includes attributes, knowledge, skills, experience, and educational qualification |
| Purpose | Describes the job profile | Specifies the eligibility criteria |
| What is it? | Company’s offerings to the candidate | Company’s expectations from the candidate |
| Use | Used to provide relevant and sufficient information about the job | Used to match the right candidate with the job |
Job Description and Job Specification Example
XYZ Ltd. is looking for a Tele Marketing Executive. It posts the job description and job specification regarding the open position on a job portal, and it looks something like this:
Job Description – Tele Marketing Executive
About Us:
XYZ Ltd. is an established sales and marketing company with branches across the country. The company has 800 employees and is into B2B sales with clients who are big business firms and corporate leaders.Job Title: Tele Marketing Executive
Role: We are looking for a Tele Marketing Executive for the company. The job requires the candidate to make outbound calls to convert prospective customers into clients. It is an office job, but may require the candidate to travel to different cities.
Duties and Responsibilities:
- Call prospective customers
- Influence customers to buy
- Prepare sales report
- Handle direct customer inquiries
- Achieve sales targets
- Identify prospects and grab new business opportunities
- Maintain sales record on CRM software
Job Specification – Tele Marketing Executive
Educational Qualification: Any graduate/MBA in Marketing or Sales
Skills and Competencies:
- Excellent communication skills
- Good time management skills
- Result-driven
- Ability to work under pressure
- Persistent
- Positive attitude
- Excellent negotiation skills
- Proactive
Experience: 0-1 year of experience in sales or marketing
The job description and job specification are equally important during the recruitment process. The differences mentioned above make it quite evident that they are very different from each other. Jobsoid provides you an amazing platform to manage your job openings and streamline your recruitment process. Try it out for FREE today.
