How to write an employee's job description

How to write an employee's job description

How to write the job description of employees, a company will prepare a recruitment announcement before recruitment. At this time, it is necessary to write down the job description of the recruited employees. Many people in charge of recruitment don't know how to write the job description of employees. The following is the relevant content I have compiled. Let's have a look.

How to write 1 1 in employee job descriptions, and determine the language tone when writing job descriptions.

(1) In order to be clear, straightforward, concise and easy to understand, when writing job responsibilities, you must use words carefully. If you change a word, you will fail. Try to describe it in plain, simple and popular language.

For example: prepare marketing plan and provide optimization strategy.

(2) In order to be accurate, true and clear-cut, writing job responsibilities must be objective, rational and straightforward, and active verbs should be used to give positive hints about what should be done.

For example: planning, preparation, implementation, processing, provision, completion, contact, etc. ; Can't use metaphor, exaggeration, etc. And you can't use words like decoration and description.

2, writing job responsibilities

If you want to be targeted when writing job responsibilities, you must first understand all the matters that the post is responsible for, and then write. Because the job responsibilities of the same position will be different in different enterprises, you can make a preliminary determination by listing any duty or duty list that needs to be completed in the recruitment position and takes up more than 5% of the employee's working time. Then write down the job responsibilities according to the listed job content list:

The analysis list is classified uniformly, and the tasks that must be performed are clearly listed accordingly. The basic work activities are summarized and classified in concise language according to the content, and transformed into actual duties. Then, briefly indicate the expected result and the responsibility for the result in general language, that is, convert it into post responsibility.

For example, a company needs to recruit "English translators". Let's list its daily tasks first:

Answer the switchboard; Transfer the switchboard call; → Answer and transfer switchboard calls.

Assist the document control room to send and receive faxes; Send and receive express delivery; Send and receive letters; Send and receive books and periodicals; → Send and receive faxes, express mail, letters and newspapers.

Undertake employee attendance work; To undertake the registration of employees going out; → Undertake employee attendance and registration.

Assist personnel to go through resignation procedures, and assist personnel to go through entry-related procedures; → Assist personnel to go through entry and exit formalities.

Receive visiting guests; Inform relevant departments according to the reservation of visiting guests. → Receive visitors and notify relevant departments.

Assist department leaders to organize company activities; Assist department manager to handle administrative statements; → Complete other tasks assigned by superiors.

Convert to job responsibilities:

(1) Organize personal clothes and maintain corporate image;

(2) Answer and transfer switchboard calls;

(3) sending and receiving faxes, express delivery, letters and newspapers;

(4) Receiving visitors and notifying relevant departments;

(5) Undertaking employee attendance and registration;

⑥ Assist personnel to go through entry and exit formalities;

⑦ Complete other tasks assigned by superiors.

⑧ According to the working purpose of the post, supplement and improve the post responsibilities.

Step 3 write job requirements

Job requirements are the behavioral ability and quality requirements that need to be possessed on the basis of completing job responsibilities. Therefore, when writing job requirements, it needs to be determined according to the job responsibilities of the previous position.

(1) Analyze each job responsibility and list the most basic qualifications that can meet each job function, such as education level, work experience, knowledge and skills, including all the key skills and specialties necessary for the job.

For example, for the front desk clerk, the main job responsibilities can be summarized as follows:

(1) Organize personal clothes and maintain corporate image; → Need: Good external image.

(2) Answer and transfer switchboard calls; → Need to have: skilled multi-line telephone system processing ability, professional, polite and patient telephone communication ability, and high work efficiency.

(3) sending and receiving faxes, express delivery, letters and newspapers; → Requirements: Skilled use of office automation equipment, high work efficiency.

(4) Receiving visitors and notifying relevant departments; → Need to have: initiative, enthusiasm and affinity when receiving customers, patience and endurance after sitting at a desk all day, and strong sense of responsibility.

(5) Undertaking employee attendance and registration; → Need to have: rigorous and careful.

⑥ Assist personnel to go through entry and exit formalities; → Need to have: friendly attitude, careful and meticulous.

⑦ Complete other tasks assigned by superiors. → Need to have: team spirit, strong sense of responsibility and strong execution ability.

(2) According to the working process and required results of this position, classify the above-mentioned ability requirements and behavioral characteristics, clarify the behavioral ability and quality requirements that need to be strengthened, and initially determine the post qualifications.

Or list the examples of the front desk clerk, classify the job requirements according to the job objectives according to the analysis of the job responsibilities of the "front desk clerk", and get the job requirements of the "front desk clerk";

① Above 20 years old, with technical secondary school education in secretarial, Chinese and other related majors.

② Height 160cm or more, regular facial features and good external image temperament.

③ 1 year or above working experience in administrative personnel, secretarial or related fields.

Good communication and presentation skills, friendly and enthusiastic.

⑤ Skillful use of office software and office automation equipment.

6. Work conscientiously, carefully and proactively;

⑦ High working efficiency, strong sense of responsibility and execution, and team spirit;

(3) According to the strategic development needs of the company and the historical structure of internal talents, further analyze, evaluate and discuss the existing gaps and improvement directions of existing personnel, and finally determine and supplement or improve the required ability and quality requirements.

For example, the company plans to expand its business scope abroad, and the front desk clerk is also responsible for answering the phone calls of foreign customers or directly receiving foreign customers. You need to increase the foreign language requirements for the front desk clerk, and at the same time, the academic requirements should also be improved. Then the above example of "front desk clerk" should be added and improved accordingly:

Supplement: Good oral English communication skills.

Promotion: Secretarial, Chinese and other related majors have also obtained academic qualifications.

When writing a job description, you should pay attention to:

1, job responsibilities should be precise and concise, not too detailed.

Job responsibilities are not work instructions, but tell job seekers clearly, accurately and concisely what their job content is, what their ability requirements are, and what effect the enterprise expects them to achieve. We don't need to cover everything. If you can't speak big and small things well, it seems complicated and disorderly, which makes job seekers feel afraid and resistant from the bottom of their hearts.

2. The job description should be updated at any time.

Many jobs will change for various reasons, such as personal growth, team development, or the progress of new technologies. The job description should be considered and flexibly adjusted according to the strategic development of the company, not just the job description of the employees who have been engaged in this position in history.

3. Job requirements should be related to the job and should not be idealized.

Many enterprises will pursue the "best" too much when writing job requirements, and give them some too ideal requirements. When writing job requirements, HR should not only consider the ability of job seekers to complete the work, but also comprehensively consider the stability and development of job seekers. It should not be taken for granted that HR is obsessed with recruiting an omnipotent and omnipotent talent.

4, avoid gorgeous rhetoric, avoid wonderful pen and flowers, not false.

(1) The responsibilities of the writing post should remove the decorative and descriptive words and use the classic verb-object structure. The job seeker is the implied subject in the sentence and can be omitted.

For example, one of the duties of the front desk clerk is to "receive visitors". If it is written as: "Friendly and sincere reception of office visitors." It seems cumbersome and false.

(2) Use the present tense of verbs.

For example, replace "will be responsible" with "responsible".

(3) When necessary, using explanatory phrases to explain "why, how, where or how long" helps to explain the meaning and make it clearer.

For example, "Collect employee schedules every two weeks to help calculate wages."

(4) Omit any unnecessary articles, such as "a" and "That", to make the description easy to understand.

For example, the duty of the front desk clerk is written as: "Welcome all tourists to this building in a friendly and sincere way."

(5) Don't use biased terms.

For example, using "he" or "she" to construct sentence patterns will bring a sense of distance and disrespect to the excluded job seekers.

(6) Avoid using ambiguous words. Try not to use the following words: "often", "some", "complicated", "occasionally" and "several".

5. Result-oriented

The job description should not only explain what the expected result of a position is, but also put forward the standard to measure the performance of the result, which can greatly reduce the deviation of employees' understanding of the work content and results.

The main contents of the job description

It mainly includes the job title, job responsibilities, job qualifications, skills required by the job, and the job requirements for personality can also be written in the job description.

Broadly speaking, it includes: job responsibilities and job requirements.

Job responsibilities: reflect the work content required by a job and the scope of responsibilities to be undertaken.

Requirements: refers to the minimum qualifications required to complete the job content of the post, and the ideal conditions that can be possessed on this basis. It consists of two parts: behavioral ability and quality requirements. Behavioral ability includes knowledge, skills and experience; Quality requirements refer to employees' personality, interests, values and outlook on life.

The object described in the job description is the job itself, which has nothing to do with the person who is engaged in the job.

How to write the job description of employees II. Analyze the position before writing the job description.

When you draft a job description on paper, you may find that a position does not actually require full-time employees. Let's first think about whether it is possible for the existing employees of the company to undertake relevant work. If you think someone really needs to do this job, then the next step is to determine the main tasks and responsibilities.

Avoid common mistakes

One of the most common mistakes is to list the job requirements without carefully considering the positions involved. To avoid this situation, you should ask yourself some questions:

What is the most important job of this employee?

What is the first task?

What is the relationship between superiors and subordinates, and who do you report to?

What kind of results should employees submit?

If your employee has management responsibilities, ask yourself: What is his/her authority?

Employment standard

According to your answers to the above questions, you can determine the criteria of this position-the qualifications, skills and personality characteristics that a candidate must have in order to be qualified for this position. Don't confuse qualifications, skills and personality traits, because there are some subtle differences between them:

Qualifications refer to the experience, educational background and any other relevant qualifications required by the candidate to complete the job.

Skills refer to what a candidate can do, such as using different computer software.

Different from the above two, personality characteristics are difficult to measure or define, such as positive attitude and strong personality.

If there are several candidates for the relevant position, then the employment criteria are particularly important. They allow you to choose many "unsuitable" candidates.

Determine the job description

After the above analysis, you can start writing the job description now. Don't forget: job descriptions are not only used to attract the best candidates, but also used to evaluate candidates. Generally speaking, job descriptions should be practical, operational and clear. Should include:

The employee's position, department and boss.

Responsibilities of the employee: What does the position involve and what is the purpose of the position?

Most important tasks and responsibilities: list the most important responsibilities in the first item and the least important responsibilities in the last item.

Skills and personality characteristics that an excellent candidate should possess. For example: "excellent organizer", "excellent leadership" or "able to work independently".

Educational background of other requirements and expectations

salary

Salary is an important part of job description. You should be prepared to determine the salary of employees according to their educational background and experience and the overall salary level of your branch, organization, department or region. In any case, you can get support from many sources, such as salary guides, recruitment companies and the Internet.

Finally, don't feel that this position needs to be filled immediately. More time is needed to determine a clear job description and find a candidate suitable for this job description. This practice can reduce the situation that the candidate who can finally be considered does not meet your requirements.