How to write a job description

1. Determine the language tone when writing the job description.

(1) In order to be clear, straightforward, concise and easy to understand, when writing job responsibilities, words must be carefully considered, with more words changing and less work failing. Use unpretentious, concise and popular language to describe it as much as possible.

For example, prepare marketing plan, provide optimization strategy, etc.

(2) In order to be accurate, true and clear about rights and responsibilities, writing job responsibilities must be objective, rational and straightforward, and give positive hints about what should be done with verbs that express active behavior.

such as: planning, preparation, realization, processing, provision, completion, liaison, etc. You can't use metaphor, exaggeration, etc., and you can't use words such as modification and description.

2. Writing job responsibilities

To write job responsibilities with a clear aim, we must first understand all the matters that the post is responsible for before writing. Because the job responsibilities of the same position in different enterprises will be different, you can make a preliminary determination by listing any responsibility or list of responsibilities that the recruited position needs to complete and occupy more than 5% of the working time of the employee. Then write the job responsibilities according to the listed job content list:

analyze the list and classify it uniformly, and clearly list the tasks that must be performed accordingly, and classify the basic work activities according to the content in concise language and convert them into actual responsibilities, and then briefly show the expected results and the responsibility for the results in general language, that is, convert them into job responsibilities.

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

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; → Undertaking employee attendance and going out to register.

assist the personnel to handle the resignation procedures, and assist the personnel to handle the relevant procedures for entry; → Assist personnel to handle entry and exit procedures.

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

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

Transfer to post responsibility:

① Tidy up personal attire to maintain corporate image;

② Answer and transfer the switchboard calls;

③ send and receive faxes, express delivery, letters and newspapers;

④ receive visiting guests and inform relevant departments;

(5) to undertake employee attendance and registration;

⑥ assist the personnel to handle the entry and exit procedures;

⑦ Complete other tasks assigned by superiors.

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

3. Writing job requirements

Job requirements are based on the behavioral ability and quality requirements that need to be possessed on the basis of completing job responsibilities. Therefore, when writing the job requirements, we need to determine 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 a front desk clerk, the main job responsibilities can be summarized as follows:

① Tidy up personal appearance to maintain corporate image; → Need: Good external image.

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

③ send and receive faxes, express delivery, letters and newspapers; → Required: Skilled use of office automation equipment and high work efficiency.

④ receive visiting guests and inform relevant departments; → Need to have: initiative, enthusiasm and affinity when receiving customers, patience and endurance when sitting behind a desk all day, and strong sense of responsibility.

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

⑥ assist the personnel to handle the entry and exit procedures; → 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 execution ability.

(2) According to the work process and the required results of this position, the competency requirements and behavioral characteristics listed above are graded and classified, and the behavioral competency and quality requirements that need to be strengthened are clearly defined, and the post conditions are preliminarily determined.

Take the example of the front desk clerk. According to the job requirements obtained from the analysis of the duties of the front desk clerk, it is classified according to the work objectives, and the job requirements of the front desk clerk are obtained.

① above the age of 2, with technical secondary school education in secretarial, Chinese and other related majors.

② he is more than 16cm tall, with regular facial features and good external image and temperament.

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

④ Good communication and expression skills, friendly and enthusiastic.

⑤ Skillful use of office software and office automation equipment.

⑥ work carefully, carefully and actively;

⑦ high work efficiency, strong sense of responsibility and execution, and team spirit;

(3) according to the company's strategic development needs 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 add or improve the required abilities 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. It is necessary to increase the foreign language requirements for the front desk clerk, and at the same time, the academic qualifications should be improved. The example of "front desk clerk" above should be added and improved accordingly:

Add: Good oral English communication skills.

Improvement: College degree in secretarial, Chinese and other related majors.

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

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

Job responsibilities are not work instructions, just 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. It's not good to tell all the big things and small things, which seems complicated and disorderly, and make job seekers feel afraid and resist from the bottom of their hearts.

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

Many jobs will change due to 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 company's strategic development, rather than just staying in the job description of the employees engaged in the position in history.

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

when writing job requirements, many enterprises will pursue "the best" too much, and give them some over-ideal requirements. When writing job requirements, HR should consider the job seeker's ability to complete the job, but also consider the job seeker's stability and development comprehensively. It should not be taken for granted that HR is obsessed with recruiting a talent who can do everything and can do everything.

4. Avoid flowery rhetoric, clever writing, and false affectation.

(1) In writing job responsibilities, the modified and descriptive words should be removed and the classic verb-object structure should be used. The job seeker is the implied subject in the sentence and can be omitted.

For example, one of the duties of a 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, use "responsible" instead of "will be responsible".

(3) When necessary, use explanatory phrases to explain "why, how, where or how often" to help clarify the meaning.

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

(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 visitors to this building in a friendly and sincere way."

(5) Do not use biased terms.

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

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

5. Result-oriented

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