TIPS ON WRITING JOB DESCRIPTIONS
A job description is a written description of a job and the types of duties performed and the conditions under which it is performed. Person specifications, on the other hand, detail the qualifications, experience and personal qualities required of a suitable job holder.

Job descriptions vary in appearance and content, but should contain at least four parts:
- Title
- General functions and tasks
- Relationships and authority
- Qualifications and experience

Person specifications can be presented as a separate document, often divided into essential and desirable skills, abilities and experience but kept together with the job description.

Job Title - Selection of a job title is important in the overall scheme of things. Firstly, it provides an indication of where the position is within the hierarchy of the organisation, it is also of psychological importance to the holder of the position. For example, the title of Account Manager is preferable to Salesperson in the eye of the employee, it also suggests where, in terms of organisational status the employee might be placed.

Secondly, the title should provide an indication of the duties of the job. Titles like Quality Control Manager and Accounts Supervisor reflect likely job functions.

General Functions and Tasks
This is probably the most important section of the job description as it covers the actual responsibilities, roles and goals of the job, normally arranged in priority order. Job descriptions usually list duties in order of priority, according to time taken or relative importance. Some may also include key results or expected outcomes from the holder of the position, particularly in roles where defined outcomes can be measured, for example, sales positions. Some management roles can also have measurable outcomes attached to them when issues such as performance reviews and/or bonus payments are involved. An indication of the tools, or technology that is required to be used by the employee is also helpful.

Relationships and Authority
This information serves to locate the job within the organisational structure and indicates reporting and staff responsibilities.
Generally, there is also an indication of the level of expectation from the employee in terms of the degree of autonomy of operation, initiative to be exercised and responsibility

Qualifications and Experience
This part of the job description reflects the necessary skills, experience and personal qualities and competencies required of the employee.
Typically they include:

- Skills required to perform the job
- Physical requirements for the job
- Personal qualities or competencies of the employee

Some problems related to writing Job Descriptions

- Often poorly written, providing little or no guidance to the job holder.
- Often they are static rather than dynamic documents and are not updated as job duties change.
- Sexist and discriminatory language is still used in some job descriptions, this practice is unlawful and should not occur.
- Job duties are sometimes written in vague rather than specific terms.

Helpful Hints.
- Write job descriptions in direct, simple language.
- Duties and activities should be directly job related, comprehensive and where possible and measurable.
- Where job descriptions are seen as the 'virtual contract' of employment between the employer and the employee, it should contain mutually agreed statements in respect of the duties and expected outcomes.

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Job Descriptions - A comment on preparation - Prepared by Gary Withyman for use by SOHO Software Pty Ltd