Confused About Job Descriptions for Different Levels in IT? Let's Discuss Best Practices

I have a case here. This is an IT firm with different levels of a job, e.g., Computer Operator, Sr. Computer Operator, and Jr. Computer Operator. My boss says that we maintain only one JD for the job Computer Operator. I was of the opinion that different JDs are to be maintained for different titles irrespective of the level. Please help, what is the practice? I couldn't find anything on the internet regarding this. Does someone have any link/info?

Roles and Responsibilities in Job Descriptions

The senior employee leads, coaches, trains, assigns tasks, and supports the junior employee. On the other hand, the junior employee completes the assigned tasks and depends on the senior for any issues. There is a significant difference between their roles. Explain this distinction to your boss.

I understand that your boss is trying to keep things simple, but small efforts now will make the future easier.

Regards

"I was of the opinion that different JDs are to be maintained for different titles irrespective of the level. Different JDs are to be maintained for jobs with differing job scopes and not different titles.

In addition to what Ramnaresh has stated, you need to understand how the three jobs are structured, i.e., the different levels are truly due to different job scopes (ideal) OR all three jobs are doing the same scope but have different job titles because of tenure. If it is due to tenure, then having a single JD is acceptable, but the section on job requirements, e.g., academic qualifications and minimum years of relevant experience, must capture a fully competent jobholder.

Regards,
Autumn Jane"

Thank you. Even I am of the same opinion, but how do I convince them? I tried to find internet links to support my point, saying that it is not standard to combine JDs of different job levels.

Job Description Overlap

NB: Each job has 30-50% of JDs overlapping. What my manager requires is to combine those JDs. I just don't get it; the job specifications are different. So how can I combine the JD? How do I convince them?

Job Analysis Resources

Search through CiteHR for past postings on Job Analysis. You should be able to find quite a bit of PowerPoint slides on this topic for your use.

Regards,
Autumn Jane

Thanks, Autumn. One more doubt. When we write the responsibilities, what tense should we use? I have followed the format of "To + action." Is that fine, or should I follow the active verb format?

Defining Job Levels and Roles

Mere designations cannot create levels. Each level shall have a well-defined job profile. The difference between the levels shall be measured in terms of the contribution each role is adding to the value of the company, the degree of accountability shouldered by each role for its performance, the level of problem-solving skills expected from such a role, and the ability to make decisions and deliver results.

After evaluating each role based on the above criteria, if you are satisfied that there is a difference between one level and another, you can create a structure detailing these parameters which form the basis for distinguishing one level from another and present it to the management.

Regards,
B. Saikumar
HR & Labour Law Advisor
Mumbai

I completely agree with the viewpoints expressed here, which really hit the point. Additionally, in the process of convincing your boss about different job descriptions, you may also want to bring this up:

We are offering different compensation levels to the computer operators—juniors and seniors (which I believe your company is doing). That means we expect all three to make contributions to the company at levels that effectively differ from one another. This difference in the levels of expectation about their respective contributions justifies that we have distinct job descriptions for all three. Also, it is possible that one (junior) may be reporting to the other (senior); hence it should need a mention in the job description as well.

As regards the form of the sentence to be used for the job description, different companies use different criteria, and both work. You can check various reputed internet job boards and career webpages of well-known companies to get an idea and devise a description according to your company's requirements. Hope this helps.

Regards,
Purva