Difference between a Job description and a Job Specification?

Hi guys!

I have a new query. I just wanted to know what the basic and striking difference is between a job description and a job specification. Which one of them is more beneficial to an organization?

Dear HR4all,

I have a new query; just wanted to know what is the basic and striking difference between a Job Description and a Job Specification? Which one of them is more beneficial to an organization?

As far as my knowledge goes, the simple thing is that job specification and job description have different purposes and meanings and both are required and go together with each other. For example:

Job Specification: refers to what are the requirements? For example, skills, competencies, qualifications, or any specific requirement expected by the company. It also outlines the authority and reporting pattern of the particular position.

On the other hand,

Job Description: means, what are the responsibilities of that person, what he is supposed to do, the list of tasks and subtasks, key activities to be performed by him on a day-to-day basis.

This is what I understand from my experience; you can refer to personnel management books for the actual definitions.

Regards,
Vipul

The product of JOB ANALYSIS is job description and job specification.

What is Job Description?

A JOB DESCRIPTION is a written statement explaining why a job exists, what the job holder actually does, how they do it, and under what conditions the job is performed. There is no standard format used for writing a job description; the format, in fact, depends on management preference and how the job description will be used. However, most job descriptions contain information on:

- job identification
- job summary
- duties and responsibilities
- relationships
- know-how
- problem-solving
- accountability
- special circumstances
- performance standards
- trade union membership

What is Job Specification?

A JOB SPECIFICATION or person specification is derived from the job description. It identifies the experience, qualifications, skills, abilities, and knowledge, personal qualities, and special requirements needed to perform the job successfully. The job specification identifies what kind of candidates need to be recruited and how they should be assessed. A job specification may be incorporated into the job description form or documented separately.

In other words, job descriptions provide a written summary of the duties and responsibilities of the position, which helps managers and current/prospective employees understand what the job is and how it is to be performed. Job specifications focus on the personal characteristics and qualifications that an employee must possess to perform the job successfully.

Both are fundamental HR activities and interdependent as well. To avoid disputes, it is critical that they must be written in a clear, concise, and understandable manner. Therefore, the language used in writing job descriptions and job specifications is extremely important.

Thus, by identifying jobs and job requirements, employees become aware of their career options and what constitutes a realistic career objective for them in the organization. I hope this answer will solve your query. Further comments from other HR fellows are welcome.

Regards,

Adnan

Thanks for the responses. I just wanted to ask one more thing. I had worked on creating JDs at my organization, which included the following points:

- Job purpose
- Reportees
- Principal Accountabilities
- Education Qualifications
- Behavioural Traits
- Technical Skills
- Work Experience
- Salary range

According to me, this seems to be a mix of both the job description and a job specification. Is it complete? Or is there anything more that could be added to make it wholesome and complete?

helllo!
well dear its too simple for HR person aneways
JOB DESCRIPTION: It’s all about setting standard of jobs, as it varies from person to person and job to job.
Standard of job is identified on the basis of duties, one is performing.
JOB SPECIFICATION:its the person eligibility criteria including your profile that either a person is capable to fill that particular vacant position

Hi HR for all,

As you have been requested to maintain a job description (JD) for a certain organization, which includes job specification (JS) information as well, so do not worry about it. Probably, your organization will not maintain a JS. Therefore, if you could convince the team to maintain two separate documents, if not, do what you have been asked for.

Regards

Hello there,

Thank you for the opportunity of sharing a slightly different perspective of JD and JS. I have read all of the replies posted and will share with you a slightly different view. I totally agree with the comment made with respect to not having 2 separate documents as it somehow becomes an administrative nightmare to ensure both are kept updated and viable. This is what we include and how we use this HR tool in Canada

Job descriptions

The most compelling part of each job description...

is a detailed specific list of the 8 to 10 primary duties this person is responsible for, and the measurable results expected for each duty.

Each comprehensive job description includes:

•Summary of the position and its function in the company.

•Specific qualifications such as education, experience, languages, math skills, reasoning ability, certifications or licenses required for the position, physical demands of the job, and aspects of the work environment.

Many companies use each job description as a multi-functional tool.

•Help attract the most suitable applicants.

•Improve employee motivation and retention.

•Use as a tool during the interview and hiring process.

•Give employees feedback to work smarter, not harder.

A job description is a valuable map for performance - it can help employees understand the job, the manager's expectations, and the company goals. It can help managers do their jobs effectively by clarifying expectations and responsibilities. Very often the JD is used to determine salary bands of employees by ranking specific areas of responsibility in terms of value, decision making, accountability etc.For us this is handled as a fully interactive process where the incumbent is involved in the ongoing process.As we all know as a company changes so do most jobs within.

It is so interesting to read different views and see how much thought goes into helping others in the HR field. Hope that my slightly different perspective is helpful to you.

Regards

Jo Verde

JeMM Consultants