What Is a Job Specification?

A job specification is a detailed document that delineates the educational prerequisites, specific qualities, experience level, and various skills required in a candidate to effectively perform in a role. It encompasses responsibilities, physical and emotional demands, technical and communicative abilities needed for the job.

A job specification not only streamlines multiple aspects of the hiring process but also plays a crucial role in ongoing employee management. Here are the key areas where a job specification is essential:

• Candidate Self-Assessment: This allows candidates to evaluate their qualifications and skills against the job requirements to determine if they should apply.
• Guidance for Recruiters: It helps the recruitment team understand the essential qualifications, qualities, and characteristics needed for a particular position.
• Streamlining Candidate Selection: It facilitates the selection of the most suitable candidate for a job by clearly outlining the required attributes and qualifications.
• Performance Evaluation: It provides a foundation for evaluating employee performance against clear benchmarks associated with skills and responsibilities.
• Training and Development: It identifies areas for training and development by pinpointing gaps between the job requirements and the employee’s current capabilities.
• Organizational Alignment: Ensures that the recruitment process aligns with the organization’s strategic goals and values by specifying what is expected from the employee in a specific role.

Components of a Job Specification

The specifics of a job specification can differ between organizations and roles, but they typically include the following elements:

• Educational Qualifications
• Experience
• Skills
• Physical Requirements
• Personality Traits
• Certifications and Licenses

Experience

Here, you’ll find the type and amount of experience needed. For example, the job might require at least three years in a managerial role or experience in a specific industry.

Skills

This part lists the technical and soft skills necessary for the role. Technical skills might include proficiency in certain software, while soft skills could encompass leadership, communication, or problem-solving abilities.

Physical Requirements

If applicable, this section outlines any physical attributes or abilities needed, such as the ability to lift certain weights or stand for long periods.

Personality Traits

Often, job specifications will mention personality traits that fit the company’s culture and the job’s demands. Traits like being innovative, team-oriented, or resilient might be listed here.

Certifications and Licenses

Some positions require specific certifications or licenses. For example, a nursing job would list the necessary medical certifications.

Job Specification Example

For a Digital Marketing Manager:

• Educational Qualifications: Bachelor’s degree in Marketing, Communications, or related field.
• Experience: Minimum of five years in digital marketing.
• Skills: Proficiency in SEO/SEM, data analytics, content management systems, and social media platforms. Strong leadership and strategic thinking skills.
• Physical Requirements: None specified.
• Personality Traits: Creative, adaptive, with excellent interpersonal skills.
• Certifications and Licenses: Preferred certifications in Google Analytics, AdWords, or equivalent.

Difference Between Job Description and Job Specification

To enhance the recruitment process and find the most suitable candidates.

HR professionals need to understand the difference and the connection between a job description and a job specification. 

A job specification is a standard HR document closely linked to a job description, focused solely on the specifics of a particular job position. While a job description outlines the tasks, duties, and responsibilities of a job, a job specification details the attributes, experience, education, and skills required from a candidate to be able to perform the job effectively. Essentially, while a job description desribes what the job entails, the job specification portrays the ideal candidate.

While both documents are essential for the recruitment process, they serve different purposes. 

• Job Description: Provides a broad view of the role, including daily tasks and responsibilities. It helps candidates understand the scope and nature of the work involved.
• Job Specification: Focuses on the person needed to fill the role. It details the qualifications, skills, experience, and other attributes necessary to perform the job effectively.

This clear delineation benefits both recruiters and candidates. Recruiters can use both documents to assess if applicants meet the comprehensive requirements of the position, whereas candidates can use the information to determine if they fit the criteria and would be interested in the job role.

By effectively utilizing both job descriptions and job specifications, HR professionals can streamline the hiring process and ensure they hire the right talent.