What is a job specification?
Job specifications outline the skills and knowledge required for a particular job. Your team can use it to find the right people. You can also use it to create training for new employees.
To write a job specification, you first need to do a job analysis. A job analysis is the process of studying a role to understand the work required. Your hiring team can then use the final list of requirements to find, interview and evaluate candidates fairly.
A good list of job requirements usually covers:
- Knowledge: What a person needs to know, such as safety rules or a certain type of software
- Skills: The tasks a person needs to be good at, such as public speaking, using data or writing computer code
- Abilities: A person’s natural talents for doing certain tasks, such as thinking logically or solving problems
- Education and experience: A person’s training and past jobs that show they’re ready for the role
- Certifications or licenses: Official documents that show a candidate is capable of doing the job, such as a teaching license
The benefits of a detailed job specification
Creating a list of job requirements takes time, but it helps you make better hiring decisions and shows new employees what you expect.
1. It attracts the right applicants
Writing a clear list of requirements helps you find people who are a good match for the job. When you list exactly what’s needed, people can decide if their skills are right for the role before they apply. You’ll likely get fewer applications, but they’ll be more focused.
Clear requirements help unqualified candidates self-select out, saving your team time. The document also gives candidates a clear idea of what the job entails.
2. It makes hiring more fair
A job specification gives you a fair standard to evaluate every person who applies. It also provides your team with a checklist to use when they review resumes. Using the same list for everyone helps reduce bias and makes the hiring process fair.
You can also use the specification to develop structured interview questions. You can write questions that test each skill on the list. That approach helps you compare candidates more easily.
3. It helps new hires succeed
The job specification is still useful after you hire someone. You can use it to help new employees get started and to manage their performance. It can help you and the new employee set clear goals for their first year.
Managers can also review the list during performance reviews. It helps them give specific feedback and find ways for the employee to grow.
4. It improves team alignment
Creating a job specification forces a conversation between the hiring manager, HR and other team members. Everyone must agree on what the role requires. Getting this alignment early prevents confusion and disagreement later in the hiring process. It ensures everyone is looking for the same things in a new hire.
5. It helps with legal rules
Focusing on job-related needs helps you maintain a fair, legally compliant hiring process. A specification based on a job analysis gives you clear proof of your role’s requirements.
Job specification vs. job description
Job specifications and job descriptions are often found together, but they serve different purposes. While a job description focuses on the role, a job specification focuses on the ideal candidate.
The job description
A job description gives an overview of the job. It advertises the job and tells applicants what they would be doing in the role.
Key parts of a job description include:
- Job title: The job title, such as account manager
- Summary: A short sentence about the role’s purpose
- Duties and responsibilities: A list of the main tasks the employee will do
- Reporting structure: Who the employee reports to
- Location and work environment: Details about where the work happens
The job specification
A job specification adds to the job description by listing the requirements for the position. It’s a guide for your hiring team and a checklist for people who want to apply.
Key parts of a job specification include:
- Education level: The educational background suggested for the role
- Experience: The number of years of work experience needed
- Skills: The specific job skills needed for the role
- Licenses: Any required certifications or permits
- Personal attributes: Traits that help a person succeed, such as being organized
How to conduct a job analysis
Before you write a job specification, it’s a good idea to do a job analysis. This involves gathering information about a role to understand its duties. It helps ensure your list of requirements is based on facts.
Here are a few ways to conduct a job analysis:
- Watch people work: Observe an employee doing their job. Note the tasks they do, the tools they use and where they work. Pay attention to how often they do each task. Look for the parts of the job that require the most skill or effort.
- Talk to employees: Interview employees who work in the role now, and talk to their managers. Ask simple questions to get helpful answers. For example, ask, “What is the most challenging part of your day?” or “What skills do you use every single day?”
- Use questionnaires: Send out surveys to collect information from a larger group of employees in the same role. A simple survey could ask employees to rank how much time they spend on different tasks. It could also ask them to list the top three skills they think are needed to succeed.
- Review documents: Review current job descriptions, training manuals and performance reviews to understand the role’s expectations. While these documents can give you a starting point, always check with current employees to verify the accuracy of the information.
How to write a job specification in five steps
Follow these tips to write your job specification.
Step one: Review your notes
Use the information you gathered from your job analysis to build your list of requirements. Your notes will have the details you need to explain the role’s main duties. Organize your notes and highlight the most common themes and skills that people mentioned.
Step two: List what’s needed
List the knowledge, skills and experience an applicant needs. Put these requirements into clear groups so people can quickly determine whether their background is a good fit.
- Education and experience: Explain what level of education and years of experience you’re looking for. To get more applicants, you can add “or similar work experience.”
- Technical and soft skills: Technical skills are things you can teach, such as using specific software. Soft skills are personal skills, such as good communication or teamwork. Be specific. Instead of “good communication,” write “clearly explains technical ideas to customers.”
- Licenses and certifications: List any permits or official papers needed for the job, such as a forklift certification or a nursing license.
- Personal attributes: Focus on traits that help with the work. For example, instead of “a friendly person,” you can write “works well with a team.”
Step three: Describe the work environment
Explain the physical aspects of the job and where the work happens. This helps applicants understand what the role entails on a daily basis.
Include details such as:
- Lifting heavy objects
- Standing or sitting for a long time
- Traveling for work
- Working outside or in a noisy place
Step four: Separate ‘must-haves’ from ‘nice-to-haves’
Divide your list of requirements into two groups: essential and preferred. Essential requirements are the things a person must have. Preferred requirements are skills that are helpful but not required. A good way to decide is to ask, “Can someone do this job without this skill?” If the answer is no, it’s a must-have.
Highlighting preferred skills encourages more candidates to apply, even if they don’t meet every secondary requirement. It also helps your team screen resumes more quickly.
Step five: Proofread and get feedback
Read the final document to check for any mistakes, and ask the hiring manager to review it. They can check whether you’ve correctly described the requirements for the role. Getting a second opinion ensures the list is accurate before you post the job.
Common mistakes to avoid
When writing your job specification, try to avoid these common mistakes:
- Being too vague: Phrases such as “team player” or “strong communication skills” are unclear. Instead, describe the action you want to see, such as “collaborates with the design team on weekly projects.”
- Creating a wish list: Don’t list every possible skill you can think of. A long list of requirements can scare away good candidates. Stick to what’s truly needed to perform the job successfully.
- Using too much jargon: Avoid internal acronyms or technical jargon that external candidates might not understand. Simple, clear language is always better.
- Forgetting to update it: Don’t just copy and paste an old job specification. Roles change over time. Always review and update the requirements each time you hire for the position to ensure they’re still accurate.
Job specification template
Job title: [Insert job title]
Department: [Insert department]
Reports to: [Insert manager’s title]
Position summary: [A one-sentence summary of the role’s core purpose and contribution.]
Essential requirements:
- Experience: [Number] years of experience in [specific field or role]
- Education: [Minimum level, e.g., high school diploma, bachelor’s degree] or equivalent practical experience
- Skills: [List three to five core technical or soft skills, e.g., proficient in Microsoft Excel, excellent verbal communication]
- Certifications: [List any nonnegotiable licenses or certifications]
Preferred requirements:
- Experience: [Describe valuable but not essential experience, e.g., experience in a fast-paced startup environment]
- Skills: [List secondary skills, e.g., bilingual in English and Spanish]
- Knowledge: [Mention helpful knowledge, e.g., familiarity with the SaaS industry]
Work environment:
- Physical demands: [Describe any physical needs, e.g., ability to lift up to 25 pounds.]
- Travel: [Note travel expectations, e.g., up to 10% domestic travel]
- Working conditions: [Describe the work setting, e.g., hybrid role with three days in-office.]
Job specification examples
These examples can help you write job specifications for your job ads.
Marketing coordinator
Job title: marketing coordinator
Department: Marketing
Reports to: marketing manager
Position summary: The marketing coordinator helps plan and execute marketing campaigns to build brand awareness and generate leads.
Essential requirements:
- Experience: One to two years of experience in a marketing or administrative role
- Education: Bachelor’s degree in a related field or similar work experience
- Skills: Strong writing and editing skills, organized and able to manage multiple deadlines, proficient with Microsoft Office and major social media platforms
- Certifications: N/A
Preferred requirements:
- Experience: Experience using email marketing software (e.g., Mailchimp) and a CRM (e.g., Salesforce)
- Skills: Basic understanding of SEO principles, experience with a CMS, such as WordPress
- Knowledge: Familiarity with marketing analytics and reporting tools
Work environment:
- Physical demands: Primarily a sedentary role in an office setting
- Travel: Minimal travel required (less than 5%)
- Working conditions: Hybrid role with three days per week in our downtown office and two days remote
Software engineer
Job title: software engineer
Department: Engineering
Reports to: lead software engineer
Position summary: The software engineer designs, builds and supports our company’s core software applications.
Essential requirements:
- Experience: Two to four years of professional experience writing production-level code
- Education: Bachelor’s degree in computer science or a related field, or equivalent work experience
- Skills: Proficiency in a modern programming language (e.g., Python, Java), strong understanding of data structures, experience with version control systems, such as Git
- Certifications: N/A
Preferred requirements:
- Experience: Experience with cloud platforms, such as AWS or Azure, experience with front-end frameworks, such as React
- Skills: Familiarity with agile development methodologies, experience with automated testing
- Knowledge: Understanding of database systems (SQL or NoSQL) and containerization tools, such as Docker
Work environment:
- Physical demands: Primarily a desk job involving computer use
- Travel: No regular travel required
- Working conditions: Fully remote position with flexible working hours
Registered nurse
Job title: registered nurse
Department: Medical unit
Reports to: nurse manager
Position summary: The registered nurse provides direct patient care, administers treatments and educates patients and their families.
Essential requirements:
- Experience: One to two years of experience in an acute care hospital setting
- Education: Associate’s Degree in Nursing (ADN) or Bachelor of Science in Nursing (BSN)
- Skills: Strong clinical assessment skills, able to administer medications safely, proficient in electronic health record (EHR) charting
- Certifications: Valid state registered nurse (RN) license, Basic Life Support (BLS) certification
Preferred requirements:
- Experience: Experience working on a medical-surgical or critical care floor
- Skills: Experience with patient triage, comfortable working with a diverse patient population
- Knowledge: Familiarity with the Epic or Cerner EHR systems
Work environment:
- Physical demands: Involves standing and walking for extended periods, ability to lift or move patients
- Travel: No travel required
- Working conditions: Fast-paced hospital environment, requires working 12-hour shifts, including nights and weekends
Customer service representative
Job title: customer service representative
Department: Customer support
Reports to: customer service manager
Position summary: The customer service representative answers customer questions by phone and email and provides timely solutions.
Essential requirements:
- Experience: At least one year of experience in a customer-facing role
- Education: High school diploma or equivalent
- Skills: Clear and friendly communication style, patient and an active listener, able to type at least 40 words per minute
- Certifications: N/A
Preferred requirements:
- Experience: Experience using CRM software to track customer interactions, experience in a call center environment
- Skills: Bilingual in English and Spanish
- Knowledge: Familiarity with our products or industry
Work environment:
- Physical demands: A desk job that involves using a phone and computer
- Travel: No travel required
- Working conditions: Fully remote position requiring a quiet workspace and a reliable internet connection
