The job description helps to frame and prepare recruitment expectations, providing a framework for companies’ needs and determining the environment and tasks of the position to be filled. It also helps you, as a recruiter, to better define the profile of the candidate you are looking for, so you can find the ideal profile.
However, while writing a job description is essential, it is not always easy. Who prepares it? What should it contain? What form should it take? How can you be sure it is effective? To create the perfect job description, you need to ask yourself the right questions.
Do you need to create a job description? Intuition explains everything you need to know about the recruitment form and provides you with examples of job descriptions, as well as a free downloadable template.
The job description in a nutshell
- The job description defines the tasks, responsibilities and areas of activity required;
- It must contain a number of essential elements;
- It is not compulsory, but makes it easier to understand a job;
- It is generally drawn up by HR and validated by the manager;
- The job description is subject to change, depending on the tasks assigned.
What is a job description?
The job description is an essential tool allowing recruiters to define the responsibilities, missions and areas of activity of a new employee. It also enables employees to understand the tasks they will have to carry out on a daily basis to meet the expectations of the job.
A clear job description template can also be used as the basis for an effective job advert, as it indicates precisely the tasks to be carried out and the skills required for a given position. Are you in the recruitment phase? Find out more about the questions to ask a candidate during a job interview.
Is it compulsory to draw up a job description?
No, writing a job description is not compulsory, but it is always recommended to Human Resources departments and managers to better define the challenges of a position. What’s more, this form can be used over time to track the careers of employees, the state of the team in place, and to identify any skills that may be lacking.
What is the difference between a function sheet and a job sheet?
The job description is a precise document listing an employee’s tasks, responsibilities and areas of activity, whereas the job description is a more general document that serves as a standard description for a job. It provides a salary scale and a non-exhaustive list of the skills (hard skills, soft skills) and qualifications generally required.
The job description is also distinct from the job profile, which corresponds to the profile of the ideal candidate sought for a particular position.
What is the role of the job description?
The job description allows recruiters to define the candidate profile that will meet the expectations of the position and supports employees and managers in the supervision of their tasks and responsibilities.
It is important to draw up a job description that will not only serve as an example during the recruitment process, but also afterwards in different areas of action :
- In recruitment: the job description is the 1st step in the recruitment process. It enables us to clearly define the responsibilities, tasks and skills required for the position to be filled. A good job description template also helps to define the ideal profile of the candidate sought, ensuring better communication of requirements through job offers and at job interviews.
- Support for managers: managers can use the job description to ensure that the tasks defined are being carried out by employees, particularly during annual appraisals.
- As a guide for employees: employees will be able to refer to their job description to clearly understand the responsibilities and expectations associated with their position. What’s more, the employee benefits from a certain framework around the tasks to be carried out.
- In talent management: the job description can be used as a basis for comparing salaries and managing employee skills development.
As well as job descriptions, you can use the scorecard to help you in the recruitment phase. This tool helps you target the questions to ask candidates to ensure effective and equal recruitment.
What are the essential elements of a successful job description?
To help the recruiter find the ideal candidate, the job description must include certain essential elements such as the job title, duties, responsibilities and skills required, the type of profile sought, etc. The recruiter can also add elements that seem relevant to the position or the company.
A model job description should include:
- Job title ;
- The department or service to which the future employee will be attached.
- Reporting relationships: who is the line manager for this position and will there be other staff to supervise ?
- Functional relationships: with whom or which department might the employee work inside and outside the company? Will they have customers, suppliers or sub-contractors with whom they will have to work externally?
- Duties, objectives and responsibilities of the position: the main tasks of the position detailed with the estimated time for each task.
- Opportunities for career development;
- Difficulties and specificities of the job: are there any particular time constraints? Any special features linked to the working environment?
- Skills required for the position.
This job description will identify the essential skills that the candidate must have, but also those that will be considered as secondary and can be acquired by the future employee if necessary.
Collaborative recruitment is needed to establish one or more successful job descriptions. The HR department, managers and employees together can contribute to the drafting of the form for effective recruitment.
Sample job description and template to download
To help you with your recruitment, here is an example of a job description that you can easily fill in.
You can download our job description template in google spreadsheet version, duplicate it for your own needs or copy our sample template below.
| Titles | Explanations |
| Job title | Enter the name of the position to be filled, for example “Software Development Engineer” |
| Department / Service | Specify the department or service within the company to which the post is attached. |
| Job location | Mention the location where the post holder will be working, this could be an office or a specific site. |
| Main mission | Describe in a few words the main task or responsibility of the post. |
| Responsibilities | List the tasks and activities that the incumbent will be expected to perform. |
| Resources and prerogatives | Specify the room for manoeuvre and autonomy available to the post holder. |
| Skills required | Specify the technical and cross-disciplinary skills required for this position. |
| Training and qualifications | Indicate the level of education required and any qualifications required. |
| Professional experience | Indicate the number of years of professional experience required for the position. |
| Personal qualities | List the personality traits or personal qualities you would like to see in this position. |
| Internal and external relations | Explain which teams or departments the post holder will be interacting with, as well as any external contacts. |
| Working environment | Specify the working conditions, such as the physical environment, working hours, etc |
| Remuneration and benefits | If possible, give a salary range and mention the benefits associated with the position. |
| Opportunity for development | If applicable, indicate the possible promotions for this position. |
| Recruitment process | Indicate the stages of the recruitment process for this position, including any interviews and tests. |
| Application deadline | Set a deadline by which applications must be submitted. |
Here’s an example of a job description for a supermarket floor manager. As you can see, it’s important to be clear and concise :
| Titles | Explanations |
| Job title | Department Manager in a supermarket |
| Department / Service | Department management in a supermarket |
| Job location | Supermarket located in [ville/lieu] |
| Main mission | Ensure the operational management of the department, optimise sales and guarantee customer satisfaction. |
| Responsibilities | Manage stocks and merchandise orders. Organise the presentation and enhancement of products in the department. Define prices in collaboration with management and in line with commercial strategies. Manage the department’s staff and take part in recruitment. Ensure the cleanliness and safety of the department. |
| Resources and prerogatives | Enjoy autonomy in managing the department’s supplies. Make decisions concerning the presentation and promotion of products. Monthly portfolio of department promotion [montant] |
| Skills required | Excellent management and organisational skills. Ability to manage a team and develop staff skills. Good knowledge of the market and products in the department. Customer service and problem-solving skills. |
| Training and qualifications | 2 to 5 years’ higher education in commerce, management or equivalent. Significant experience in store management or management. |
| Professional experience | Minimum 3 years’ experience as a department manager or similar position. |
| Personal qualities | Leadership and ability to motivate a team.excellent communication and customer relations skills.rigour and organisational skills.adaptability and responsiveness. |
| Internal and external relations | Interact with other department managers and management departments; work with suppliers and sales representatives. |
| Working environment | Working in supermarkets, sometimes with shifts or at weekends, with regular interaction with customers and colleagues. |
| Remuneration and benefits | Remuneration is set at between [fourchette salariale] .company benefits [définir] |
| Development opportunities | Obtaining responsibility for additional departments in the event of exceptional results, buyer positions may be opened up |
| Recruitment process | Shortlisted on the basis of CV and covering letter, individual interviews with management and human resources managers. |
| Application deadline | Applications must be submitted by [date limite] |
Who should draw up the job description ?
Drafting the job description template is generally a Human Resources management responsibility. However, to ensure that the form is accurate, it is essential to work with the line manager of the position to be filled so that he or she can validate the form.
Once you have expressed your recruitment needs, the line manager has the best knowledge of the position and can provide all the necessary details, such as the essential search criteria and the main tasks to be carried out.
Finally, although signing the job description is not compulsory, it can be useful in certain situations, such as during an annual appraisal interview, to ensure that the terms are respected.
When should a job description be drawn up? During the recruitment phase, to target the tasks, areas of activity and skills required for a position in order to identify the ideal candidate profile. It can then be kept throughout the employee’s career to track tasks.
How do you write a job description? Our advice
To properly create a job sheet template, it is important to pay attention to the structure and content of the form. Here are a few tips for creating an effective job description:
- Use action verbs: to describe the activities, tasks and skills required for the position;
- Avoid overly complex sentences: anyone reading the sheet must be able to quickly understand the information it contains;
- Put yourself in the candidate’s shoes: think about all the questions you would ask yourself if you wanted to apply;
- Keep it concise: avoid going into too much detail so as not to lose the thread;
- Avoid duplication of job descriptions: each position should have its own job description to define each person’s tasks more clearly;
- Specify if there are any specific requirements linked to the job: if there are any specific accreditation or permit requirements, for example, remember to specify this on the job description template.
Finally, you can also use tools such as an HRIS or recruitment software to make it easier to store information and keep your job description templates.
Can a job description be changed ?
Yes, the job description can be changed during the recruitment process, when finding a candidate becomes difficult. It is therefore important to review whether certain tasks or skills can be optional.
What’s more, an employee’s job description can be updated as long as the changes are agreed together. For example, if an employee is given new responsibilities but their job title remains the same, the job description will have to be updated to include these new responsibilities.
Job descriptions are therefore a key element for effective recruitment, but also for managing employees throughout their careers. Recruitment software needs? Discover JobAffinity, the most comprehensive and customisable software for saving time in your company’s recruitment process.
