Activity 1

Please note: these activities are for your own individual learning and are not to be submitted to the teachers.

Job descriptions

The purpose of this exercise is to start looking at some of the different types of job descriptions that are used, eg, differences in layout, wording.

Collect two examples of job descriptions (be careful not to use the recruitment ads on SEEK.com, or mycareer.com). For this exercise, ensure that they are from different organisations. Use the two that are most different in terms of layout.

  • What are the main differences in headings and layout between the two job descriptions?
  • What are the advantages and disadvantages of each layout style?
  • Which would be the most suitable design for your own position (or for that of your ideal role)?

This is the section of the job description that is likely to have most variation in layout. There are two main alternative layouts.

Example 1

The first layout lists just the tasks. These may be organised under headings.

An example of a small section using this layout is given below.

  • Supervise staff to ensure that a high level of accuracy and productivity is achieved.
  • Monitor production of daily sales reports.
  • Respond to client enquiries.
  • Prepare annual budget proposal.
  • Ensure stock is kept at appropriate levels.
  • Continually update knowledge in products.

Example 2

Table 1

Tasks

Standards

Measurement

Supervise staff

At least 98% accuracy

Weekly report of errors

Monitor production of daily sales reports

Reports to detail sales in each category

Clarity and usefulness measured by questions to clarify understanding raised by reader

Respond to client enquiries

Contact within a day

Client satisfaction survey

Prepare annual budget proposal

To be submitted 31 May

All areas for consideration should be costed

Ensure stock is kept at adequate levels

Customer waiting for current releases - minimum two days

Customer order report

Continually update knowledge in products

Reading 50% of new releases within one month and reviews of all new releases weekly

Client satisfaction survey

Feedback from other staff

The second layout also lists outcomes or standards and review information or measurements. An example of a small section using this layout follows.

This layout is useful when the job description is also to be used for performance reviews.

Some general tips for writing this section of the job description follow.

  • Focus on outcomes or 'deliverables’ rather than methods.
  • List responsibilities or tasks depending on the level of the position.
  • Group tasks under headings.
  • Avoid having a final item in the task list that is supposed to encompass anything you have forgotten
  • Prioritise.