Writing Job Descriptions include summarizing job functions using the Internet and traditional methods.
The employer almost uses the job analysis to (at least) produce a job description. A job description is a written statement of what the worker actually does, now he or she does it, and what the job’s working conditions are. You use this information to write a job specification; this lists the knowledge abilities and skills required to perform the job satisfactorily.
There is no standard format for writing a job description. However most descriptions contain sections that cover
1) Job identification
2) Job summary
3) Responsibilities and duties
4) Authority of incumbent
5) Standards of performance
6) Working conditions
7) Job specifications.
Job Identification: The job identification section (on top) contains several types of information. The job title specifies the name of the job such as supervisor of data processing operations, marketing manager, or inventory control clerk. In the United States, the status under fair Labor Standards Act (FLSA status) identifies whether a job is exempt or non exempt. Under the Fair labor standards act, certain positions, primarily administrative and professional, are exempt from the act’s overtime wage provision. A comparable system does not exist in India though mentioning unionized and non-unionized status will help in quick identification of job status. Date is the date the job description was actually written.
There may also be a place to indicate who approved the description and perhaps a space that show the location of the job in terms of its facility / division and department / section. This section might also include the immediate supervisor’s title and information regarding salary and/or pay scale. Here provide space for the grade / level of the job, if there is such a category. For example, a firm may classify programmers as programmer II, programmer III, and so on.
Job summary:
The job summary should summarize the essence of the job, and include only its major functions or activities. Thus the “telesales rep” is responsible for selling college textbooks. For the job of materials manager, the summary might state that the materials manager purchases economically, regulates deliveries of, stores and distributes all materials necessary on the production line. For the job mailroom supervisor, the mailroom supervisor receives, sorts, and delivers all incoming mail properly and he or she handles all outgoing mail including the accurate and timely posting of such mail.
While it’s common to do so, include general statement like performs other assignments as required with care. Such statements do give supervisors more flexibility in assigning duties. Some experts, however state unequivocally that one item frequently found that should never be included in a job description is a cop-out clause like other duties as assigned since this leaves open the nature of the job and the people needed to staff it. However, to avoid any ambiguities in case the assignment does not work out, it’s advisable to make it clear in the job summary that the employer expects the job incumbent to carry out his or her duties efficiently attentively an conscientiously.
Relationships:
There may be a relationships statement (not in the example) which shows the jobholder’s relationships with others inside and outside the organization. For a human resource manager, such a statement might look like this:
Reports to: Vice president of employee relations:
Supervises: Human resource clerk, test administrator labor relations director and one secretary
Works with: all department managers and executive management
Outside the company: Employment agencies, executive recruiting firms, union representatives, state and federal employment offices, and various vendors.
Thursday, December 24, 2009
7 Common Mistakes Job Seekers Do
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In the time it takes you to read this paragraph, the average recruiter will have plowed through six resumes. (We know; we timed one.) Want to increase the chances of your resume making it to the next round? Then don’t do any of these seven things, which recruiters say — more than anything — make them want to push the “shred” button.
(For more resume tips, check out our interactive critique of an actual resume.)
1. Apply for a job for which you are not remotely qualified
Many candidates believe the job hunt is a numbers game — drop enough resumes, and you’re bound to land something. But shotguns are for hunting pheasant, not finding jobs. The reality is that recruiters hate wasting time on resumes from unqualified candidates. Morgan Miller, an executive recruiter at StaffMark, recalls the security guard who applied to be a financial risk manager (maybe Lehman should have hired him), while Scott Ragusa at Winter, Wyman talks of the aerial photographer who sought out a position as a tax specialist.
“Sorting through unqualified resumes is frustrating, unproductive and puts an extra burden on staff,” says Katherine Swift, Senior Account Director at KCSA Strategic Communications in Natick, Mass. “It also makes it much more challenging to find the right candidate.” So the next time you’re thinking of blasting out resumes to all 60 of the job listings on Monster.com that have the word “finance” in them , save your time (and that of the recruiters) and only apply for ones for which you’re qualified.
2. Include a lofty mission statement
More than ever, today’s savage job market is about the company, not the candidate. As such, mission or objective statements — particularly ones with an applicant’s hopes, dreams, and health insurance aspirations — will dispatch otherwise fine resumes to the circular file. Employers don’t care about how they can solve your problems — certainly not before they’ve met you and possibly not even after they’ve hired you. Instead, write an “objectives” statement that explains specifically how your skills and experience will help the company you’re applying to, not the other way around. And be very clear about what kind of job you’re seeking.
3. Use one generic resume for every job listing
To stand out amongst the sea of resumes that recruiters receive, yours must speak to each and every specific position, even recycling some of the language from the job description itself. Make it obvious that you will start solving problems even before you’ve recorded your outgoing voicemail message. Your CV or query letter should include a just touch of industry lingo — sufficient to prove you know your stuff but not so much that you sound like a robot. And it should speak to individual company issues and industry challenges, with specifics on how you have personally improved customer loyalty, efficiency, and profitability at past jobs, says workplace and performance consultant Jay Forte. Plus, each morsel should be on point.
“Think hard about how to best leverage each piece of information to your job search advantage,” says Wendy Enelow, a career consultant and trainer in Virginia. “Nothing in your resume should be arbitrary, from what you include in your job descriptions and achievement statements, to whether your education or experience comes first [recent grads may want to put education first] to how you format your contact information.”
4. Make recruiters or hiring managers guess how exactly you can help their client
Sourcing experts want to know — immediately — what someone can offer, and they won’t spend time noodling someone’s credentials. “Animal, vegetable or mineral? Doctor, lawyer or Indian chief?That’s what I’m wondering every time I open a resume. If it takes me more than a split second to figure this out, I feel frustrated,” says Mary O’Gorman, a veteran recruiter based in Brooklyn.
5. Don’t explain how past experience translates to a new position.
Though candidates should avoid jobs where they have no experience, they absolutely should pursue new areas and positions if they can position their experience effectively. A high school English teacher applying for new jobs, for example, can cite expertise in human resource management, people skills, record keeping, writing, and training, says Anthony Pensabene, a professional writer who works with executives.
“Titles are just semantics; candidates need to relate their ‘actual’ skills and experiences to the job they’re applying for in their resume,” Pensabene says. An applicant who cannot be bothered to identify the parallels between the two likely won’t be bothered with interviews, either.
6. Don’t include a cover letter with your resume
A cover letter should always accompany a resume — even if it’s going to your best friend. And that doesn’t mean a lazy “I’m _____ and I’m looking for a job in New York; please see my attached resume.” Says Lindsay Olson, a partner at Manhattan’s Paradigm Staffing: “I’d like to know why you are contacting me (a particular position, referral, etc.), a short background about yourself, and a career highlight or two. It’s important to attempt to set yourself apart from the competition.”
7. Be careless with details
Reckless job hunters rarely make for conscientious workers. As such, even promising resumes must abide by age-old dictums: typo-free, proper organization, and no embellishment. Susan Whitcomb, author of Resume Magic: Trade Secrets of a Professional Resume Writer, says that almost 80 percent of HR managers she surveyed said they would dismiss otherwise qualified candidates who break these rules. She tells the story of one would-be employer who, when looking for an assistant, decided not to hire anyone because every resume she received contained typos.
In the time it takes you to read this paragraph, the average recruiter will have plowed through six resumes. (We know; we timed one.) Want to increase the chances of your resume making it to the next round? Then don’t do any of these seven things, which recruiters say — more than anything — make them want to push the “shred” button.
(For more resume tips, check out our interactive critique of an actual resume.)
1. Apply for a job for which you are not remotely qualified
Many candidates believe the job hunt is a numbers game — drop enough resumes, and you’re bound to land something. But shotguns are for hunting pheasant, not finding jobs. The reality is that recruiters hate wasting time on resumes from unqualified candidates. Morgan Miller, an executive recruiter at StaffMark, recalls the security guard who applied to be a financial risk manager (maybe Lehman should have hired him), while Scott Ragusa at Winter, Wyman talks of the aerial photographer who sought out a position as a tax specialist.
“Sorting through unqualified resumes is frustrating, unproductive and puts an extra burden on staff,” says Katherine Swift, Senior Account Director at KCSA Strategic Communications in Natick, Mass. “It also makes it much more challenging to find the right candidate.” So the next time you’re thinking of blasting out resumes to all 60 of the job listings on Monster.com that have the word “finance” in them , save your time (and that of the recruiters) and only apply for ones for which you’re qualified.
2. Include a lofty mission statement
More than ever, today’s savage job market is about the company, not the candidate. As such, mission or objective statements — particularly ones with an applicant’s hopes, dreams, and health insurance aspirations — will dispatch otherwise fine resumes to the circular file. Employers don’t care about how they can solve your problems — certainly not before they’ve met you and possibly not even after they’ve hired you. Instead, write an “objectives” statement that explains specifically how your skills and experience will help the company you’re applying to, not the other way around. And be very clear about what kind of job you’re seeking.
3. Use one generic resume for every job listing
To stand out amongst the sea of resumes that recruiters receive, yours must speak to each and every specific position, even recycling some of the language from the job description itself. Make it obvious that you will start solving problems even before you’ve recorded your outgoing voicemail message. Your CV or query letter should include a just touch of industry lingo — sufficient to prove you know your stuff but not so much that you sound like a robot. And it should speak to individual company issues and industry challenges, with specifics on how you have personally improved customer loyalty, efficiency, and profitability at past jobs, says workplace and performance consultant Jay Forte. Plus, each morsel should be on point.
“Think hard about how to best leverage each piece of information to your job search advantage,” says Wendy Enelow, a career consultant and trainer in Virginia. “Nothing in your resume should be arbitrary, from what you include in your job descriptions and achievement statements, to whether your education or experience comes first [recent grads may want to put education first] to how you format your contact information.”
4. Make recruiters or hiring managers guess how exactly you can help their client
Sourcing experts want to know — immediately — what someone can offer, and they won’t spend time noodling someone’s credentials. “Animal, vegetable or mineral? Doctor, lawyer or Indian chief?That’s what I’m wondering every time I open a resume. If it takes me more than a split second to figure this out, I feel frustrated,” says Mary O’Gorman, a veteran recruiter based in Brooklyn.
5. Don’t explain how past experience translates to a new position.
Though candidates should avoid jobs where they have no experience, they absolutely should pursue new areas and positions if they can position their experience effectively. A high school English teacher applying for new jobs, for example, can cite expertise in human resource management, people skills, record keeping, writing, and training, says Anthony Pensabene, a professional writer who works with executives.
“Titles are just semantics; candidates need to relate their ‘actual’ skills and experiences to the job they’re applying for in their resume,” Pensabene says. An applicant who cannot be bothered to identify the parallels between the two likely won’t be bothered with interviews, either.
6. Don’t include a cover letter with your resume
A cover letter should always accompany a resume — even if it’s going to your best friend. And that doesn’t mean a lazy “I’m _____ and I’m looking for a job in New York; please see my attached resume.” Says Lindsay Olson, a partner at Manhattan’s Paradigm Staffing: “I’d like to know why you are contacting me (a particular position, referral, etc.), a short background about yourself, and a career highlight or two. It’s important to attempt to set yourself apart from the competition.”
7. Be careless with details
Reckless job hunters rarely make for conscientious workers. As such, even promising resumes must abide by age-old dictums: typo-free, proper organization, and no embellishment. Susan Whitcomb, author of Resume Magic: Trade Secrets of a Professional Resume Writer, says that almost 80 percent of HR managers she surveyed said they would dismiss otherwise qualified candidates who break these rules. She tells the story of one would-be employer who, when looking for an assistant, decided not to hire anyone because every resume she received contained typos.
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