Knowledge Preparing a position description (also known as a job description) is a crucial step in the hiring process for employers. Not only does it set the stage for attracting top talents, but it also provides clarity on what the role is and what it would include.
In this this article, we discuss why it is important to have a clear and comprehensive position description. We also outline key considerations for drafting and maintaining one.
What is a Position Description
A position description is a document that outlines the responsibilities, duties, qualifications and requirements of a specific role within a company. It serves as a guide for both employers and potential candidates. It sets out what the role entails, the expectations of the role, and the skills required to succeed within the role.
Why Position Descriptions are Important
Position descriptions are crucial for a number of reasons, including:
- they serve as a foundation for creating job listings, screening candidates and assessing their qualifications. They help companies connect with candidates with the desired skills, experience and qualifications;
- they outline the duties, tasks and expectations associated with a particular role and provide a mutual understanding between the employer and employee of what the role involves. This enables employees to fulfill their responsibilities and ensures the company is able to meet its goals;
- they provide a benchmark for measuring an employee’s performance and assessing the development of their skills. During the employment relationship the position description can be used to set clear goals, provide feedback and identify areas for improvement which supports the professional growth and development of employees.
Key Considerations to Ensure a Job Description is Effective
The following are some key considerations to ensure a clear, comprehensive and effective position description:
- Ensure the role and responsibilities are clearly defined to ensure candidates and/or employees understand what is expected of them.
- It should outline:
- the specific tasks and responsibilities related to the role, including a ‘catchall’ duty;
- the expectations of the role;
- the skills, experience and qualifications required for the role; and
- who the employee will report to and whether they manage others.
- Avoid reusing position descriptions. While it may save some time, it can create issues if responsibilities are accidentally included or excluded.
- Include a statement acknowledging that the role may evolve over time to accommodate changes in business needs and that the position description may be reviewed periodically to reflect these changes. This provides scope for reasonable adjustments where needed. Employees should be consulted before any changes are made.
Legal Considerations When Drafting a Position Description
The Human Rights Act 1993 makes it unlawful to discriminate in employment on 13 prohibited grounds of discrimination. A position description should therefore be constructed and drafted on the basis that it is able to be performed by anyone who has the requisite skills and qualifications for the role. it should not include language that may be considered discriminatory.
For more tailored advice on drafting and managing position descriptions, please get in touch with the team at Black Door Law by email hello@blackdoorlaw.co.nz or calling (04) 2803980.
Next in our Life Cycle of Employment series, we explore why a strong recruitment and hiring process is essential for finding the right candidate.
Disclaimer: This information is intended as general legal information and does not constitute legal advice.