Difference between Job Description and Job Specification

Being a recruiter, the terms ‘job description’ and ‘job specification’ would be a part of your daily life. While posting jobs online, you would have used these terms interchangeably to attract the right candidates to your organization. However, have you pondered about the meanings of these terms? Why are these two different terms which mean almost the same thing yet are different?

We will be tackling these questions with this blog on the difference between Job Description and Job Specification. We will help you understand the exact meaning of these terms and the job description and job specification difference. It will help you have a clear idea of when to use which term. We will also explain the significance of having clarity in job descriptions and specifications, helping you realize the importance of using the right words and tone while developing them.

Job Description vs Job Specification

Let us understand the difference between Job Description and Job Specification with the table below:

What is a Job Description?

A job description is an official document that contains the details of the job such as:

• Duties associated with the job.
• Responsibilities of the job.
• Daily tasks required from the employee.

The job description is used to convey the details of the job to prospective employees to give them clarity on the requirements of the job and set their expectations. It helps the candidate understand the performance expectations of the company from the profile, as well as understand the skills required to undertake the daily responsibilities of the profile efficiently. Hence, it is developed after a thorough job analysis of the profile is undertaken.

Job Description Example

Company Overview: Pocket smHRt Tech Pvt. Ltd. is a leading HR software developer in India. With its award-winning software, Pocket HRMS, they aim to provide a robust cloud-based HRMS software solutions offering comprehensive features like Payroll, Attendance, Leave, Recruitment, Performance, Exit and F&F, etc. to complement the daily work of the HR department.

Job Title: Application Consultant – HRMS

Job Type: Permanent

Department: Implementation & Support

Work Experience: 1 – 5 years

Education: Bachelor’s Degree in Computer Science, Information Systems, or related fields.

Key Responsibilities:

• Collaborate with clients to understand their business and identify areas for improvement.
• Develop project plans and timelines to ensure timely delivery of the software.
• Provide technical guidance on the software that best addresses clients’ requirements.
• Conduct training for the adoption of the software.
• Provide support to ensure successful implementation.
• Customize Pocket HRMS to meet clients’ business requirements.

Skill Requirements:

• Knowledge of programming languages such as Java, Python, or C++.
• Proficient in software development tools such as Eclipse or Visual Studio.
• Strong analytical and problem-solving skills.
• Excellent communication skills and ability to explain technical concepts to non-technical stakeholders.
• 1+ Years of Experience in End-to-end implementation (HRMS).
• Exposure in Payroll Module.
• Excellent Team Player.

Growth Opportunities:

• Senior Application Consultant.
• Technical Consultant.
• Project Manager.

Benefits:

• 5 days work week.
• Provident Fund.
• Mediclaim.
• Excellent Work Culture.

In the job description provided above, we can see that the details provided such as the company overview, key responsibilities, and growth opportunities will help the candidate understand whether the job is suitable for them and help them decide if they should apply for the position.

What is Job Specification?

A Job Specification is an official document that provides the recruiter with an overall list of educational qualifications, skills, work experience, and other qualities required to undertake the daily responsibilities of a job. Hence, it is usually listed along with the job description to help the candidates understand the exact requirements of the job.

Job specification provides complete information about:

• Educational qualifications.
• Soft skills and hard skills.
• Specific credentials.
• Work Experience.

Job Specification Example

Job Title: Application Consultant – HRMS.

Job Type: Permanent.

Department: Implementation & Support.

Work Experience: 1 – 5 years.

Education: Bachelor’s Degree in Computer Science, Information Systems, or related fields.

Skill Requirements:

• Knowledge of programming languages such as Java, Python, or C++.
• Proficient in software development tools such as Eclipse or Visual Studio.
• Strong analytical and problem-solving skills.
• Excellent communication skills and ability to explain technical concepts to non-technical stakeholders.
• 1+ Years of Experience in End-to-end implementation (HRMS).
• Exposure in Payroll Module.
• Excellent Team Player.

In the job specification provided above, we can view that it highlights the numerous requirements of the job role such as work experience, educational qualifications, and skill requirements. It helps the recruiter develop a robust job description for effective staff management system in the future.

Importance of Clarity in Job Descriptions and Specifications

It is essential to have clarity in job descriptions and specifications as it enables the candidates and the recruiters to gain a clear understanding of the job role, its responsibilities, and daily duties, as well as the qualifications and skillset required to fulfil these responsibilities well.

Hence, let us understand the importance of clarity in job descriptions and specifications with the help of the following factors:

➔ Increased Efficacy

Having clear job specifications will enable the recruiters to target the candidates accurately, enabling higher potential reach and better responses. Similarly, clear job descriptions help attract the right candidates for the vacant positions, resulting in increased efficiency of the hiring process. It is especially relevant in the online recruitment management software scenario, where dwindling attention span has resulted in candidates and recruiters going through job postings quickly.

➔ Culturally Fit Applicants

Having the right job description also helps you set the tone for the information being conveyed. It resonates with the right candidates, helping them apply for the positions they desire within your organization. Having applicants with the right mindset enables you to develop a close-knit team of engaged employees who love being a part of your company.

➔ Compliant Descriptions

Similarly, having clear job descriptions and specifications are documented proofs of the fact that you are hiring candidates on merit and the skills and qualifications necessary for the job. It satisfies the legal compliance of having a fair interview and shortlisting process. Hence, it is essential to develop and maintain adequate documentation related to the recruitment process.

➔ Talent Attraction

Having the right job descriptions will also attract talented candidates to your organization since they would be able to identify with your organization and understand that this is a place where they can hone their skills and better themselves professionally. Since you are sharing complete and clear details about the job on offer, they would be able to make their decision quickly and apply for it easily.

➔ Reduced Turnover

Since good job descriptions also convey the company’s lookout and work culture, the candidates who apply for the position would have a fair idea of what to expect from your organization. This factor reduces the attrition rate within your organization since the recruits would be aware of your organizational practices and hence, would be willing to stay longer for the same.

What is the difference between Job Description and Job Specification?

Let us understand the main difference between Job Description and Job Specification using different aspects:

1. Meaning

While job descriptions specify the duties and responsibilities of a specific job title, listing down the tasks to be performed, job specifications provide the skills, education, and experience required to fulfil the daily tasks of that job title.

2. Focal Point

Job descriptions focus on helping the candidates understand their role and set the performance expectations of the job role being offered, while job specifications focus on ensuring the selection of the right candidates based on the criteria set for that job role.

3. Functions

The function of the job description is to define the job, its duties, and daily responsibilities, letting the candidates understand the expectations of the job role. On the other hand, the function of job specification is to describe the ideal candidate by listing their educational qualifications, preferred skills, and the experience required to fulfil the daily responsibilities of the job.

4. Components

Job descriptions usually include daily duties and responsibilities, scope of work, working conditions information as well as the objectives & goals that are required to be fulfilled by the candidate. On the other hand, job specifications include the necessary skills & expertise required to undertake the responsibilities well. It also includes the educational qualifications, work experience, additional certifications and credentials required.

5. Origin

Job descriptions are developed once job analysis is undertaken for a specific job role. Job descriptions, on the other hand, are developed after the preparation of the job description.

6. Application

While job descriptions help identify the duties and responsibilities of a job and the skills required to undertake it effectively, job specification helps measure the skills and experience of the candidates against the job they are interviewing for.

7. Benefit

The main benefit of job description is that it helps the candidates understand their daily roles and responsibilities; while the main benefit of job specifications is that it helps the employers find the right candidates with the required skills, education, and experience.

Conclusion

Job descriptions are extremely critical for any organization since they enable talented candidates to apply for your vacant job position. Similarly, job specifications help recruiters define the qualifications required to undertake the daily responsibilities of a position, making them essential for the hiring process. Hence, we have defined and explained their relevance in this blog. We have also highlighted the difference between job description and job specification and explained them with the help of an example to help you understand why both are necessary for an organization.

FAQs on Job Description vs Job Specification

1. Which comes first, Job Description or Job Specification?

Job description comes first since it is created by considering the job analysis. Based on the data collected the job description is crafted, which contains the daily duties and responsibilities of the position. Once it is drafted, job specifications can be created, which contain the qualifications of the candidate based on the responsibilities.

2. What is the relationship between Job Description and Specifications?

Job specifications can be created only after developing the job description since the description provides the necessary data created to develop the specifications. For any job role, the description is created by defining the tasks to be undertaken. Later, the job specification is created for that job by defining the qualifications of candidates.

3. Is there a specific format for creating Job Descriptions and Job Specifications?

There is no standard format for creating job descriptions and job specifications. However, you should develop a format for both, which will help you streamline the creation of job descriptions and specifications in the future.

4. Why are Job Descriptions and Job Specifications important for employers?

It is very important to distinguish between job description and job specification for employers since they help in:

• Increasing the efficiency of the recruitment process
• Attracting candidates that are ideally fit for the company culture
• Staying compliant with a fair and standardized hiring process
• Reducing infant turnover by attracting the right candidates.

5. How often should Job Descriptions and Job Specifications be updated?

Job descriptions and job specifications should be updated regularly based on different factors such as the changing job market, changes in job responsibilities, or credentials required for a specific job role. By updating job descriptions and job specifications, you can ensure that they stay relevant to the candidates, attracting the right personnel to your organization.