Job description and person specification

A job description is produced by the business. It describes the job itself: the job title, the working conditions, the main responsibilities and the line of communication. Working conditions include details such as location, hours and whether weekend work is required. The line of communication shows who the employee reports to, so everyone knows who is in charge. This gives applicants a clear picture of what the role involves, and the business can use it to write the advert and plan interview questions.

A person specification is also produced by the business. It describes the person needed to do the job well. It lists the qualifications or education required, the skills and experience needed, and the personal qualities that would suit the role, such as being reliable, patient or able to solve problems. The business can use it as a checklist when shortlisting and interviewing.

The key difference

The job description focuses on the job and its duties. The person specification focuses on the candidate and the qualities they need. They are not the same document: one says what must be done; the other says what sort of person should do it.

For example, a small bakery advertising a bakery supervisor could use a job description to show that the role is based at its main shop, starts at 6am, involves planning daily baking and reporting to the owner. Its person specification could ask for a food hygiene certificate, two years' baking experience, good time management and a friendly manner. Both documents help the bakery attract suitable applicants and reject unsuitable ones quickly.