Decision-making during a job application process is crucial to any company who aims to compete successfully in their business field. With this, companies hire human resource staff and personnel to deal with the procedures of making standards and choosing the right candidates for each available job position. The HR or the human resource staff will then use a variety of company legal forms to cater the necessary information of their applicants as well as their employees. One document that is significantly used by the HR staff is known as a job description form.
A job description form is a document that is submitted to the members of management in gaining an approval about the qualifications and standards that the company will demand in searching the right candidate for a job. The form will also contain the salary details, benefits, as well as other necessary information that associates the job position to be filled in. The importance of having this document is that it aids the management to effectively and easily deal with the lengthy selection process. Lastly, the statements in the job description form also serve as the foundation for the company to know whether an individual will be able to contribute for the development of their management’s success or if the skills assessment set of the individual will need to be enhanced.
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Significant Sections of Job Description Forms
Job description forms have simple outlines that are allocated for the varying data and details necessary for determining the efficiency and the roles of a particular job. With these significant sections, companies will be able to highlight their expectations for the job that is essential for their management:
This section focuses on determining the appropriate title for the roles and workload of a job. The general information of the job such as the category wherein it will be classified in the management, the job code for company identification purposes, and the position type of whether the chosen candidate will be signing under a probationary or full-time employment contract are stated in this section as well. Additionally, the dates of when the job posting must begin for opening hiring opportunities for applicants can be included along with the exact date of the posting expiration that will close the doors of the company from accepting new job applicants.
The personnel who are responsible for conducting the interviews, examinations, and selecting the final candidates for the job position will be listed in this section. The location of where each phase of the job application process will be conducted along with the contact information of the managers and supervisors are also included to assure that the employees within the area are informed and aware of the activities.
Since there are varying tactics and procedures to be observed in every company, the management should assign representatives who will stand as the trainers for the newly hired employees from the simple job application. The names of these trainers can be included in the list of personnel to properly allocate roles and acknowledge the levels of obligations for each person.
Job duties and qualifications
The activities and the duties that a job position must comply are the main subjects of the statements in this section. Depending on the management or the user of the form, the duties can be allotted in a bulleted list or in a paragraph style to adequately provide descriptions and details. Educational attainments that are to be accepted for the job position should also be considered to be stated in the form as well as the work experience that is required to be fulfilled by the applicants. Additionally, the management can also state the preferred skills that applicants should have for the job such as the maximum physical strength for workloads that demand lifting and mathematical skills for accounting jobs.
The amount of salary that the management evaluation will allocate for a particular job must be associated with the job’s demand in the industry and other factors that can determine the significance of a job for the company. Some companies include compensation packages and bonuses in order to catch the interests of hardworking applicants.
The bonuses may include medical reimbursements from an insurance organization that the company is working in partnership with, as well as vacation packages that will be provided for employees who can meet their daily obligations for a specific period in their employment. However, the salary information must not be limited to what the employee will receive but also to the amount of taxes that the employee will need to obliged for the state. The percentage of taxes for the job position is also indicated in this section, which should be based on the state and the company’s regulations.
This section will indicate whether the proposed job description has been reviewed and approved by the management of the company or not. If there are changes to be incorporated in the statements found on the form, a meeting with the responsible people may be called out for updating the form’s entries. The signatures of the reviewing personnel and the approving official should be accompanied with the dates of when the job description has been approved and permitted to conduct a hiring procedure in the company.
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Benefits of Using Job Description Forms
Using a job description form in a company will allow the management to receive and observe the following benefits:
Provides Clear Communication
Job description forms serve as the in-depth dictionary of a company’s terms when it comes to choosing who they need for the position. The form will indicate all the roles that the job will cater for providing service in the company as well as for acquiring positive customer satisfaction survey ratings. With the form, applicants will be able to know if the job position is the type of work that they can manage and live with during their span of employment.
States Exact Expectations
The statements in the description form does not only focus on the job but also on the worker whom the company expects to be hired to grasp the associated job roles. For applicants, the job description will also aid them in seeing what they will be having in the company and comparing what each company in the industry can offer to them. Nonetheless, companies must assure that they will only state benefits and bonuses as well as workload details that are true and exact to the needs of the job.
Parallel to the changes in a country’s economy, job descriptions should also be updated over time. This is to secure that the hired applicants who will then become employees in the company are well informed about their new roles and obligations. The inability of a company management to update their job descriptions will only lead to employees who will be surprised with the range and the number of workloads expected for them to meet in a day, which will result to poor quality outputs and low production rates for the company.
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What to Include in a Job Description Form?
Although the necessities and the basics have already been stated as the significant sections of a job description form, there are other areas and details that may be included to widen the usage and purpose of this document. Specifically, a special conditions and requirements section can be stated along with the qualifications area of the form. These special conditions section will focus on the “if only” statements of terms of the company such as indicating additional allowance amount for employees who will work in the company premises and not from their own homes. For the requirements, the management may state the specific medical forms that the applicant must submit in order for him to be qualified for the job.
Another important inclusion is the license and certifications section for the final candidates of the job application process. The management should enlist the licenses and certificate forms that applicants should present for jobs that are allotted for professional workers such as doctors and engineers. The limit of the license expiration and the license levels are necessary to be described in the form to allow the hiring managers in determining if the license of an applicant will be held as a legit document or will be declined.
Lastly, the work schedule that the management will need for the employee to report at the office is also essential for the job description form. Aside from securing proper assignments of workstations, the schedule will also aid in determining if a particular working service hours or shift is overpopulated with employees compared to other shifts available in the company. Nonetheless, choosing the appropriate work schedule for a job position should be based on the necessity of the services that it can provide for the employees, the management, and the company’s clients to make sure that all related issues and addressed concerns under the responsibility of the hired job candidate will be catered directly upon request.
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