The Job Description






Job title

The formal title of the position

Reports to

The title of the position that the job incumbent reports to

Salary Range

The salary range for the position. (Optional)

Job Description Summary

Provide a brief description of the main points of the job description, which may include key responsibilities, functions, and duties; education and experience requirements; and any other pertinent information (i.e. scheduling requirements, travel, etc.).


Duties and responsibilities

The duties and responsibilities section is the foundation of the Job Description. It conveys the complexity, scope, and level of responsibility of a job. It is important to accurately, concisely, and completely describe the duties and responsibilities of a job. List the primary job duties and responsibilities using headings and then give examples of the types of activities under each heading. Using headings and giving examples of the types of activities to be done allows you to develop a flexible job description that encourages employee to ‘work outside the box’ and within reason, discourages “that’s not my job”.

  • Identify primary duties and responsibilities for the position

  • List the primary duties and responsibilities in order of importance

  • Begin each statement with an action verb (view a list of action verbs on Page 3)

  • Use the present tense of verbs

  • Use gender neutral language such as “s/he” or “the incumbent”

  • Use generic language such a photocopy instead of Xerox

  • Where appropriate use qualifiers to clarify the task – where, when, why or how often – for example instead of “greet visitor to the office” use “greet visitors to the office in a professional and friendly manner”

  • Avoid words that are open to interpretation – for example instead of “handle incoming mail” use “sort and distribute incoming mail”

Think of the job in terms of its key accountabilities, or main responsibilities/functions. Typically, a job will have 3-4 major key accountabilities. Here are some examples:

  • Human Resources Management

  • Executive Support

  • Event Coordination

After establishing the key accountabilities, generate specific job duties associated with each. There are the individual tasks or duties that correspond to the key accountability. For example, specific Human Resources Management duties might include:

  • Responsible for partnering with senior diversity team advisors and network chairs to manage Employee Networking Groups

  • Coordinate, plan, and attend diversity presentations, receptions, and career fairs

  • Multitask as a Firm representative assisting both attendees & representatives at events

  • Manage reporting, budgeting and tracking of initiatives

  • Provide support for the Group’s communications efforts including managing internal and external websites and other collateral

  • Manage survey application process

  • Conduct benchmarking and research

Qualifications

State the minimum qualifications required to successfully perform the job. These are the qualifications that are necessary for someone to be considered for the position. The assignment of this section should be completed by the supervisor, hiring manager, or departmental administrator, and, should be reflective of the general responsibility level of that position.

Additionally, all qualifications must comply with provincial (local, regional county, district, etc.) human rights legislation.

Qualifications include:

  • Education

  • Specialized knowledge

  • Skills

  • Abilities

  • Other characteristics such as personal characteristics

  • Language skills

  • Professional Certification/Licensure

  • Experience

Working conditions

If the job requires a person to work in special working conditions this should be stated in the job description. Special working conditions cover a range of circumstances from regular evening and weekend work, shift work, working outdoors, working with challenging clients, and so forth.

Physical requirements

If the job is physically demanding, this should be stated in the job description. A physically demanding job is one where the incumbent is required to stand for extended periods of time, lift heavy objects on a regular basis, do repetitive tasks with few breaks, and so forth.

Direct reports

List by job title any positions to be supervised by the incumbent.


Approved by:

Signature of the person with the authority to approve the job description

Date approved:

Date upon which the job description was approved

Reviewed:

Date when the job description was last reviewed

NOTE: Ideally, a job description should be reviewed annually and updated as often as necessary.

Please use these Action Verbs to incorporate into your job description:

accommodate communicate draft interface recruit

achieve compile edit interpret reduce

acquire complete eliminate interview regulate

address compose enforce investigate report

adjust compute establish issue research

administer conduct evaluate lift resolve

advise confer execute maintain review

allocate consolidate expand manage schedule

analyze construct explore monitor search

apply consult facilitate motivate select

appoint control formulate negotiate solve

approve coordinate furnish observe specify

arrange correspond generate operate strategize

assess counsel guide organize streamline

assign create handle participate strengthen

assist customize hire perform summarize

audit delegate identify plan support

augment deliver illustrate predict teach

authorize demonstrate implement prepare train

budget design improve present translate

calculate develop improvise process troubleshoot

circulate devise incorporate program update

clarify direct increase provide validate

clear disseminate inform quantify verify

collaborate distinguish initiate recognize

collect distribute instruct recommend

combine document interact record

[Your organization name] is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at [Your organization name] are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate.