Job Description vs Job Specification: What Sets Them Apart

When you are hiring for a role, it is essential to understand the key components that make up a strong and effective recruitment process. Two foundational elements in any job posting are the job description and the job specification. While these terms are often used interchangeably, they serve distinct purposes and play different roles in attracting the right candidates.

As an employer or hiring manager, taking the time to clearly define and differentiate between the two can significantly improve the quality of applicants and streamline the selection process. A well-crafted job listing does not just communicate the role. Instead, it sets expectations, highlights necessary qualifications and helps filter out unqualified candidates before the interview stage.

In this blog, we will break down the difference between a job description and a job specification, explain why both are critical and show you how to use them effectively to build a strong hiring strategy.

What is a job description?

A job description is a formal document that explains the duties and responsibilities of a specific role within a company. It acts as a guide for both the employer and the potential employee, which gives a clear idea of what is expected once the person starts the job. A typical job description includes key details, like the job title, department, working hours, main tasks and who the employee will report to.

It also describes the working environment and any tools or equipment needed for the job. This document is usually created after a detailed analysis of the job, which helps identify the skills and responsibilities required. Job descriptions are important because they set clear expectations for the role within the company.

They also help attract the right candidates by explaining exactly what the job involves so applicants can decide if they are a good match for the position.

What is a job specification?

While a job description outlines the role and its duties, a job specification focuses on the qualifications, skills, experience and personal qualities needed from the candidate to succeed in that role. This document usually follows the job description and gives a more detailed look at the type of candidate that would be a good fit.

Job specifications list the requirements for the job, such as education, certifications, experience, technical skills and any physical or mental qualities needed. For example, it may say that the candidate should have a bachelor’s degree in a certain field or experience with a specific software tool.

Unlike job descriptions, job specifications do not cover the tasks or responsibilities of the role. Instead, they focus on the qualifications and skills a candidate needs to meet the expectations set out in the job description. Job specifications help recruiters find the right candidate by outlining the essential abilities and experience needed to perform well in the job.

Related: The Rise of Skill-Based Hiring Over Degree-Based Hiring

Key differences between job descriptions and job specifications

Although both job descriptions and job specifications play important roles in the recruitment process, they differ significantly in several key aspects:

Meaning

• Job description: A formal document that outlines the tasks, responsibilities and duties of a specific role within the organization. 
• Job specification: A document that lists the skills, experience, personal traits and education required to perform the tasks mentioned in the job description.

Origin

• Job description: Created after conducting a job analysis to understand the specific requirements of the role. 
• Job specification: Developed after the job description, based on the role’s needs and the qualifications necessary for the tasks.

Application

• Job description: Helps the organization identify skill gaps, areas of improvement and overlapping duties. 
• Job specification: Used during recruitment to evaluate whether candidates meet the qualifications and standards set for the role.

Contents

• Job description: Includes details like duties, objectives, responsibilities, working conditions, scope of work and expected goals. 
• Job specification: Contains information on required qualifications, certifications, experience, skills, education and other personal attributes needed for the job.

Purpose

• Job description: Sets clear expectations for the employee by defining what tasks and responsibilities they will handle. 
• Job specification: Helps candidates assess if they have the required qualifications and skills for the role.

Also Read: Talent Acquisition vs. Recruitment: What’s the Real Difference?

How to keep job descriptions and specifications up-to-date

Keeping job descriptions and specifications updated is essential for attracting and retaining the best talent. Here is how to do it effectively:

• Regular reviews: Periodically review job descriptions and specifications to ensure they align with the evolving needs of your organization.
• Employee feedback: Get input from current employees, hiring managers and department heads to identify areas that need updating. 
• Stay updated with changes: Monitor industry trends, technological advancements and company changes that may require adjustments. 
• Legal compliance: Regularly check that job descriptions and specifications comply with current laws and regulations. 
• Involve key people: Collaborate with relevant teams, like HR and department heads, during the review process. 
• Communicate changes: Inform employees and candidates about any updates to keep everyone on the same page. 
• Track versions: Use version control to keep a record of changes and revert if needed.

Best practices for creating job descriptions and specifications

Creating effective job descriptions and specifications is key to attracting and keeping top talent. Here are some simple tips to help:

• Use inclusive language: Avoid gender-specific or biased terms to attract a diverse group of candidates. 
• Review company culture: Align the job documents with your company’s values and culture. 
• Be consistent: Keep formatting and language consistent across all job listings to appear professional. 
• Be clear and concise: Use simple, straightforward language without jargon or unnecessary complexity. 
• Make it engaging: Highlight the exciting aspects of the role and company perks to attract interest. 
• Optimize keywords: Include relevant keywords to improve search visibility and reach the right candidates. 
• Regular reviews: Continuously improve job descriptions by gathering feedback from hiring managers and candidates. 
• Staff training: Ensure HR and hiring managers understand the importance of clear and accurate job descriptions. 

These practices help build a strong employer brand and attract the best candidates.

Closing thoughts

Job descriptions and job specifications are essential for effective hiring and managing talent. Job descriptions outline the roles and responsibilities within a company, while job specifications list the qualifications and traits needed for those roles.

These documents help ensure legal compliance, attract suitable candidates and support performance management. By creating clear and accurate job descriptions, companies can build strong teams and reach their goals.

Looking to streamline your hiring process and ensure your job descriptions and specifications attract the right talent? Let VProPle help you get it right. With our AI-powered Interview-as-a-Service platform and expertly curated interview processes, you can move from great job listings to even greater hires faster, smarter and with confidence. Contact us today to explore more!

Suggested Read: Why AI-Powered Interviews Are a Game Changer for DevOps Hiring