30 Oct Jobs Descriptions and Job Order Forms
Drawing up a job description before you start looking for staff, may just save you a lot of time receiving the wrong CV’s and interviewing suitable people.
Drawing up a basic job description for all new appointments should not be a complicated and time consuming thing. Once you have it in place, each time you appoint someone in that position, it is just a matter of reviewing and updating it.
The following are a list of questions that you should ask yourself when employing a new staff member, and in turn forms your job description.
COMPANY NAME: If you have a group of companies, which one will actually be employing the person?
ADDRESS:Where will the person be working from if you have more than one office
DEPARTMENT:
DIRECT SUPERVISOR:
EQUITY REQUIREMENTS: Is this position affirmative action or do you have any equity requirements?
TITLE OF THE POSITION: While in most cases this should be irrelevant because it is not what you are called, but what you do, but for the prospective employee it is an important selling point on why to apply for your job. For instance, don’t call a sales administration position “telesales’ because this has a negative connotation. Rather call it “Internal Sales”.
PURPOSE OF THE JOB In a nutshell, why are you employing someone? What do you want them to achieve?
DUTIES: If there was a person in this position previously, ask them to make a list of their duties. People love to make themselves look important and will often give you more than enough detail. Once they have done this, you can then edit it and add anything additional you would like the new person to do. If there is no one who can make up this list for you, brain storm the things the person will have to do, and give it to subordinates and colleagues and ask for their input. The last line should read, “and any other reasonable and lawful instruction asked of you”. Why not start by asking all of your staff to give you a detailed list of their duties, to keep on file, today?
COMPUTER PACKAGES:What computer packages, switchboard does the person need to know
QUALIFICATIONS & EXPERIENCE:What qualifications and experience does the person have to have, and what would be nice to have? Is there a perfect industry or background that the person should have?
WORKING HOURS:Is it a five or six day week? Do they get a lunch break? Is there a lot of overtime? This is important for staff that are in a lift club, have children in aftercare etc.
ANNUAL LEAVE: Standard would be 15 working days, but some companies offer more or bonus leave for long service. It is also important to mention if leave is compulsory or banned at a certain time such as December.
SALARY:
Basic Monthly Salary ______________________
Medical Aid ______________________
Pension ______________________
Car Allowances ______________________
Petrol Allowances ______________________
Cell Phone Allowance ______________________
Commission structure ______________________
GENERAL YES/ NO QUESTIONS
Does the person need their own car YES/NO
Does the person need to work late on a regular basis YES/NO
Does the person need to travel regionally on a regular basis YES/NO
Does the person need to travel nationally on a regular basis YES/NO
Does the person need to travel internationally YES/NO
Will the person supervise staff YES/NO
Is there a lot of career growth for the employee from this position YES/NO
DATE POSITION NEEDS TO BE FILLED BY:
DATE CURRENT EMPLOYEE LEAVES:
DATE NEW EMPLOYEE STARTS:
Next time you have a position that needs filling, why not have one of our consultants come over and meet with you and take down the job spec and help you develop the job description?
