Employing a new member of staff is often a time consuming process. To avoid wasting valuable time, you should wish to attract only the correct type and quality of candidate. It is imperative to evaluate the company’s exact needs. What responsibilities will the employee have? What qualities must the candidate possess? Well constructed job and person specifications will encourage relevant and strong applications. A vague-sounding specification will lead to valuable hours wasted reading irrelevant CVs and interviewing candidates who are wide of the mark.

By following this simple blueprint, it will ensure than none of your interview time is wasted with candidates that don’t fit the bill.

Every Job specification should contain the following information:

• Job title.
• Salary details.
• A brief but accurate job description.
• Specific responsibilities tied to the job including the day to day regime, details of the company hierarchy, a typical day’s tasks and examples of one off tasks.

Every Person specification should contain the following information:

• The skills and abilities you expect from a successful candidate with links to the jobs and tasks mentioned in the Job Spec.
• The qualifications, experience expected.
• A character profile with the personality traits desired to join your existing team
• Any other qualities or skills that you believe will be valuable.

In addition, you must mention any specific needs not already covered. This way you ensure only the most serious applicants apply. A candidate is much more likely to fulfil your expectations, if he/she is aware of them at the very beginning of the recruitment process. Job and person specifications are communicative documents. As one would expect a CV received to be factual, clear and honest, with a detailed insight into a potential employee, the candidates expect the same integrity from your specifications.

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