Job description vs. job specification: Definitions and difference

As a recruiter, one of your main tasks is crafting clear and concise job listings. However, “job specification” and “job description” can sometimes be confusing, even for seasoned professionals. Both serve different purposes, yet they are often used interchangeably.

According to Glassdoor, 89% of job seekers consider a job description to be a key factor when deciding whether to apply.

In this blog, we will explore the differences, purposes, and best practices for writing job specifications and job descriptions so that you, as a recruiter, attract the right talent for the right role.

Summarise this post with:

What is a job description?

A job description describes a position’s primary duties, responsibilities, and scope. It summarizes what doing a specific job involves in a day-to-day scenario. This allows potential applicants to understand the types of tasks they will have to carry out and the expectations of the position.

Check out the sample job descriptions for 500+ roles.

Components of a job description

Job title: This is the main title of the role, such as “Marketing Manager” or “Software Engineer.” It should be clear, concise, and relevant to the industry norms.

Job Summary: A summary of the role, sometimes just a sentence or two, that describes the core purpose of the position.

Responsibilities: A comprehensive list of what the employee is expected to do. This section lets applicants know about their daily schedule and even the general goals they will be required to achieve in the company.

Reporting structure: Describes who the person will report to and whether or not they will assume the role of a team manager.

Work environment: Describes the work environment and may specify if the job is remote, hybrid, or in-office. It could also explain whether the role will entail travel, physical work, or various meetings.

Compensation: Salary ranges can be offered, or a rationale can be left to be discussed further in the recruitment process. 

Why is a job description important?

A job description is an effective way of assessing whether the role is right for the candidate or not. It forms a basis for recruitment evaluators to have the initial assessment of whether a candidate meets the minimal requirements of the job description. With a well-written and clear job description, you will save your time with the right kind of applicants and eliminate those who are not a fit.

What is a job specification?

Where a job description focuses on the role itself, a job specification zeroes in on qualifications, skills, and attributes needed for the candidate to succeed. It’s more about the “who” than the “what.”

Key elements of a job specification

Qualifications: Educational background, certification, or a degree required to be eligible for the job. This may range from having a high school diploma through a professional certificate to an advanced degree.

Skills: Both hard and soft skills might be necessary to work effectively on the job. An example is a software engineer who needs proficiency in JavaScript. Good communication and problem-solving skills are needed for the customer service representative.

Experience: Is there any experience in similar roles that is preferred or required? That can also depend on the level of seniority.

Physical requirements (if applicable): Especially when it involves manual labor, physical tasks, or health standards, like lifting a certain weight.

Attributes or competencies include attention to detail, leadership, or teamwork. These characteristics are not easily taught but are necessary for success in the role.

Why is a job specification important?

Job specifications articulate the ideal candidate in as much detail as possible. According to SHRM, companies that clearly define job specifications see a 27% increase in high-quality applicants. By presenting the required qualifications and skills at the onset, you can sift through applicants much better and zero in on the strong candidates much quicker. Without this, the hiring process will take time and be costly since you will have to sift through so many unqualified applications.

Key differences between job description and job specification

At first glance, job descriptions and job specifications may seem similar. However, they each serve distinct functions in the recruitment process.

A job description focuses on defining the role itself and detailing the position’s duties, responsibilities, and daily tasks. It helps candidates understand what they will be doing if hired. 

On the other hand, a job specification is all about the candidate. It outlines the qualifications, skills, experience, and personal attributes required to succeed. This helps candidates determine whether they meet the basic requirements and are a good fit for the position. 

Aspect	Job description	Job specification
Focus	The role and its duties	The qualifications and skills of the candidate
Purpose	To inform candidates of their responsibilities	To define the ideal candidate profile
Content	Tasks, responsibilities, reporting structure	Education, skills, experience, personal attributes
Timing	Used early in the recruitment process	Helps narrow down candidates during selection

Understanding these differences helps you craft better job postings that are clear, concise, and attract the right candidates.

Job description vs. Job specification: How they both work together

While job descriptions and job specifications differ in their approach, they work together toward getting across the full picture. Therefore, job descriptions combined with job specifications form an interactive whole of the role and what’s expected of candidates.

Example of a job post

Let’s say you’re hiring for a Project Manager position.

Job description example

Job title: Project Manager

Summary: The Project Manager will lead and manage multiple projects within the organization, ensuring that projects are completed on time, within scope, and on budget.

Responsibilities:

• Plan and execute projects according to company standards
• Manage project timelines and budgets
• Coordinate with internal and external stakeholders
• Monitor project progress and adjust as needed

Reporting structure: Reports to the Director of Operations

Work environment: Hybrid, with 2 days a week in-office and 3 days remote

Job specification example

Qualifications: Bachelor’s degree in Business Administration, Project Management, or a related field

Skills:

• Proficiency in project management software (e.g., Trello, Asana)
• Strong organizational skills
• Excellent communication and leadership skills

Experience: 3-5 years of project management experience

Attributes:

• Strong problem-solving skills
• Ability to handle multiple projects simultaneously
• Ability to work under pressure

The job description focuses on what the person will do in the role, while the job specification outlines who the ideal candidate is. Combining both gives candidates a complete understanding of the role, and can effectively evaluate them against clear criteria.

Best Practices for Writing Job Descriptions

Now that we’ve established the purpose of job descriptions let’s discuss how to write one that will resonate with candidates.

1. Be clear and concise

You will probably have candidates look over the job description, so you want it to be clear. Try using no jargon or very technical terms. If you have too much to write to fit in this space, use bullet points to make it more readable. 

2. Use action words

Action words like “manage,” “coordinate,” or “develop” give clarity while also making expectations clear. They also share a sense of responsibility or ownership of the role.

3. Focus on the role’s key contributions

Identify the most important responsibilities instead of listing everything a candidate might do. Consider what defines success in the role and include those elements.

4. Make it inclusive

Ensure that your wording doesn’t inadvertently make some groups of people less likely to apply. For example, if you put “they” where you would have had “he” or “she,” you avoid words and phrases that give off the vibe you want candidates from a certain demographic (“young and dynamic”).

5. Company culture

Job descriptions aren’t about tasks; they’re meant to give a feel for your company culture. Include a sentence about the work environment and what makes your company unique.

Best Practices in Writing Job Specifications

Job specifications are just as important and need equally careful thought. Here’s how to get it right.

1. Prioritize the most important skills

Too many qualifications listed may discourage potentially qualified applicants from applying. Identify and include only the must-haves, not the nice-to-haves.

2. Be realistic about experience

A desire for experience can be attractive to ensure you have it in the individual. However, feel free not to use such requirements because they might pass over candidates with the desired qualifications. Instead, look for what experience is needed for the role.

3. Don’t overlook soft skills

Soft skills like communication, teamwork, and adaptability are just as essential as having technical skills. Have these in your specifications for the right applicants who fit the role and the company’s culture.

4. Be transparent about physical requirements

If the role does call for any specific physical requirements, such as lifting, standing, etc., then include those too. It will allow the applicants to consider themselves for the role based on what they know they will be required to do.

Check out: How to write a job description that attracts top talent.

Common mistakes to avoid

Even the most seasoned recruiters make mistakes when writing job descriptions and specifications. The following are some common mistakes to avoid:

1. Too vague

52% of candidates feel that a job description lacks enough detail about the job’s responsibilities and expectations. If your job description or specification is too general, you will attract a wide range of candidates, many of whom will not be a good fit for your company. Be specific about what you’re looking for.

2. Overloading with requirements

Listing all possible qualifications may also result in fewer applicants. Applicants may believe they must fill 100% of the requirements, but they may work with less.

3. Failure to update

Job descriptions and specifications must be revised periodically to include job skills or industry changes for any particular role. An outdated posting can steer applicants astray and bring about mismatches.

4. Biased vocabulary

Unwittingly, you may use words or phrases that will discourage some people from applying. Sensitivity is needed in your words to make the job posting attractive and inclusive.

Check out our Employee Satisfaction HR Glossary.

Conclusion

As a recruiter, it is very important to learn the art of writing job descriptions and job specifications to attract the right candidates. A job description outlines the duties and responsibilities of a role, and a job specification defines qualifications and skills. Knowing the difference, plus best-practice use for each, allows you to develop job postings that can be clear, inclusive, and tailored to attract top talent. 

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