Creating Job Descriptions Guidelines Template

This template was created in partnership with Linda Le, founder of Stealth Mode.

Introduction

Why We Have Guidelines for Writing Job Descriptions

Our guidelines for writing job descriptions serve a vital purpose in our hiring process. They help us attract the right talent and set clear expectations from the start. A well-crafted job description acts as a magnet, drawing in candidates who are not only qualified but also enthusiastic about joining our team. 

These guidelines ensure consistency across all job postings, reflecting our company’s values and culture accurately. They also save time by filtering out unqualified applicants and reducing misunderstandings. 

Think of these guidelines as a reliable roadmap, guiding you to create job descriptions that are clear, compelling, and effective. By following them, we can streamline our hiring process and build a stronger, more cohesive team.

Preparing to Write a Job Description

Identifying the Role’s Purpose

Identifying the role’s purpose is a crucial step in crafting any effective job description. It involves understanding and clearly defining what the position aims to achieve within the organization. This clarity helps in aligning the role with our company’s overall mission and objectives. 

Start by asking key questions: 

• What are the primary goals and responsibilities of this role? 
• How does it contribute to the success of our team and company? 

Understanding the role’s purpose ensures that we attract candidates who are not only qualified but also motivated by the job’s objectives. It provides direction for both the hiring process and the future employee’s performance. A well-defined purpose also helps in setting clear expectations, making it easier for candidates to see how they can make a meaningful impact. 

By identifying the role’s purpose, we lay the foundation for a job description that truly resonates with potential candidates and supports our organizational goals.

Gathering Information and Research

Before creating a job description, gathering information and conducting thorough research are essential steps. Start by speaking with team members and supervisors to gain a comprehensive understanding of the role. This helps in identifying key responsibilities, necessary skills, and any unique aspects of the job. Reviewing existing job descriptions for similar roles, both within the company and from external sources, can provide valuable insights and benchmarks.

It’s also beneficial to analyze industry standards and trends to ensure the job description remains competitive and appealing to potential candidates. Understanding the company’s goals and how the role fits into the larger organizational structure is crucial. This ensures the job description aligns with our mission and strategic objectives.

Additionally, consider the expectations and needs of the ideal candidate. What qualifications and experiences are non-negotiable? Which soft skills and cultural fit factors are important? By gathering this information, you create a solid foundation for a well-rounded and accurate job description.

This research phase not only ensures that the job description is detailed and precise but also helps in attracting the right talent. A well-researched job description sets clear expectations, reducing misunderstandings and helping candidates see how they can contribute to the company’s success.

Writing the Job Description

Job Title and Summary

Writing an effective job title and summary is crucial for attracting the right candidates. For the job title, keep it clear and straightforward. Avoid jargon and overly creative titles that might confuse applicants. Instead, use industry-standard terminology that potential candidates are likely to search for. A concise and descriptive title ensures the role is easily understood and found by job seekers.

When crafting the job summary, focus on providing a brief yet compelling overview of the role. Highlight the main responsibilities and the impact the position has within the company. Mention what makes the job unique and why it’s an exciting opportunity. This is your chance to capture the candidate’s interest, so make it engaging and informative.

Use active language and keep the tone consistent with our company’s culture. A well-written job title and summary can significantly increase the likelihood of attracting qualified and enthusiastic candidates, setting the stage for a successful hiring process.

Key Responsibilities, Required Skills, and Qualifications

When outlining the key responsibilities, required skills, and qualifications for a job description, clarity and precision are essential. Start with the key responsibilities. Use bullet points to list the main tasks the role entails, ensuring each point begins with an action verb (e.g., manage, develop, oversee). This format makes it easy for candidates to understand what the job involves at a glance. Be specific about the tasks and avoid vague descriptions. Clearly delineating responsibilities helps set expectations and provides a realistic preview of the role.

Next, identify the required skills and qualifications. Separate these into essential and desirable categories. Essential skills and qualifications are non-negotiable and necessary for the candidate to perform the job effectively. These might include specific degrees, certifications, or technical skills. Desirable skills are additional competencies that would be beneficial but are not critical. This distinction helps candidates self-assess their suitability for the role.

Avoid overloading the description with too many qualifications, as this can discourage potential candidates from applying. Focus on what truly matters for the role.

By clearly defining the key responsibilities, required skills, and qualifications, we create a transparent and effective job description that attracts the right candidates and sets the foundation for their success within our company.

Company Culture and Benefits

Effectively showcasing our company culture and benefits in job descriptions is crucial for attracting candidates who align with our values and are excited about joining our team. Start by highlighting what makes our workplace unique. Share insights into our core values, team dynamics, and the overall work environment. Use specific examples to illustrate our culture, such as team-building activities, collaborative projects, or our commitment to innovation and growth.

When detailing benefits, be clear and concise. Mention our key perks such as flexible working hours, professional development opportunities, health and wellness programs, and any other incentives we offer. Emphasize how these benefits support work-life balance and personal growth.

By authentically portraying our culture and benefits, we attract candidates who not only have the right skills but also fit seamlessly into our team and contribute positively to our workplace.

Checking for Tone and Style

Ensuring the correct tone and style in drafted job descriptions is vital for attracting the right candidates and reflecting our company’s identity. Review the job description to make sure it aligns with our company’s voice – we want to emphasize the friendliness and authentic nature of our organization. The tone should be consistent throughout the document, from the job title to the closing statement.

Check for clarity and simplicity, avoiding jargon and complex language that might confuse potential candidates. Use active language and keep sentences concise and engaging. 

By carefully checking for tone and style, we present a cohesive and appealing image of our company, making it easier for candidates to understand the role and envision themselves as part of our team.

Best Practices for Inclusive Job Descriptions

Creating inclusive job descriptions is crucial for attracting a diverse pool of talented candidates and fostering an equitable workplace. Start by using gender-neutral language and avoiding terms that may unintentionally discourage certain groups from applying. Words like “ninja” or “rockstar” can be off-putting; instead, use straightforward and professional titles.

Highlight our commitment to diversity and inclusion by explicitly stating it in the job description. This reassures candidates that we value a diverse workforce and are committed to creating an inclusive environment.

Focus on essential skills and qualifications, and be cautious not to overstate requirements that could deter underrepresented groups. Avoid bias by steering clear of language that may favor certain demographics.

Encourage applications from all backgrounds by including statements like, “We welcome candidates from diverse backgrounds and experiences.”

By implementing these best practices, we ensure our job descriptions appeal to a wider range of applicants, fostering a more diverse and inclusive workplace. Inclusive job descriptions are not just ethical; they also enhance our ability to innovate and succeed by bringing varied perspectives and ideas to our team.

Example Job Description

Here’s an example job description we’ve used to find a marketing coordinator:

Are you a creative and organized individual with a passion for marketing? We’re looking for a Marketing Coordinator to join our dynamic team! In this role, you’ll help plan and execute marketing campaigns, manage social media accounts, and support our overall marketing strategy. If you’re excited about contributing to our mission and love working in a collaborative environment, we want to hear from you!

Key Responsibilities

• Develop and implement marketing campaigns across various channels.
• Manage social media accounts, including content creation and scheduling.
• Assist in the creation of marketing materials such as brochures, newsletters, and presentations.
• Coordinate events, webinars, and promotional activities.
• Monitor and report on the effectiveness of marketing campaigns.
• Collaborate with cross-functional teams to ensure brand consistency and campaign success.
• Conduct market research to identify trends and opportunities.

Required Skills and Qualifications

• Bachelor’s degree in Marketing, Communications, or a related field.
• 2+ years of experience in marketing or a similar role.
• Strong written and verbal communication skills.
• Proficiency in social media platforms and marketing tools.
• Excellent organizational and project management abilities.
• Creative thinking and problem-solving skills.
• Ability to work independently and as part of a team.

Company Culture and Benefits

At our company, we believe in fostering a collaborative and inclusive work environment. Our team is dedicated to innovation, growth, and making a positive impact. We offer flexible working hours, professional development opportunities, and a comprehensive benefits package, including health and wellness programs, paid time off, and team-building activities.

Commitment to Diversity and Inclusion

We welcome candidates from diverse backgrounds and experiences. Our company is committed to creating an inclusive workplace where everyone feels valued and respected. We encourage applications from all qualified individuals, regardless of race, gender, disability, or any other protected status.

Join us and be a part of a team that values creativity, collaboration, and excellence. Apply today!

Conclusion

Have Questions?

By following these guidelines, you’ll help us attract the best talent and ensure a smooth hiring process. If you have any questions or need further assistance, please don’t hesitate to reach out to the HR team.