A Guide for

Hiring Managers

and Recruiters

HOW TO WRITE A JOB DESCRIPTION

S TA N D O U T

ATTRACTING THE RIGHT CANDIDATES

As a hiring manager or recruiter, your goal is to attract the best and brightest individuals to your organization.

A thorough and well-written job description that clearly outlines the qualities and skills you’re looking for in a candidate will help you attract the most qualified applicants.

Writing a job description presents an opportunity for you to frame the role as you’d like to see it, and enables you to illuminate the atmosphere of your organization to applicants (e.g. fast-paced and professional, or creative and flexible).

ANATOMY OF A JOB DESCRIPTION

The following information applies to nearly every job, whether part-time, full-time, seasonal or contract-based.

1. Job Title & Summary

2. Department & Supervisor

3. Term and Type of Employment (e.g. full-time, part-time, permanent, seasonal, contract, etc.)

4. Skills & Qualifications

5. Key Areas of Responsibility

6. Organizational Atmosphere & Perks

7. Company Overview

8. Salary & Benefits Summary

1. JOB TITLE & SUMMARY

Job Title

• If one doesn’t already exist, create a job title for the position you’re looking to fill.

• Make sure the job title is clear and captures the level of responsibility (e.g. assistant finance supervisor, or senior writer).

Job Summary

• Write a brief description (2-3 sentences) about the purpose of the position and the general responsibilities and duties the employee will perform.

2. DEPARTMENT & SUPERVISOR

Department

• Indicate which department the applicant would work for (e.g. accounting, customer relations, etc.)

Supervisor

• Make it clear who the applicant would report to and where that person falls within the organizational structure (e.g. “The senior communications representative will report directly to the Chief of Operations.”).

• Also indicate any individuals/departments with whom the applicant would regularly work or interact.

3. TERM & TYPE OF EMPLOYMENT

Term of Employment

• Make sure to indicate prominently whether the position is permanent, temporary, seasonal, or contract-based.

Type of Employment

• Don’t bury important information about whether the position is full-time, part-time, or a paid or unpaid internship in mountains of text. Make sure this information stands out prominently within the job description.

• If the position is an unpaid internship, you must follow the federal legal criteria.

4. SKILLS & QUALIFICATIONS

List all of the skills required for the position, and be specific.

For example, rather than writing “Must be computer proficient,” elaborate. “Must have experience with MS Excel, Word, and PowerPoint. Photoshop experience preferred, but not required.” This lets candidates know exactly what is required.

Indicate the required or desired education level for the position, as well as years of experience and any required or helpful certifications or licenses.

5. KEY AREAS OF RESPONSIBILITY

When describing the key areas of responsibility for the position (typically between 5 and 10), use action verbs, such as:

Research Delegate

Write Prepare

Communicate Maintain

Oversee

Indicate how often the applicant will perform any given task and how much time they’ll spend on it. This will help them form expectations about the demands of the job.

Also, be sure to indicate the location of the position and clearly outline any travel requirements.

6. ORGANIZATIONAL ATMOSPHERE & PERKS

This is your opportunity to play up perks like gym memberships and workplace wellness programs for employees, and to describe the atmosphere and culture of your organization.

Honesty is key here and will help you find candidates that are a good match.

If “work hard, play hard” describes the culture of your organization, say so. If your company demands high production but also strives to help employees achieve work-life balance, make it clear in the job description.

7. COMPANY OVERVIEW

Attracting applicants who are aligned with the mission and values of your organization to the greatest extent possible is preferred, and for many organizations, it’s essential.

Include a brief description about the organization’s mission, goals, and size (single location, multi-national, etc.)

Also indicate why you’re filling/adding the position. For example: “Our international marketing firm is seeking to expand its reach in the U.S. and is currently looking for a marketing specialist…”

8. SALARY & BENEFITS SUMMARY

Unless your company has a specific policy against posting information about salary and benefits, include this information in the job description.

Applicants will appreciate the transparency, and including this information up front will help filter out unsuitable candidates.

If your company offers an attractive benefits package that includes things like a 401K, health savings account, and medical, dental, and vision coverage, be sure to highlight this.

Tips on Formatting

• Use bullet points and bolded headings whenever possible.

• Write short paragraphs, which are easier to consume.

• Use direct language and be specific to help applicants imagine themselves in the position.

• Use action verbs to describe duties and responsibilities.

• Highlight the culture of your organization.

• Don’t forget to include contact information.

Recruiterbox is the developer of recruiting software to help companies efficiently track job applicants. The intuitive, easy-to-use software helps recruiters manage dozens or even hundreds of resumes and interviews per week. Created by Aplopio Technology, the Recruiterbox system was designed with busy hiring managers in mind. To learn more about the company’s innovative software, visit recruiterbox.com.