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Job description: definition and content

With the Job description it doesn't mean telling your friends or family how exactly your job is all day. In fact, the job description is an important part of the company organization and contains a lot of information that is crucial for the work of employees. In other words: the job description determines what an employee does in the job, what expectations and goals he has to meet, with whom he works and what structure prevails in the workplace. We explain what exactly the job description is all about, what its content is and why it is beneficial for companies is to define a precise description of the workplace ...

➠ Content: This is what awaits you

➠ Content: This is what awaits you

Job description Definition: Part of the company organization

The job description comes from the area of ​​company organization. In technical terminology, the organizational integration of a position in the company That means: The job description is a very precise description of a position within the company in which everyone important facts, information and connections be held. It is a documentation tool that allows many conclusions to be drawn about tasks, expectations, cooperation with other departments or colleagues and, last but not least, responsibilities.

The job description should not only be available for information gathering and documentation, it also follows some important goals within the company.

  • The job description helps with personnel management

    Every company is keen to fill all positions with the skills necessary to achieve the best results. At the same time, neither too many employees should be employed, in order to keep costs low, but neither too few, so as not to endanger the process. Job descriptions can help make HR decisions better and optimize HR management.

  • The job description increases transparency

    Transparency is a big issue in many companies, but too little attention is paid to it. Job descriptions make it easy to see what tasks there are and what goals are being pursued with them - and, last but not least, who is responsible for them.

  • The job description has a control function

    Last but not least, the job description can also be used to check whether the formulated expectations are really being met and whether the goals are being implemented. In this way, it can quickly be recognized where possible problems lie in the company and how improvements can be implemented.

Possible advantages and disadvantages of the job description

Explicit job descriptions are not kept in every company, but a form of this can always be found in the employment contract. Here it is agreed very specifically which tasks an employee has to perform, which position in the company he holds and what is expected of him in the job. Employers who use job descriptions naturally hope for it advantageswhich - besides the goals mentioned above - definitely exist.

It is helpful for employees, for example precise targets to know and also to get recognition for one's own achievements. The clear assignment makes it easy to see who was involved in a good result. Companies also benefit from this, as the motivation of employees can increase - and at the same time there is less chance of covering up poor performance or shirking responsibility.

A job description can also have a negative impact on the job. It can lead to employees only having to use the own small area look without looking at the big picture or understanding what contribution you are making yourself.

The content of a job description

How exactly the job description is designed, set up and structured is up to the respective company. There are no specifications that must be strictly adhered to for the structure or the content. Still there are some basic points and information in the job description, which must not be missing, otherwise the advantages will be lost and the desired goals can no longer be implemented.

To put it bluntly: An incomplete or half-hearted job description is unhelpful and maybe even confusing. It leads to overlaps that should actually be avoided. Instead of a clear assignment, there is a double distribution of tasks and unclear responsibilities.

These areas should In any case be included in the job description:

  • Information on the job

    The first thing in every job description is the information about which position it is actually about. This primarily includes the title and description of the position, but also which employee is currently occupying this position. Such a subdivision is also important and useful in companies in which there are several identical workplaces.

  • Tasks and responsibilities

    It is particularly important to have a clear description and definition of the tasks that are linked to a position. What are the main tasks and daily requirements? Which secondary tasks can be added? After reading the job description, it should be clear which tasks are associated with it and what the job holder is responsible for.

  • Powers

    Information about the powers should also be found in the job description. What decisions can be made? Where do you first need to consult a supervisor? Can a budget be accessed? The job description should clarify what an employee is allowed to do independently in his position.

  • Qualifications required

    If certain know-how is required for the fulfillment of the tasks, this should be found in the description. These can be certain skills or qualities that the job holder must have or training that is required for the position.

  • collaboration

    For a clear and precise classification in the company organization, reference is made in the job description to the cooperation with colleagues or other departments. The main issue here is who is the direct supervisor, which colleagues are worked with on a regular basis and which interfaces there are to other areas of the company.

  • aims

    The goals of the position should always have a place in the job description. What does the company expect from this position? What are the expectations of the employee? The more precisely a goal is formulated here, the more precisely it can be met.

This results in a classic content and structure of a job description, which can look like this - or at least something similar:

  • Job title or the title of the job
  • Classification of the position (department, supervisor, subordinate employees ...)
  • If available, deputy of the position
  • aims
  • Main tasks
  • Side tasks
  • Competencies and duties
  • Collaboration with other departments or employees
  • Requirement profile of the employee

Job description template: What should be included in a job description?

In practice, job descriptions may differ from one another, but to give you a better idea of ​​what one might look like, we have a template as an example that you can also use as a download PDF can.

Companies
Fantasie GmbH and Co KG
Hauptstrasse 1
12345 model town

Title of the job
HR Administrator

Current job holder
Petra Müller

Department
Personnel management and human resources

Supervisor)
Karl Schneier

Representation
Melanie Kaufmann, Tobias Mertens

Objectives of the position
The main goal of the HR administrator position is qualitative and quantitative personnel planning. In addition, the position holder is involved in the wage cost planning and supports the department in all human resource tasks.

Areas of responsibility

Main tasks:
- Coordination and implementation of application processes
- Analysis of application documents
- Ongoing personnel planning
- Pay slips

Side tasks:
- Control of vacation entitlements
- Approval and billing of training courses
- Informing employees about job-related questions

collaboration

The job holder works closely with colleagues in the department in order to complete the tasks in the best possible way and collectively. Particular attention is paid to the exchange with the direct supervisor, as regular reports on personnel development are submitted and analyzed.

conditions
The job holder is familiar with the instruments of personnel management and personnel planning and can apply them independently. He is able to plan and implement application processes and to make and supervise a suitable selection of personnel for the respective position. He is confident in handling payroll statements and knows how to respond in a friendly and professional manner to inquiries from other employees.

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May 20, 2021Author: Nils Warkentin

Nils Warkentin studied business administration at the Justus Liebig University in Giessen. In the career bible, he is devoted to topics related to studies, career entry and everyday office life.

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