Definition & Meaning of a Person Specification
A person specification is a detailed description of the qualifications, skills, experience, and attributes required for a specific job role. It serves as a guideline for both employers and candidates, outlining the essential and desirable criteria that applicants should meet. This document is crucial in the recruitment process as it helps ensure that the right candidates are selected for interviews and ultimately hired.
Typically, a person specification includes:
- Essential criteria: These are the minimum requirements that candidates must possess to be considered for the role. For example, a bachelor's degree in a relevant field or specific technical skills.
- Desirable criteria: These are additional qualifications or experiences that would enhance a candidate's application but are not mandatory. For instance, proficiency in a second language or prior experience in a similar role.
- Personal attributes: This may include soft skills like teamwork, communication, and problem-solving abilities that are important for the job.
How to Use a Person Specification
Using a person specification effectively can streamline the hiring process. Here’s how to utilize it:
- Job postings: Incorporate the person specification into job advertisements to attract suitable candidates who meet the outlined criteria.
- Screening applications: Use the specification to evaluate resumes and applications, ensuring candidates meet the essential criteria before moving forward.
- Interview preparation: Develop interview questions based on the person specification to assess candidates' qualifications and fit for the role.
For example, if a person specification emphasizes strong analytical skills, interview questions can focus on problem-solving scenarios relevant to the job.
Key Elements of a Person Specification
A comprehensive person specification includes several key elements that provide clarity and direction in the hiring process:
- Job title: Clearly state the position for which the specification is created.
- Department: Indicate the department where the role exists, which helps applicants understand the context of the job.
- Reporting structure: Outline who the candidate will report to and any supervisory responsibilities.
- Essential and desirable qualifications: Clearly differentiate between what is mandatory and what is preferred.
- Work environment: Describe the work setting, including whether it is remote, in-office, or hybrid.
Who Typically Uses a Person Specification
Person specifications are primarily used by:
- Human resources professionals: They utilize person specifications to create job postings, screen applicants, and prepare interview questions.
- Hiring managers: They refer to the specifications to identify the best candidates for their teams.
- Recruiters: External recruiters use the specifications to match candidates with job openings effectively.
In addition, educational institutions may use person specifications for hiring faculty or administrative staff, ensuring that candidates meet specific academic and professional standards.
Legal Use of a Person Specification
When creating a person specification, it is important to consider legal implications to avoid discrimination and ensure fairness in hiring practices. Key legal considerations include:
- Equal Employment Opportunity (EEO): Ensure that the criteria do not discriminate against protected classes, including race, gender, age, or disability.
- Job-related criteria: All essential and desirable qualifications should be directly related to the job responsibilities to justify their inclusion.
- Documentation: Maintain records of how the person specification was developed and how it was used in the hiring process for compliance purposes.
Examples of Using a Person Specification
Real-world applications of person specifications can illustrate their effectiveness:
- Healthcare roles: A hospital may create a person specification for a nurse, detailing required certifications, experience in patient care, and soft skills like empathy and communication.
- Technology positions: A tech company might specify programming languages and project management experience as essential criteria for a software developer role.
- Administrative jobs: A person specification for an administrative assistant may include organizational skills, proficiency in office software, and experience in customer service.
Steps to Complete a Person Specification
Creating a person specification involves several steps:
- Identify the role: Understand the job's purpose and responsibilities.
- Consult stakeholders: Engage with team members and management to gather input on necessary qualifications and attributes.
- Draft the specification: Write a clear and concise document that outlines essential and desirable criteria.
- Review and revise: Ensure the specification aligns with organizational goals and legal standards before finalizing.
Important Terms Related to Person Specifications
Understanding key terminology is essential when working with person specifications:
- Job description: A document that outlines the duties and responsibilities of a specific role, often accompanying the person specification.
- Competencies: The skills and abilities required to perform a job effectively, which may be included in the person specification.
- Selection criteria: The standards used to evaluate candidates against the person specification during the hiring process.
