An Employer's Guide on How to Write the Perfect Job Description
If you want the best candidates, you must learn how to write a job description that grabs their attention. While thousands of jobseekers are out there, companies that get the ones with the most potential are those that write the most appealing and engaging job ads. To become one of those employers, your company must level up. If you want to attract the most promising jobseekers in Singapore, check out this complete employer’s guide on how to write a job description.
What Is a Job Description?
Before we begin, let’s outline the function and purpose of a job description. Clear and concise in tone, a job description lists the responsibilities, qualifications, and skills that this job will entail. It can also include salaries, benefits, expectations, company mission, and corporate structure to entice the most discerning applicants.
In short, a job description is an advertisement designed to attract candidates that fit the bill.
Why Should You Write a Job Description?
An unclear job description is one of the biggest reasons behind fast employee turnovers. People sign up because of the job ad but leave because it did not match the actual work involved. As a preventative measure, employers should write concise yet clear job descriptions that outline the specific position's responsibilities, qualifications, and expectations.
Human Resources departments can send out these job descriptions through their various head-hunting channels. However, if you plan to post a job description on a job-hunting platform like JobStreet Singapore, you should write a compelling job description. A job description is often the first point of contact a candidate will have with your company, so make it count.
What Is the Purpose of a Job Description?
When writing a job description, it is necessary to be guided by these four main functions: to advertise a position, to establish a summary, to list the job’s responsibilities, and to list the qualifications of the job. Before you add any section or paragraph to a job description, ensure it serves everything expected from a job description.
What Makes an Effective Job Description?
It may be true that thousands of jobseekers are eager for a job. However, not all of them can fill the role you're looking for. Moreover, thousands of companies are also competing to find the best applicants in that job-hunting pool.
Stay ahead of the crowd by providing the strongest and most attention-grabbing summaries. A job description is an advertisement, so your task is to hook readers within the first few minutes to encourage them to apply to your company. Find something unique about your company, and amplify it.
How do you write a job description and what should you include in it? A job description should be succinct but clear and comprehensive. Not only should it include details about the position you are advertising, but it should also mention pertinent information about the company, its mission, values, and culture. Adhere to the following structure when writing a job description.
Job title A job title should use plain language. Stick to standard or common job titles recognised in the industry. Don’t use internal language that jobseekers won’t easily understand. For example, if the position’s official title is “Level I UX Designer,” opt for “Junior UX Designer.” Avoid vague and cutesy monikers as well.
Company description Industry trends show that younger generations are placing more importance on the culture and environment of a company. Put your best foot forward and describe your company in a way that will make them want to be a part of the team. Mention your mission, culture, and the things that make your company stand out.
Job description A job description should be an easy-to-understand summary of the position. Lightly touch upon the role's responsibilities, and describe what the jobseeker will do daily. Include the job’s position in the company structure, plus growth opportunities, if possible.
List of responsibilities In order of importance, summarise all the responsibilities the job entails into 10 items or less. Include day-to-day activities, people management tasks, and other pertinent responsibilities of the position. Don’t be excessive, otherwise, you might scare off candidates. But also don’t underplay the workload to not mislead applicants.
List of job qualifications Using bullet points, specify the qualifications your ideal candidates should possess, such as education, job experience, years of experience, and certifications. Then list the “must-have” hard, soft, and technical skills they should possess. Separate these skills from the “nice-to-have” skills, so your applicants won’t be overwhelmed or feel unqualified. Also mention the personality traits you’re looking for in a candidate, such as leadership.
Compensation and benefits Many job descriptions don’t state salary information, even though jobseekers consider the compensation and benefits section the most significant part of a job description. You can find the middle ground by indicating a salary range instead of a specific number. It will narrow down the applicants to those willing to work for this salary range. Perks and benefits are also an attractive part of a job description, so list benefits such as bonuses, flexible hours, career development, and insurance perks.
Time and location Under the time and location section, state whether the job will be a work-from-home opportunity or an on-site post. Will they be working in an office, dividing their time between different offices, or constantly travelling? Also mention whether it follows the typical 9-6 schedule, a night shift, or a flexible work situation.
Other Under the Other section, you can list unique facts about your company, such as a description of the work environment and travel opportunities. For labour-intensive work, you should also note physical requirements and tasks that might require climbing, lifting, etc. This is also where you should include your Disclaimer Statements, which will protect both the employer and the jobseeker.
How to Apply When posting a job description on a website like JobStreet, applicants can directly apply via the platform. However, you might be looking for additional documents, such as proof of certification, a cover letter, or a portfolio. If this is the case, make sure to explain the steps they’ll need to take to submit these documents.
How Do You Improve Your Job Description?
A job description intends to attract applicants and narrow them down to those who fit the job's criteria and demands. You accomplish this by writing an appealing copy and then listing the tasks and qualifications. As your applicants read your job description, some will exit the browser when they realise they don’t fit the benchmarks. But those that do will read your job description until the very end.
To maximise the number of qualified and interested applicants, use easy-to-understand language and avoid jargon and technical speak. Job descriptions are not essays, and the typical job description should be no more than 500 words. A job description that exceeds 500 words might find that jobseekers spend less time on job postings that take too long to read. Lastly, always proofread your job descriptions. Just as recruiters skip applicants with mistakes or typos on their resumes, so do candidates who find errors in job descriptions posted on public job platforms. Display professionalism even in your write-ups.
What Should You Not Include in a Job Description?
Now that you know what to include in your job description, you should also know what to exclude. The following errors are red flags that will make candidates running for the hills.
Meaty job descriptions If your job description looks like a big block of text, the chances are that jobseekers will be overwhelmed and discouraged from applying. Not only is it difficult to read, but it might imply that the work is as overwhelming as the job description.
Vague descriptions Too little information is just as bad as too much information. Jobseekers will note ambiguous language and immediately be turned off. They want specific job descriptions, not vague responsibilities that could potentially mislead them.
Complex jargon Every company is guilty of using complicated or technical terms in business operations, but it’s essential to leave these out of job descriptions. Phrase terms in a simple manner to promote inclusivity.
Unreasonable expectations When writing a job description, you must indicate the minimum qualifications for a candidate. If you list an excessive amount of qualifications, you might end up with an overqualified prospect, which can be just as bad as an underqualified candidate. You could also miss out on suitable candidates brimming with potential who were, unfortunately, turned off by the unreasonable expectations of the position.
Job Description Example
Customer Service Agent Life at [This Company] Our company is a growing e-commerce tech startup located in Singapore, also known as Asia’s Silicon Valley. A bastion of innovation, we believe that technology is at the heart of future advancement. Our team comprises 50 members, all of whom contribute to our culture of leadership, diversity, and empathy.
Get to know the role This full-time post requires someone with strong communication skills who will converse with customers, solve their problems, and present a positive image of the company. The Customer Service Officer reports to the Team Head and will also collaborate with fellow officers on several internal projects.
Responsibilities:
Respond to customer enquiries online within a specific time frame.
Find solutions to customer concerns using general company knowledge or by consulting colleagues.
Manage customer expectations and take ownership of customer requests.
Answer phone calls from customers and clients.
Meet individual key performance indicators set by management.
Record customer feedback or complaints to improve future performance.
Identify market trends to ensure department-wide industry competitiveness.
Report to Team Head and perform any tasks assigned by the supervisor.
Minimum qualifications:
Minimum 2 years of experience as a customer service agent or officer.
Minimum 'O' Levels or higher.
Excellent command of English. Proficiency in Mandarin is a bonus.
Excellent communication and problem-solving skills.
Background in handling customer calls and requests.
Comprehensive time management skills.
Proficiency in MS Office or Google Work Suite.
Ability to operate in a fast-paced environment.
Life at [This Company]
Salary range: SGD 2,500 to SGD 3,000 per month.
Career growth planning.
Performance bonus and incentives.
Medical coverage and life insurance.
Annual leave of up to 21 days. Additional birthday leave.
Healthy work-life balance.
In-office gym and cafe.
Time and location
Working location: Jurong East, Singapore
Schedule: Monday to Friday, 9:00 a.m. to 6:00 p.m.
How to Apply
Click “Apply Now” on JobStreet.
Prepare a CV and a letter of recommendation.
You can also take your cue from these other job descriptions.
Find the best prospects for your company by registering on JobStreet Search and using Talent Search. Learn more about the latest hiring trends by following our Employer Insights page.