The Recruitment Process: Defining the Need

This is the second in a series of six blog posts talking about The Recruitment Process. Here at aspire cambridge we have many years experience helping businesses in Cambridgeshire with their recruitment and HR needs and during this time we have seen just how complex the recruitment process is for some of our clients, not to mention it can be very costly too when done the wrong way.

In our last blog post we spoke about Workforce Planning; what it is, why it is important and how to implement it to create a successful business and talent management system. In this second blog post we would like to talk about Defining the Need;

Defining the Need

Before you look into advertising a role or employing someone into your business you need to define the need for the business taking the time to think about what the job involves, the skills needed for the job role and the background and experiences you would like from the person you employ for the job role. The three main categories of Defining the Need are the job analysis, the job description and the person specification;

  1. The Job Analysis

The first thing you need to do is to analyse the job role; if it is an existing job role you need to observe and record the duties completed within the job role and decide if each part of the job role is still required. Just because it is the way it has always been done, it doesn’t mean that has to be the way it always has to be done.

Take the time to use the job analysis to redefine and streamline the job role and consider how it can be enhanced to make it a more effective job role within the business.

  1. The Job Description

A job description needs to clearly describe the demands of the job role and the main duties and responsibilities included within the job role. It must also give an overview of the job explaining why the job exists or how it has come about and the authority attached to the job role. Generally speaking a job description needs to describe the job role as a whole and the individual tasks that make up the job role.

By having a comprehensive job description it will make it much easier for you or a recruitment agency to find the right candidate for your job. It will help the recruiter with effective pre-selecting which will help to make your interviewing and recruitment process much quicker and more effective.

  1. The Person Specification

While a job description explains the job role, a person specification describes the sort of person you require for the job role and your business. A person specification will outline both essential and desirable personality traits, characteristics and experiences you would like from the person applying for the job role and to work in your business.

When creating a person specification for an existing role in your business remember you are replacing the job role and not the person; do not base the person specification on the person already in that role and this can result in unfair discrimination but also means you run the risk of missing out on an extremely talented person due to the way the person specification has been worded. By including certain words such as bubbly or young you can create stereotypes and talented employees that could be great for your business may feel excluded and will not apply.

If you need any help with defining the need of your new employee then please contact us directly on 01223 855440, we would be more than happy to help you create a job description or person specification that ensures you will get the right employee for the job.

Other articles in this series of six blog posts include workforce planning, attracting candidates, pre-selection, assessing candidates and the selection decision.