How to write a job description and why

How to write a job description which is complete and clear? Writing a job description is not difficult when you use the guidelines below. A free job description of an executive secretary example will show you how these guidelines work in practice.

If you don’t have one yet, it is wise to write one. A good description shows your tasks, responsibilities and authorities. It makes clear to whom you have to report, and to whom you are in charge of, and which tasks belong to your job.

How to write a job descriptionFor a lot of people with a solo position it is not exactly clear to the management how you fill your day. A job description gives a clear overview of your daily business. During your assessment talk with your manager, this description can be used to negotiate on your salary. Also in case you are the manager, it is good to know how to write a job description. It will help you to avoid arguments about which duties and responsibilities belong to the job and which don’t. Creating clarity is important for a good working atmosphere.

Tips on how to write a job description

  • Start with the title.
  • Describe the company and/or department the job belongs to. Name the position, describe the overall responsibility, the person you report to, and, if relevant, the positions you direct.
  • Continue with mentioning the working hours.
  • Describe the overall responsibilities and specific duties.
  • Conclude with the qualifications and skills needed for the job.

Note that a job description is dynamic, as the company will change in time, so from time to time you need to update it.

Example of how to write a job description

 job description executive secretary

busy[Company name] is a small international shipping company which manages 26 container vessels from its office in London, England. The executive secretary handles administrative details for the company, and runs the office on a day-to-day basis. The executive manager reports directly to the General Manager.

Working hours

Full time (40 hours)

 Overall responsibilities and specific duties

  • Perform telephone and office reception. Note: The functions of office and telephone reception are the “shop window” of the company and therefore must be accorded with the appropriate priority.
  • Maintain stocks of office supplies.
  • Purchase and install technology facilities.
  • Manage purchasing contracts.
  • Manage/perform HR administration.
  • Manage accounting functions.
  • Maintain the appearance and presentation of the office.
  • Manage the direct mail and other databases.

Qualifications and skills

  • Bachelor’s Degree.
  • Minimum 3 years related work experience.
  • Team player and able to multi-task in a fast-paced environment.
  • Taking initiative and be a self-starter.
  • Excellent communication and organizational skills.
  • Experience in office management system and procedures.
  • A good sense of integrity and confidentiality.
  • Excellent computer skills.
  • Ability to handle multiple responsibilities, meet deadlines and prioritize workload.
  • Excellent in English, as well as German proficiency (speaking and writing).
  • Proven experience with Microsoft office Word, Excel and Power Point.
  • Some nautical background is helpful, but not required.

The question how to write a job description has been answered now. As you can see, it is not difficult but it can be time-consuming.

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