Over the past few months, we’ve looked at the different components of a job description and provided a few tips on writing effective job descriptions. We have discussed the basic elements of a job description, writing an effective primary purpose, determining and outlining essential duties, assessing required competencies, and determining required vs. preferred qualifications. This month, we will discuss how all of these elements impact your recruitments and why they are important for attracting the right applicants to your postings.

A well-written job description as the foundation for the posting can help you attract a strong, well-qualified candidate pool and hire the right person. The job posting tells candidates about the job and the qualifications it takes to be successful in the role; but it is also your chance to tell potential candidates how a position impacts the organization. In addition, a thorough job description simplifies the candidate selection process – it helps deter unqualified candidates and provides a built-in evaluation methodology for your candidate review.

Below are several important components of the job posting that can have a significant impact on your recruitment:

Working Titles

A straightforward and descriptive working title will help potential applicants understand the position.  Rather than using the classification band title as a working title, which can often be generic (i.e. Administrative Support Specialist), a better option is to use a working title that briefly describes what the position actually does (i.e. Office Manager).  The working title often gives the position an “identity” and offers more insight into the responsibilities and importance of a position.

A well-developed working title can also allow postings to be found easier in searches.  Many job seekers use keyword searches to find the types of positions they are interested in applying to and they often use familiar keywords and standard industry working titles.  If the working title is unconventional or not appropriate for the position, chances are higher that the position could be overlooked by qualified applicants.

Salary Ranges

Listing an anticipated hiring range on a posting allows potential applicants to view the anticipated salary for a position before they apply, which can save time during the recruitment process.  If a salary does not meet the expectations of an applicant, they likely won’t apply.  This will eliminate any surprises regarding salary further into the recruitment process, and the possibility that your first choice candidate could withdraw after learning the anticipated salary range.  Regardless if posted or not, the candidate isn’t likely to work out if their salary expectations are not met.  If posted, the candidate will either choose not to apply; or if not posted, he/she might withdraw later in the process after valuable time and energy have been invested in the process.

Posting the salary range can also encourage internal applicants to apply for promotional opportunities.

Required/Preferred Qualifications

Clearly outlining the required and preferred qualifications for a position helps candidates understand if their skills and experience are a good fit for a particular opening.

Distinguish between the “must have” (required) skills and the “desired” (preferred) skills for the position.  The more difficult a position is to fill, the more you may want to be flexible on the required skills.  Additionally, consider the skills you’re willing to train and include those in the preferred skills.  Clearly defined and well-written qualifications give you a mechanism for evaluating candidates based on the knowledge, skills, and abilities (KSAs) you really need, without making it impossible to find a qualified candidate.

It is also helpful to list the qualifications as bullet points in the job posting.  The easier it is for potential applicants to read and “check off” the requirements that they meet, the less likely they are to miss important information.

Job duties

Clearly explaining the job duties is a crucial component of the job posting because job seekers want to know exactly what their responsibilities will be in the position.  What will they be doing on a daily basis? What will be expected of them?  What tools or programs will they be working with?  Will they be expected to travel?  The more information you can provide, the better candidates will understand the role, expectations, and position.

About the Department (Listed in PeopleAdmin as “Primary Function of Organizational Unit”)

It is always a good idea to add language about the department/unit/division in which the vacant position is located, as well as information about the University.  This is an opportunity to sell the position and showcase the work being done at the University to those who may be unfamiliar.  Often times job seekers use the information provided in job postings to determine whether the organization is a good fit for them.  It is also always a good idea to include links to your department’s website and/or the University’s website to provide the potential applicant with additional information.

Proofreading

Many times, a job posting is the first impression that an applicant has of the University as a potential employer. Just as grammar and spelling mistakes in a resume can reflect negatively on a job applicant, the same happens for the University when these mistakes are found in job postings.  It is always best to have a colleague review and proofread your job posting before it is submitted for posting.

Supplemental Questions

Another way to simplify the applicant review is to add thoughtful supplemental questions to the posting.  Supplemental questions should ask specific and job-related questions and typically focus on information not likely to be found in the application materials.  The goal is to gain information that will be valuable during applicant review without making the application process overbearing or difficult for the potential candidate. Supplemental questions can be simple “select an answer” (such as yes/no or select from a series of responses) questions or open-ended questions in which the applicants would have to type a response.  PeopleAdmin has the functionality to download the supplemental question answers into an Excel spreadsheet, allowing for an overview of all applicants and their answers on one page.

 

A well-thought out posting can save time, energy, and frustration in the recruitment process.  The best postings attract a pool of well-qualified candidates who can help your unit/department, college/division, or even the University achieve its goals.  If you need help in enhancing your recruitment efforts or if you have any questions regarding job postings and how your job descriptions can impact recruitment, please feel free to contact your Talent Consultant.