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How to Write a Job Description

Updated: Apr 5, 2023


"So, you’re in need of a person who can fill in the position you have at your company?"


“Yes! A virtual assistant who can help me with establishing a solid online presence on social media to be specific.”


“Okay, cool. But have you written a job description yet?”


“Uh, what’s that? I thought I just have to put a post online about the job offer and just pick one from the candidates and that’s all.”


Oops, don’t be like the man in the conversation, okay? Although it's fictional, this scenario is happening a lot which is a little surprising. A lot of employers think that they will just put something like “We are Hiring” or “Join Our Team Today” and they just have to pick someone from the candidates which is wrong. If that is the case, then it would be a lot easier for everyone, right? But the thing is, without a job description, you may find yourself wondering why did you hire someone who’s not really fit for the job.


And here we are, saving you from something you wouldn’t like to happen either. In this post, we are going to show you the step-by-step process of writing a job description. But first, let us know what a job description is.



What is a Job Description?

A job description is a document that specifies the essential duties and responsibilities of an employee's position. It is a comprehensive document that should detail what the employee will do, as well as how they will be measured. It should outline not only the essential functions of the position but also things like company culture and desired qualifications. Your job descriptions should clearly articulate the role and responsibilities of the employee in question. It should also outline the company culture and any required training for the position.


However, you should be careful to ensure that it does not contain information that could be considered discriminatory. A good job description will not only help your company to recruit the right person for the job but will also give your new hires a clear idea of what their responsibilities will be and what will be expected of them once hired.


Here are a few tips to help you write an effective job description:


  1. Before you start writing your job description, you need to do some research about the type of candidate you are looking for. There are many different kinds of candidates out there looking for different positions, so you need to make sure that you know what they are looking for in a job and what they want to get out of a company before they accept a position there. For example, you want someone who’s persistent and patient as she will work as a sales representative. Then you must do research on what a sales representative does for a company and what are they looking for in terms of benefits, company culture, and work hours.

  2. Once you have done your research, you can start writing your job description. You should start by explaining to potential candidates what the job entails and what they need to be able to do to be successful in the position. You should also describe what benefits the position offers, as well as any other perks that they might enjoy if they work for the company.

  3. Finally, you should describe the company culture and how your new hire will fit in with the team. As you can see, there is a lot that goes into writing a job description, but once you have all of the details down on paper, you will be able to attract the right candidates for your job.


 
What is a company culture in a job description?

Company culture can be defined as the overall attitude and mindset of a group of employees. The leadership, management, and employees themselves create it. In most cases, a company's culture reflects its leaders. A healthy culture can help a company attract and retain top talent. It can also drive business growth and strengthen a company's brand.

 

Work Smarter Not Harder: How To Reach Peak Efficiency With Virtual Assistant





What are the elements in the job description?


1. Job title- The title should be descriptive and highlight what the position does. 2. Job purpose- The job should have a specific and defined goal or objectives.


Virtual Assistant

2. Tasks- These are the tasks that the employees need to do on a daily basis.

• Answer phone calls, transfer calls, and take messages when appropriate. Greet visitors and direct them to the proper person within the office. • Maintain and update the database of clients, customers, and suppliers. Create and maintain spreadsheets to record client information. Record and track shipments received and send confirmations. • Order office supplies such as toner, paper, pens, etc. Maintain inventory of supplies in the office. • Respond to requests with information from a database or create forms as necessary. Process accounts payables and receivables on invoices. Create expense reports when necessary. • Prepare reports as requested using Microsoft® Excel or other software as needed.



3. Skill Requirements/Qualifications- Should be stated clearly so that applicants know what they are applying for and can better prepare for an interview.

- Two years experience in an office environment preferred - Excellent communication skills - High attention to detail - Computer skills (Microsoft Office) required - Ability to work remotely - Innovative and creative as the company aims to improve the innovaation and creativity workspace

4. Responsibilities- This is the key list of tasks associated with the role.

The Virtual Assistant will be responsible for providing administrative support to the company. This will include organizing and managing email, creating meeting agendas and minutes, performing data entry, and other clerical duties as needed. The ideal candidate will have a background in office administration and be available to work 20 hours per week. Employees are encouraged to challenge the status quo and pursue new ideas. Teamwork is valued and encouraged at all levels of the organization.


Now that you know how to write a job description, use this information to craft your own! Include what your ideal candidate's experience and qualifications are, as well as what your virtual team can expect from you as the leader. Remember that this is your opportunity to write the perfect description so that your future team members are excited about the opportunity and can contribute their skills and strengths to your company! To learn more about hiring a remote team for your business, check out this article at (insert link about how to hire a VA and take your life back)

 

Have you written a job description before? If so, how did it go? If not, what's holding you back?


Do you have any other questions for us about hiring a remote worker? If so, leave them in the comments section below!


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