Job Specification
Job Specification refers to the list of qualifications, skills, experience, and personal attributes required for a specific job role. In Filipino MSME terms: ito yung “requirements ng aplikante” — kung ano ang dapat meron ang isang tao para maging qualified sa trabaho.
It complements the Job Description by focusing on the person needed for the job, not the tasks.
- Term: Job Specification
- Category: HR, Recruitment, Hiring
- Core idea: List of qualifications and skills required for a job
- Best for: Employers, HR teams, job seekers
- Key use: Screening applicants and defining hiring criteria
Why Job Specifications Matter
For Filipino MSMEs and HR teams, job specifications are important because they:
- Guide applicant screening and shortlisting
- Ensure fairness by using clear criteria
- Help match skills with job requirements
- Improve hiring quality and reduce turnover
- Support job postings and interviews
A clear job specification helps employers hire the right person faster.
Key Components of a Job Specification
- Education level (e.g., high school, college, certifications)
- Work experience (years, industry, role)
- Technical skills (e.g., POS, cooking, bookkeeping)
- Soft skills (e.g., communication, teamwork, customer service)
- Physical requirements (if applicable)
- Licenses or certifications
- Personality traits (e.g., detail-oriented, reliable)
Job Specification vs. Job Description
| Job Specification | Job Description |
|---|---|
| Focuses on the person | Focuses on the job |
| Lists qualifications and skills | Lists duties and responsibilities |
| Used for screening applicants | Used for defining tasks and expectations |
Common Uses of Job Specifications
- Recruitment — filtering qualified applicants
- Job postings — listing requirements
- Interviews — creating questions based on skills
- Performance evaluation — checking if employee meets standards
- Training needs analysis
Examples of Job Specifications
Example 1: Cashier
- High school graduate
- Basic math skills
- Experience with POS is a plus
- Good customer service
Example 2: Cook
- Experience in food preparation
- Knowledge of food safety
- Ability to work in a fast-paced kitchen
Example 3: Admin Assistant
- College level or graduate
- Proficient in MS Office
- Strong communication skills
Example 4: Delivery Rider
- Valid driver’s license
- Knowledge of local routes
- Physically fit
Best Practices for Creating Job Specifications
- Base it on job analysis (actual needs of the role)
- Be realistic — avoid unnecessary requirements
- Use clear and measurable criteria
- Align with job description
- Update regularly as roles evolve
Related Terms
FAQs
1. What is the purpose of a job specification?
To define the qualifications and skills needed for a job and guide applicant screening.
2. Is a job specification required by law?
No, but it is essential for effective hiring and HR management.
3. How is a job specification different from a job description?
A job specification focuses on the person; a job description focuses on the tasks.
4. Can job specifications change?
Yes. They should be updated as job roles evolve or business needs change.