Theoretically, all jobs, no matter what field they are in, must have a concise job fact sheet that job seeker, employees, and employers must have reference to in order to know what duties are expected from a certain role or position. This will determine if an individual is qualified for the job or not. Fortunately, most companies have job fact sheets readily available in their organization. If you want to make a job fact sheet for your company but don’t know what format to use, this article is for you. This article will provide you guidelines on making a job fact sheet and sample templates for you to download and customize.
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What is a Job Fact Sheet?
The job fact sheet is a document from a company or organization that describes the duties, functions, and qualifications for a certain position in a company or organization. It must reflect the actual duties that the job entails. The purpose for a job fact sheet can be used to design the job description to recruit new employees for the role, or it can be used to evaluate the job of the employee based on his/her performance to help develop his/her talents and skills required for the position, and it is also used to inform the employee of his/her official responsibilities.
When writing the job fact sheet, it’s important to always remember to use simple words and write concisely. Also make sure you’re using the correct grammar, punctuation, and spelling. Always use the present tense when writing action verbs. Only include the essential and main tasks of the certain job position; don’t include those duties that are no longer required for the position. Lastly, avoid referencing a particular employee’s name in the job fact sheet.
List Down All the Job Description
The Job Title is the official name of the job position. This part only consists of 1-2 lines and it must say right away what the job position is. The next part is the Job Purpose, which gives an overview of the job role that explains why the job exists in the first place. Next, is the Job Duties and Responsibilities which lists out all the assigned duties and responsibilities of the job. This is also where the nature of the job is described further.
List Down the Qualifications for the Job
For the job qualifications part, this section lists down all the required (at least) minimum knowledge and level of skills, experience, abilities, and education of an individual that are needed for the job position. Depending on the position, list down the educational degree or college major needed for the position or the minimum number of years of full-time work experience needed for the position. When listing down the skills, knowledge, and abilities, be specific on listing those down that is needed for the position.
Describe the Working Conditions
The last part to be included in the job fact sheet must describe the working conditions that the employee is exposed to on the job. Describe how much, how often, and how long the physical and mental capabilities required for the job position. Furthermore, include the environment, exposure, schedule and working hours, and travel requirements (if needed) that the job entails.
How do you evaluate a job description?
Evaluators such as the HR or department manager assess the job description provided in the job fact sheet by writing a concise job description to use in evaluating an employee’s experience and skills necessary to perform each job in the company or organization.
How does HR contribute to job description?
The human resources department in companies and organizations is responsible for recruiting, screening, interviewing, and giving job offers to potential employees for the company they are applying for. Aside from bringing new people into the company, they also handle the administrative functions of the company.
What happens if you don’t have a job description?
If a job description or a job fact sheet is not available, it inconveniences the employees to know what is expected of them and for their superior to provide accurate job details and how to justify their evaluation of their performance. This would also promote certain personal biases between superiors and subordinates when it comes to rating their performance.
Having a job fact sheet in the company is essential to help everyone in the organization deliver their tasks and duties well when they know what is expected from them. This would help avoid overlapping responsibilities and allows employees to focus more on their assigned tasks. Indeed, job fact sheets can help make employees be more productive and confident in their position and their responsibilities. If you need to know more about making fact sheets, click on the link and download some more sample templates.
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