Writing the Job Description

Purpose of the Job Description

The key purpose of preparing a job description in the context of recruitment is to facilitate clear thinking about the tasks which need to be performed.  

The job description will also provide a useful basis for discussing the job content with applicants who are being interviewed.

In addition the purpose of providing the job description is to:

• Present a positive image of the Methodist Church, promote our Values and Culture
• Attracting the right talent and assist interested parties to decide whether to apply.
• Avoid subsequent misunderstandings about the role and/or the terms and conditions of appointment.

The amount of detail provided to prospective candidates will depend on the type of post that is being advertised.   A more detailed description of the job profile including background information may be appropriate if the appointment requires someone who:

• Will have undertaken specific types of training,
• Will be expected to have certain skills and have gained specific working experience. Such appointments could include Lay Employees, Children and Youth Workers and Community Workers.

Elements of the Job Description

1. Job Title - The Job Title is a brief description (1-4 words) of the job which reflects the content, purpose, and scope of the job and is consistent with other job titles of similar roles within the church/circuit/district.
2. Normal place of work
   
   
3. Purpose of job- The Job Purpose provides a high level overview ‘bird’s eye view’ of the role, level and scope of responsibility consisting of three or four sentences providing a basic understanding of the role.
   
   
4. Accountability to(that is, to whom the post holder is responsible)
   
   
5. Accountability for(any staff who will report directly to the post holder)
   
   
6. List of main duties and responsibilities-should embrace all areas of the work that the role holder will be responsible for in broad, brush-stroke statements. 

    

   Ideally a job description should contain no more than 10 main duty areas; this can be achieved by considering the following:

   • Firstly identify and list the tasks that are to be carried out by this function.
   • Analyse the initial list of tasks and aim to simplify the list by grouping related tasks together so that no more than 10 main areas of responsibility remain.
   • Using broad statements and covering the grouped tasks –describe what is done, to what, to achieve what results. 
   • Having written down the main duties and responsibilities you can expand on each sentence appropriately using precise terminology and examples if necessary. You should not need to elaborate on all areas, but further detail will provide a fuller picture if required. For example:
     • To provide line management to the administrative team – recruits and selects team members, sets performance objectives, agrees training and development plans and reviews performance.
7. Information on the terms and conditions, including: salary or wage, hours of work, expenses and allowances (if applicable), probationary period, holiday entitlement, pension scheme, sick pay, enhanced DBS disclosure (if applicable), indicate if required to work weekends, nights, or be on-call as a regular part of the job. Information about physical working conditions (for example, office or other accommodation, the need to travel between different locations. Where the job is home-based, it is the line manager’s responsibility to ensure that the appropriate Health and Safety checks are carried out).

 The following additional information should be considered and should be included for jobs:

• A description of the local church (for example, activities, membership, mission statement worship life, ecumenical relationships)
• An overview of the district, circuit or church
• The membership and responsibilities of any management and support group.  This may include the frequency of meetings, the status of the worker in the meeting and any expectations placed on the worker to report to, and receive instructions from the group.

Writing the  Job Description - Do's and Don'ts 

Job descriptions should be prepared in a manner that all components are accurately stated to create a clear understanding of the role. 

• Write in a concise, direct style
• Always use the simple words rather than the complicated one, keeping sentence structure as simple as possible
• Use descriptive action verbs in the present tense (for example: writes, operates, or performs)
• Avoid abbreviations and acronyms. If abbreviations and acronyms are necessary, define them the first time you use them
• Don't use ambiguous terms. If you use terms such as “assists, handles, and performs,” describe “how” the position assists, handles, or performs. Using the word “by” and then detailing the processes, tasks, or operations performed will usually clarify the ambiguity
• Avoid gender-specific language, such as, “He manages,” “She is responsible for”
• Focus on essential activities