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Chapter 1. Creating job descriptions that fit your business needs

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In general, a job description includes the title, a description of the tasks performed, and information on working conditions. It can also include any other attributes that the employer requires for that position such as: education, knowledge, skills and personality suitability.

Developing and keeping job descriptions up-to-date can benefit your organization by:

providing a basis to evaluate employee performance;
identifying skill gaps, thereby increasing the effectiveness of training;
helping to ensure an effective and “thought-through” hiring process; and
assisting in comparing the duties for positions to better establish relative pay rates.

How the National Occupational Classification (NOC) can help with creating job descriptions

The job descriptions found in the NOC cover all occupations found in the Canadian labour market and are based on research and interviews with workers, employers and field specialists. An example is shown in Figure A (on page 6). Annex 1 also provides you with information on how to use the NOC search engine available over the Internet.

When creating job descriptions for your organization feel free:

To adapt the information found in the NOC using your own words to describe the work performed by employees;
To combine information from different NOC descriptions to better identify the job performed by your employees, especially if positions in your company have tasks that span more than one occupation.

To clearly define the work performed by employees, job descriptions can also identify specific working conditions that are not listed in the NOC. Examples include:

health or safety hazards (e.g. working with dangerous material);
shift work or long hours (e.g. overtime);
working in unusual conditions (e.g. underground, isolated locations);
physical requirements (e.g. lifting, standing for long periods of time);
location (e.g. downtown or outside the city); and
frequent traveling.

In Annex 2, you will find a sample template for a job description (i.e. Template 2.1). We encourage you to use it and, if need be, to modify it to meet your specific business needs. Remember: job descriptions can be as flexible as you want them to be.

With your detailed job descriptions in hand, you can, as we will see in the next chapter, create additional tools to more efficiently manage your human resources.

Here is what an actual NOC job description looks like.

Figure A

NOC profile for Secretaries

1241 Secretaries (Except Legal and Medical)

Secretaries perform a variety of administrative duties in support of managerial and professional employers. They are employed throughout the private and public sectors.

Example Titles

executive secretary (except Legal and Medical)
private secretary
secretary (except Legal and Medical)
technical secretary

Main duties

Secretaries perform some or all of the following duties:

Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from shorthand, machine dictation and handwritten copy using computers

Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations

Schedule and confirm appointments and meetings of employer

Order office supplies and maintain inventory

Answer telephone and electronic enquiries and relay telephone calls and messages

Set up and maintain manual and computerized information filing systems

Determine and establish office procedures

Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person

Record and prepare minutes of meetings

Arrange travel schedules and make reservations

May compile data, statistics and other information and may conduct research

May organize conferences

May supervise and train other staff in procedures and in use of current software.

Employment requirements

Completion of secondary school is usually required.

Completion of a one- or two-year college or other program for secretaries
or
Previous clerical experience is required.

Classified elsewhere

Court Recorders and Medical Transcriptionists (1244)

Executive Assistants (1222)

Legal Secretaries (1242)

Medical Secretaries (1243)

Office managers (in 1221 Administrative Officers)

Figure B shows an example of a typical job description for a secretary who also works as an administrative assistant. Italicized information comes from the NOC descriptions, while the non-italicized information was added to provide readers with an example of a more practical job description for the position of Secretary.

Figure B

Work Description for Secretary

Date: February 3^rd, 2006

Main Functions:
Working at the corporate office, the Secretary supports the work of the owner and assists, when schedule and workload permit, the Director of Production.

Reports to:
Owner

Duties:
The Secretary performs the following duties:

Answer telephone and electronic enquiries and relay telephone calls and messages

Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person

Schedule and confirm appointments and meetings of employer

Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations

Open and administer regular and electronic mail for the owner and follow-up, when required, to ensure proper action is taken on all incoming mail

Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from shorthand, machine dictation and handwritten copy using computers

Determine and establish office procedures

Order office supplies and maintain inventory

Arrange travel schedules and make reservations

Perform any other duties related to the position of secretary, as directed by the owner and CEO and, when schedule and workload permit, the Director of Production

Working Conditions:

Workweeks are 5 days, Monday to Friday, 8 hours per day, starting at 8:30 am in the morning

The Secretary is entitled to one hour of paid time for lunch

The Secretary is frequently exposed to noise and a regular flow of people around the office

The Secretary is frequently assigned to changing priorities

The Secretary may be required to work overtime, with paid compensation

Employment Requirements

Completion of secondary school is usually required.

Completion of a one or two-year college or other program for secretaries

Five years of experience

Proficient spoken and written English

Punctual, meticulous and reliable

Courteous manners with the public