Definition · Recruiting and sourcing
Job Specification
Definition
A job specification is a document listing the qualifications, skills, experience, knowledge and personal requirements a person needs to do a job well. Where a job description says what the job involves, the job specification says who can do it. It is used to screen candidates and design interview questions.
Also called: Job spec, Person specification, Candidate specification
What a job specification includes
A useful spec separates requirements into essential (must have on day one) and desirable (nice to have, or trainable). Typical headings:
- Education and certifications, only where the role genuinely requires them, such as a CDL, a nursing license or a forklift certification
- Experience, stated as what the person has done, not just years
- Skills and knowledge, such as typing speed, systems used, languages
- Competencies or behaviors, often drawn from a competency framework
- Physical requirements and working conditions, such as lifting limits or night shifts
- Legal requirements, such as work authorization
In the UK the same document is usually called a person specification.
Job description vs job specification
A job description covers the job: purpose, duties, reporting line, location, pay. A job specification covers the person: what they need to bring. Many US employers combine them into one document with a "Requirements" or "Qualifications" section, which is fine as long as the requirements are written with as much care as the duties.
Both should come from a job analysis: talking to people who do the job well, observing the work and identifying what actually separates good performance from poor.
Example
Job specification for a bilingual customer service representative in a health insurer's contact center:
- Essential: fluent spoken and written English and Spanish; six months or more in a phone-based customer service role, or equivalent; typing at 35 words per minute or more; able to work one weekend shift in four
- Desirable: experience with health insurance or medical billing; familiarity with a CRM
- Competencies: stays calm with upset callers; explains complex information plainly; follows privacy procedures exactly
Each essential item maps to a screening question or assessment, so the spec drives the process rather than sitting in a drawer.
Common mistakes and legal notes
- Inflated requirements. A degree requirement for a role that doesn't need one shrinks the pool and can have a disparate impact on protected groups, which Title VII disparate impact rules require employers to justify as job-related and consistent with business necessity.
- Vague traits such as "dynamic" or "a good culture fit," which can't be assessed fairly
- Physical requirements that aren't real, which can screen out people with disabilities in breach of the ADA if the function isn't essential
- Specs copied from the last opening without checking the role has changed
Rules vary by state and country.
Frequently asked questions
What is a job specification?
A document setting out the qualifications, skills, experience and personal attributes a person needs to do a specific job, usually split into essential and desirable requirements.
What is the difference between a job description and a job specification?
A job description describes the job: duties, purpose, reporting line and conditions. A job specification describes the ideal person: skills, experience and qualifications.
Is a person specification the same as a job specification?
Yes, in practice. Person specification is the more common term in the UK; job spec is widely used in the US and by recruiters everywhere.
Who writes the job specification?
Usually the hiring manager with HR or a recruiter, ideally based on a job analysis and input from people who perform the role well.