.

Why is there a vacancy?

Someone has left

There are new tasks

The volume of work has grown

Do we really need a new person?

Increase productivity, perhaps with some new equipment

Re allocate work amongst existing staff

How to analyse what tasks need doing

Discuss with the people already doing this kind of work

Discuss with other managers

Observe the work being done

What standards of performance are there?

What tasks are there?

Where will they be performed?

When will they be done?

What results are expected?

What are the responsibilities of the job?

Is there responsibility for other employees?

Is there responsibility for assets? E.g. Money, equipment, materials?

Confidential information?

Responsible for setting own targets, objectives, work methods?

What relationships will the job holder have?

With other people in the company?

With customers and suppliers?

What are the rewards?

Pay and benefits

Attractive features of the job?

Unattractive features?

Write the job description.

Job description should include:

Job title

Job purpose

Main duties and activities

Responsibilities

Working relationships

Pay and conditions

Finally, consider who you should discuss the job description with

Line manager

Other managers

People actually doing this job (if appropriate)

Personnel department/consultant

Personnel specification

Education – general and specific (if any) qualifications

Training – are there trade qualifications/training preferred or required? If so, can these be acquired whilst on the job?

Experience – what is preferred?

Specific abilities, what knowledge or abilities are required, how are we going to assess these?

General abilities, e.g. leadership qualities, numerical ability.

Personal Qualities – what kind of person is best going to fit in with the existing team?

What personal characteristics are suited to the job? Independence ? Creativity? Determination? Accuracy? Etc

Are there particular requirements for strength or height? Caution is needed, take care to consider carefully what is really required, and ensure any statements made do not breach sexual discrimination legislation.

Is appearance, dress sense, or voice relevant? Again be very careful to ensure discrimination legislation is not breached.

Circumstances – How close to work would it be desirable for the employee to live?

Will he/she be called out in an emergency? Are they free to travel?

Research shows that the majority of vacancies are filled without advertising externally. Before advertising or engaging an agency, consider the alternatives.

Promote someone internally.

Advertise within your organisation, perhaps inviting applications from family or friends.

Use your contacts you have to see if anyone can recommend a suitable person.

Review files of past unsuccessful applicants.

Consider placing the vacancy with external agencies

Job centre/Executive vacancy register

University/College careers service

Web based recruitment services

Conventional employment agencies

What budget is available for advertising?

What amount is reasonable, bearing in mind the job?

Which media is most appropriate, local paper, national paper, trade magazine, internet?

Consider what to say, to attract the right candidate, bearing in mind that the advertisement also projects to the general public an image of the company.

Once drafted, does the advert give the level of detail you want on:

Job title

Nature of tasks and responsibilities involved

Where the job is located

Education and qualifications required

Experience required

Abilities sought

Personal characteristics sought

Any specifics on age, physical characteristics

Pay and any benefits

How to apply and by what date

Further information can be sent in response to a reply e.g. a job description.

Are you going to request that applicants complete an application form?