What is a Job Description?

A job description must be a clear guide that outlines the key responsibilities, skills, and qualifications required for a particular role. It helps employers attract the right candidates while it gives job seekers a clear picture of what the position is all about.

In this brief guide, we’ll go deeper into what a job description is and how to effectively write one. Plus, we’ll also provide some useful job description examples as well as job description templates and tools.

What is a Job Description?

A job description can act as a detailed blueprint for both employers and job candidates. It’s a written document that clearly outlines the essential job duties, job responsibilities, and qualifications for a specific role within a company. These elements work together to create a clear picture of the position and its purpose as part of the organization.

For candidates, the job description is a critical tool for figuring out if their experience and qualifications align with the requirements of the role. It helps them figure out if the position meets their career aspirations and personal skills. A well-written job description also offers a glimpse into the company's values and culture, and it gives candidates a sense of what it would be like to work there.

From an employer’s perspective, job descriptions are indispensable for several reasons. First, they set clear expectations for both new hires and existing employees. This clarity helps to minimize the risk of misunderstanding and misalignment down the road. Additionally, job descriptions can act as a reference point for the hiring manager during performance evaluations. They also play a major role in succession planning, training, and development as they may outline the skills and competencies required for career growth within the company.

How to Write an Effective Job Description

Writing a good job description can feel like a balancing act—providing enough detail to attract the right candidates without overwhelming them. Here are some key tips to guide you:

Start with a Clear Job Title

Your job title is the first thing candidates will see, so make it count. Keep it specific and straightforward. For example, instead of “Marketing Ninja” (which may sound fun but unclear), go with “Digital Marketing Manager.” It’s clearer and more likely to match what candidates are searching for online.

Use Clear, Concise Language

No need for long, complicated sentences. Candidates often skim through job postings, so get to the point quickly. For example, instead of saying, “This role will be responsible for managing multiple projects simultaneously, ensuring timely completion of each,” try, “Manage multiple projects and meet deadlines.” It says the same thing, but it’s easier to read.

Focus on Outcomes and Expectations

When describing responsibilities, focus on what the person will achieve, not just what they’ll do. For instance, rather than “Handle customer service inquiries,” write, “Resolve customer inquiries to improve satisfaction by 20%.” This sets clear expectations and helps candidates picture what success looks like in the role.

Align Responsibilities with Company Goals

A job description is more powerful when candidates can see how the role contributes to the company’s larger objectives. For example, if your company’s goal is to expand into new markets, you might say, “Lead market research efforts to identify growth opportunities in new regions,” rather than just listing generic responsibilities like “Conduct market research.” You can also mention the market.

Avoid Jargon or Internal Terminology

It’s tempting to use internal company lingo or technical terms, but that can alienate great candidates. Stick to commonly understood language. Instead of writing, “Collaborate with the CX team to optimize NPS,” you could say, “Work with the customer experience team to improve customer satisfaction scores.” It’s clearer and more approachable to a broader audience.

Example of Job Descriptions

To see how these tips come together, here’s a brief example of a well-structured job description for a Digital Marketing Manager:

Job Title: Digital Marketing Manager

Job Summary: We’re looking for a Digital Marketing Manager to join our growing team! You’ll lead our digital marketing strategy to increase brand awareness, drive web traffic, and improve customer engagement. This is a great opportunity to make a big impact at a fast-growing company.

Key Responsibilities:

• Develop and execute digital marketing campaigns to grow our online presence.
• Manage SEM strategies to improve website traffic and search rankings.
• Analyze performance data to refine strategies and increase ROI.
• Collaborate with content and design teams to create engaging digital content.
• Make certain that all digital marketing efforts align with broader company goals of expanding into new markets.

Qualifications:

• 3+ years of experience in digital marketing or related fields.
• Proven track record of managing successful campaigns.
• Strong understanding of SEM strategies and analytics tools, including PPC tools like Google Ads or Google Analytics.
• Excellent communication and teamwork skills.
• The ability to work remotely and proactively.

Job Description Templates: How To Use Them Effectively

Writing effective job descriptions from start to finish every single time can be a lot of work. Templates are a great starting point, but they shouldn’t be treated as a one-size-fits-all solution. A good job description template gives you a structure, but it’s up to you to tweak it for your particular role and company. Here’s how to get the most out of templates:

• Customize for the role: Templates often provide general language, so be sure to personalize the responsibilities, qualifications, and outcomes. Avoid generic phrases like “responsible for managing projects” and get specific about the tasks and goals relevant to your team. You can also get specific about the software or tools you want your candidate to use—including the programming language or suite you'll need them to work with.
• Reflect company culture: A stellar job description should speak to your company’s values and culture. If collaboration is key in your organization, highlight that in the description. For example, instead of simply saying, “works well in teams,” you could say, “will be expected to work closely with the Chief Technology Officer to choose the best stack for a Large-Language Model we'll build.”
• Use inclusive language: It’s easy to accidentally use language that might alienate certain candidates. Keep your descriptions neutral and inclusive by avoiding words like “rockstar” or “dominant.” Instead, opt for wording that appeals to a broad range of candidates, like “motivated” or “results-oriented.” If you're hesitant, you can always run it through an AI tool to check for inclusivity or rely on an AI tool that writes the unbiased job ad for you.

Recommended Tools and Resources

There are plenty of tools that can help you craft polished, engaging, and concise job descriptions. But with so many options on the market, you may be wondering which ones to trust. Here are a few we recommend:

1. TalentHR's AI Job Description Generator

If you’re looking for a quick and easy way to create or refine job descriptions, TalentHR’s AI-powered job description generator is a handy tool. Available across all TalentHR plans, this feature helps you speed up the process as it provides well-structured templates and suggestions. It can also check your descriptions for bias and inclusivity so that you can easily attract a diverse range of candidates. It’s a game-changer for HR teams who want to optimize the hiring process without sacrificing quality—your input: The job title. The tool does the rest for you.

2. Job Description Tools by SHRM

The Society for Human Resource Management (SHRM) offers a library of job description templates and tools. These are particularly useful if you’re in need of industry-specific templates or guidelines on how to structure senior or technical roles.

3. Textio

Textio is an AI-powered writing tool that helps you fine-tune your job descriptions for inclusivity and engagement. It analyzes your text and suggests changes to make your language more appealing to a wider pool of candidates, which is perfect if you’re focusing on improving diversity in your hiring.

4. JDXpert

JDXpert is a job description management tool that allows you to build, store, and manage job descriptions in one place. It’s particularly useful for larger organizations that need to maintain consistency across multiple departments and roles.

Learn About Other HR Tools for Startups and Big Companies →

Job Description Related FAQs

Can job descriptions be used in performance evaluations?

Yes, job descriptions can serve as a reference point for evaluating an employee's performance. Outlined key responsibilities and expectations help managers and employees agree on what a candidate should have done in a position.

How can job descriptions be made more appealing to candidates?

To make job descriptions more appealing, focus on clear language, highlight growth opportunities, and emphasize your company culture. Make sure the tone is inclusive, and keep the content concise but informative.

Can a job description be considered a contract?

No, a job description typically isn't considered a legally binding contract. It's meant to outline expectations, but employment contracts or agreements will include the actual terms and conditions of employment.