How To Write An Effective Job Profile: A Step-By-Step Guide

Updated 21 August 2022

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Employees working in the human resource department, such as hiring managers, generally write a job profile to help candidates understand the requirements of the job for which they may apply. With all the required information and following the right steps in systematic order, you can easily write an effective job profile. Crafting a clear and compelling job profile can help you attract more qualified candidates. In this article, we discuss how to write an effective job profile, look at its importance and elements and explore some tips and frequently asked questions on writing a job profile.

How To Write An Effective Job Profile?

Here are some important steps that can help you understand how to write an effective job profile:

1. Write the job title and summary

Mention the exact name of the open position. Avoid using unique or creative titles that might confuse potential applicants. Instead, use traditional, commonly understood titles. Include a short and clear description of the job position for which candidates are applying. The job title may also indicate a few other things about the option position, such as the seniority level and responsibilities of the position. In the job summary section, clearly mention if the job is going to be full-time, permanent or contract-based.

2. Provide company information

In this section, you can provide a brief description of the hiring company's background and area of activity. Portray the company in the best way possible and write about its vision, values and purpose. Assume that the candidates are unaware of anything about the company and provide them with a detailed overview of the company's goals and mission.

3. Include responsibilities

Include the duties and responsibilities of the job role in this section of the job profile. Using relevant words can be helpful in seeking the attention of potential candidates. Explain what software and projects they may work on and what responsibilities they may take. Mentioning short and long-term objectives about the role can indicate how much effort the employees may put into the role.

4. Add requirements and qualifications

In the next section of the job description, include any specific requirements for the job, such as educational qualifications and work experience. Use a bulleted list while writing requirements and qualifications. You can also ask for professional certifications, educational credentials, the field of previous work experience and expertise in tools or software. Including a complete list of requirements can help candidates understand the job profile and apply for the job.

Importance Of Writing A Job Profile

A job profile generally provides an overview of the duties and responsibilities a candidate has to perform on a daily basis after getting selected for the job. For candidates, every point in a job profile can be important. Elaborating on each section of the job profile can allow candidates to make an understanding of what to expect from the position. A well-written job profile can help a recruiter find the best potential employees for the job role.

Job profiles provide a clear understanding and details about the responsibilities and primary duties of a particular role. It can help both the employees and the hiring company, as it demonstrates the basis of requirements for the selection of candidates. A well-defined job profile may also indicate the professionalism of a company.

What Are The Elements Of A Job Profile?

A job profile typically contains all the details that can help candidates thoroughly understand the role. From requirements to benefits, keeping everything clear in the job profile may result in successful hires. Here are some of the key elements that you can include in a job profile:

Job title: It is the job position for which candidates want to apply. The job title can help candidates identify if the position is an entry, mid or higher-level position.
Company details: You can add the history and vision of the company in this section. This can help candidates know more about the work environment and culture of the hiring organisation.
Job summary: It is the summary of the duties and responsibilities of the particular job role. It can help candidates understand the tasks they may perform in the role.
Job requirements: This section outlines the hiring company's minimum requirements in terms of educational qualifications, skills and characteristics, certifications and past work experience.
Job benefits: This section highlights the benefits such as health insurance and provident fund (PF) that candidates may receive from the company after getting the job.
Employment type: This section shows if the work is part-time, full-time or an internship role.
Salary range: Adding salary range can be optional. You can add the salary range so that candidates can evaluate if the job is suitable for them.
Call to action: You can add an email address so that interested candidates can easily send their resumes. Adding a call to action can help candidates apply to the job role instantly.

Tips For Writing A Job Profile

HR employees usually write a job profile to attract the right talent for the open position. It may take a lot of practice to write an effective profile that can streamline the hiring process. Here are some tips you can follow to draft a compelling job profile:

Perform a job analysis

Collecting enough information about the role can help you write a good job profile. Interviewing the existing staff and employees can help you in understanding what actual tasks they perform on a regular basis. Add the relevant duties and responsibilities in the job profile so that applicants can understand the job role better.

Use clear words

Avoid the use of internal jargon words that may confuse the applicants. For example, use the word senior or junior instead of using grades or other words of which the applicants may be unaware. Represent the seniority and duties of a position in clear terms. A clear and descriptive job profile is easy to understand for applicants.

Keep the job profile gender neutral

Keep gender neutrality in mind while writing the job profile. Keep the description focused on all genders. Avoid using any gender and racially biased words that reflect inequality. For example, use you or they when describing the duties of candidates. Avoid being specific about one gender, as it may hinder the chance of getting the right candidate on board. For example, use business person instead of using businessman. Another helpful example can be using artisan instead of craftsman. This can help you represent the commitment to an equal and diverse workplace in the job profile.

Use SEO to optimise job profile

Research keywords and job titles that candidates may use to look for jobs on online platforms. Keeping the most searched keywords as the job titles can help candidates find the job profile easily on the internet. Keep updating the job profile and improve its SEO so that it can be visible on the first search result page.

Review the job profile

Before you post the job profile, review it thoroughly and correct any grammar or spelling errors. For many applicants, a job profile can be an introduction to the company. Therefore, it is important to include details that can answer why a candidate would join the organisation. Make sure the job profile contains all the requirements, including educational qualifications, essential skills and certifications. You can also take help from your seniors and ensure accuracy.

Frequently Asked Questions Related To Job Profiles

Learn more about writing an effective job profile by reviewing these frequently asked questions related to job profiles:

Who writes a job profile?

Many companies ask a human resource representative or any other related professional in the HR department to create a job profile. To tell potential applicants about the open positions at the company, hiring managers and recruiters may prepare and post job profiles on different platforms. Some companies also allow the open position's direct manager to write a job profile.

What to avoid in a job profile?

Only include important information while writing a job profile. It can help keep the profile relevant to the job position. Avoid using the following things on a job profile:

Irrelevant details
Unrealistic duties
Industry jargon words
Biased language

What is the average length of a job profile?

Many job profiles are an average of 300 to 600 words. An ideal job profile can be viewable in full on a computer screen. Many companies may fit the job profile on a single page so that applicants can gain the relevant information in one view.