How To Develop A Job Profile: A Complete Guide With Examples
Updated 18 March 2023
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A job profile is an essential document that highlights the skills, job details and qualifications the firm looks for in a recruit. The document prepared by employees, managers and human resource managers helps ease hiring. Learning about how to develop a job profile and its role in recruitment may help streamline the process. In this article, we discuss how to generate a job profile, its important elements and its use, along with a sample job profile.
Related: What Is The Meaning Of A Job Profile? Definition And Tips
How To Develop A Job Profile?
The following steps illustrate how to develop a job profile:
1. Identify the requirement
The requirement for a particular job role may arise from various reasons, like an employee leaving the firm, expansion of the team, development of company verticals or replacing an existing employee. After identifying the requirement, the team or the human resource manager seeks permission from the management to hire. The company also determines the assets required for the position and works out a budget for it.
2. Understand the aim of hiring
It is essential to understand the details of the position that requires a new hire. A human resource manager may work with employees from the team to understand the requirements, responsibilities and salary range. A clear understanding of the role and what it aims to achieve helps craft the job profile.
Related: What Is A Recruiter? A Complete Guide
3. Understand industry trends
It is essential to understand industry trends to know the skill set and experience required to successfully hire a strong candidate for the vacant position. It also helps you gauge the salary range and align your budgets with the industry trends. Understanding these trends provides an edge over the competition to determine a remuneration that, along with other benefits, helps improve your chances of attracting the right candidate.
4. Create the job profile
With a knowledge of the company requirements and the industry trends, you may create a job profile. Discuss the role with the team or manager of the particular department and create a detailed profile highlighting the job title, job description, job requirements, job benefits and the salary range the company may offer.
Related: How To List Job Responsibilities In Job Listings
5. Create a job posting
With the job profile designed, you may inform people about the opening at the firm. You may also add additional details to create a comprehensive job description that helps a candidate determine if the role suits them. Many recruiters may use their website or online job portals to inform people looking for a job about the opening at their firm.
Related: Recruitment Process: A Step-by-Step Guide
What Does A Job Profile Provide?
A job profile is a document prepared by the employer and the human resource department to highlight the employee onboarding process, performance appraisals, salary grade and sometimes even the job role code. It acts as a point of reference for employers while assessing a candidate. It then helps the firm match with the right candidate and ease hiring. It also provides role continuity by outlining the tasks of a particular role to a hired candidate.
Elements Of A Job Profile
A job profile outlines the details of a position used while hiring a candidate. Additionally, this document may also be a part of the onboarding process to define employer expectations of the employee. Some of the key elements in a job profile are:
Job Title: The exact title that a candidate gets upon selection. The job title also helps gauge if the position is an entry, mid or senior-level position.
Company information: Briefly defines the company history, vision and the culture it fosters. The company information provides candidates with an insight into the work environment that they can expect.
Job description: A summary of the key tasks, duties and responsibilities. It helps the candidate to get a thorough understanding of the role.
Job requirements: The prerequisites for the position are outlined in this section. It includes details about the minimum educational qualification, skills, work experience and certifications.
Job benefits: It highlights the benefits that the company would provide an employee regularly. These rewards include paid time off, health insurance and provident fund.
Employment type: The role could require someone to work part time, full-time or even as an intern. It also details if the candidate is a part of the company payroll or works as a consultant.
Requirement type: It defines if the position requires someone immediately, within a couple of weeks or if there is a specific date of joining. It clarifies to the human resource manager the urgency to fill the position and plan their recruitment accordingly.
Salary range: The salary usually varies with experience and expertise. This section determines the range within which a candidate may expect their remuneration.
Call to action: It highlights the next steps a candidate may adopt to apply for the particular job role. It could be a button leading to a third-party applicant tracking system or an email ID to which candidates may send their resumes.
Related: What Is A Job Title And Why Is It Important?
Tips For Writing A Job Profile
Writing a job profile requires practice and understanding of job streams and effectively communicating them. It helps the organisation streamline its hiring and helps identify the right candidate. Here are some tips that may help you write a persuasive job profile:
Collaborate with people to gather information. Speak with colleagues and managers to understand the role before you write a job profile.
Avoid writing large paragraphs. Resort to short bullet points for easy readability and understanding.
Keep the language simple and avoid using too much industry jargon. It makes the job profile less intimidating to students.
Revise and refine the job profile before you post it on online job portals and other channels.
Keep the job profile anywhere between 300-700 words. Candidates may lose interest in reading anything more than that.
Be specific in your requirements.
Related: How To Write An Effective Job Profile: A Step-By-Step Guide
Where Is A Job Profile Used?
A job profile serves as an internal and external document. It gets drafted when the company identifies the requirement of a particular position with the help of the employees, manager and the human resource manager. The document guides the recruiter to look for the exact skill and qualification required in a candidate. It also serves as a guide for future hires in the same position, ensuring the recruit performs similar tasks as their predecessor.
Difference Between A Job Description And A Job Profile
The primary difference between a job profile and a job description is the expanse of detail on each cover. A job profile covers various levels of information about the role, while a job description focuses on the job. A job profile helps a recruiter identify the candidate that matches the required qualification, skills and traits. It also helps the candidate during their onboarding process. A job description provides details to a candidate on the duties and responsibilities they may fulfil at work.
Related: How To Write A Profile Summary (With Examples)
Example Of A Job Profile
Below is an example of a job profile:
Title: Hotel Receptionist
Employment type: Full-time
Requirement type: Immediate joining
Company profile: Hotel Ramen is one of the finest 5-star hotels located in the centre of the city. It is approximately 30 minutes from the airport and 45 minutes from the railway station. It has over 200 rooms, each designed with a unique element from the Indian heritage. Hotel Ramen offers a traditional royal experience to all its guests, with a fleet of 300 staff members available at all times.
Supervisor: Office Manager or designated supervisor
Duties and Responsibilities:
Welcome visitors, complete their check-in procedures and ensure they are comfortable
Answer calls, record messages and forward calls to the appropriate department
Reply to emails, fill forms and perform record keeping tasks
Direct guests to their rooms, restaurants, gym, spa or the swimming pool
Manage all check-out procedures and make travel arrangements for guests
Establish positive and professional relationships with colleagues and guests
Be culturally sensitivity
Written and verbal English communication
Ability to tackle critical situation
Courteous at all times
Quick typing skills
Work with a computer and troubleshoot when necessary
Graduate in hotel management or completed high-secondary education
One-year work experience as a front desk receptionist/secretary
Challenging work environment and immense scope for growth
Workman insurance and health insurance coverage
Paid, sick and personal leaves
The salary for this role ranges between ₹18,000 - ₹25,000 per month, depending on the candidate's experience and expertise. It is only the initial base salary with the scope for promotion based on performance.
Interested candidates may email their resume to firstname.lastname@example.org and we would get back to you within a week.
Related: How To Write A Professional Resume Profile (With Examples)
Please note that none of the companies, institutions or organisations mentioned in this article are associated with Indeed.
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