Is a job description legally required?

No, but highly recommended. While not mandatory, job descriptions clarify expectations, support recruitment, provide basis for performance management, help with restructures/redundancies, and can be evidence in tribunal cases. Employees can request a written statement of terms (Section 1 statement) which should reference the job description.

Can I change someone's job description?

It depends. If duties are broadly similar and within reasonable scope, minor changes may be a management instruction. Significant changes to role, responsibilities, or reporting lines usually require employee agreement as a contract variation. Always consult on changes, especially if they reduce seniority or change grade.

Should job descriptions list every single task?

No. Focus on key responsibilities and typical duties. Include flexibility clause ('other duties as reasonably required') to avoid rigidity. Too specific means constant updates. Too vague provides no clarity. Aim for 6-10 main responsibilities with examples. Keep it current and review annually.

Use this template to create clear, comprehensive job descriptions for all roles.

Job Description

[Company Name]

[Company Logo]

1. Job Details

Field	Information
Job Title	[Official job title]
Department	[Department/Team name]
Location	[Office location/Hybrid/Remote]
Reports To	[Job title of line manager]
Responsible For	[Number of direct reports, if any]
Grade/Band	[If applicable]
Salary Range	[£X - £Y or Grade band]
Contract Type	[Permanent/Fixed-term/Part-time]
Working Hours	[X hours per week / Specify pattern]
Date Prepared	[Date]
Prepared By	[Name, title]
Last Reviewed	[Date]

2. Role Purpose

Brief summary of why this role exists and its core purpose (2-3 sentences):

[Example: "The Marketing Manager is responsible for developing and implementing marketing strategies to increase brand awareness and drive customer acquisition. This role leads the marketing team and works closely with sales and product departments to achieve business growth targets."]

3. Key Responsibilities and Duties

Main areas of responsibility with specific examples. Aim for 6-10 key areas.

3.1 [Responsibility Area 1 - e.g., Strategy and Planning]

[X]% of role

[Specific duty - use action verbs: develop, manage, implement, analyze, etc.]
[Specific duty]
[Specific duty]

Examples:

Develop annual marketing strategy aligned with business objectives
Set and monitor marketing KPIs and budgets
Analyze market trends and competitor activity

3.2 [Responsibility Area 2 - e.g., Team Management]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.3 [Responsibility Area 3]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.4 [Responsibility Area 4]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.5 [Responsibility Area 5]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.6 [Responsibility Area 6]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.7 General Responsibilities

All employees are expected to:

Comply with Company policies and procedures
Maintain confidentiality of sensitive information
Promote health and safety in the workplace
Contribute to a positive working environment
Participate in training and development activities
Undertake other duties as reasonably required commensurate with the role

4. Reporting Relationships

4.1 Reports To

Line Manager: [Job title]

Relationship: [Daily management, objectives setting, performance reviews, leave approval]

Also works with: [Other senior stakeholders if matrix reporting]

4.2 Direct Reports (if applicable)

This role manages:

[Job title 1] - [X] person(s)
[Job title 2] - [X] person(s)
Total: [X] direct reports

Management responsibilities include:

Performance management and appraisals
Recruitment and induction
Development and training
Absence and leave management
Workload allocation and delegation

4.3 Key Relationships

Internal stakeholders:

[Department 1]: [Nature of relationship - e.g., provides reports to, collaborates on projects]
[Department 2]: [Relationship]
[Senior leadership]: [Relationship]

External stakeholders:

[Customers/Clients]: [Relationship]
[Suppliers/Partners]: [Relationship]
[Regulatory bodies]: [If applicable]

5. Decision-Making Authority

This role has authority to:

[e.g., Approve expenditure up to £X]
[e.g., Make hiring decisions for direct reports (with HR support)]
[e.g., Sign off on [specific documents/processes]]
[e.g., Represent the department in [meetings/forums]]

Requires approval for:

[e.g., Budget expenditure over £X]
[e.g., Restructuring or redundancy decisions]
[e.g., Major policy changes]

6. Person Specification

6.1 Essential Requirements

Qualifications:

[e.g., Degree in [Subject] or equivalent experience]
[e.g., Professional certification in [field] - e.g., CIPD, ACCA]
[e.g., Full UK driving license]

Experience:

years' experience in [relevant field/industry]
Proven track record of [specific achievement or competency]
Experience managing teams of [size] or more
[Specific technical experience required]

Skills and Knowledge:

[Technical skill 1 - e.g., Advanced Excel, proficiency in [software]]
[Technical skill 2]
[Soft skill 1 - e.g., Excellent communication and presentation skills]
[Soft skill 2 - e.g., Strong analytical and problem-solving ability]
[Knowledge of [industry/regulations/systems]]

Personal Attributes:

[e.g., Strong leadership and motivational skills]
[e.g., Strategic thinker with attention to detail]
[e.g., Resilient under pressure]
[e.g., Collaborative team player]

6.2 Desirable Requirements

The following would be advantageous but not essential:

[e.g., Master's degree or MBA]
[e.g., Experience in [specific sector]]
[e.g., Additional language: [specify]]
[e.g., Experience with [specific technology/methodology]]
[e.g., Professional membership of [body]]

7. Working Conditions and Environment

7.1 Work Location

Primary location: [Office address / Remote / Hybrid]

Hybrid pattern (if applicable):

days per week in office ([specific days / flexible])
[Y] days working from home

Travel requirements:

[Minimal / Occasional / Regular - specify]
[UK-wide / International / Within region]
Approximately [X]% of time spent traveling

7.2 Working Hours

Standard hours: [X] hours per week

Typical pattern:

[Monday to Friday, 9am-5pm]
[Flexible within core hours 10am-4pm]
[Shift pattern: specify]

Flexibility required:

[Evening/weekend work occasionally required for events/deadlines]
[On-call rota: specify]
[Flexibility during busy periods]

7.3 Physical Requirements

This role requires:

[Prolonged use of computers/DSE work]
[Ability to lift/carry items up to [X] kg]
[Standing for extended periods]
[Manual dexterity for [specific tasks]]
[Driving for work purposes]

Reasonable adjustments can be made for disabilities.

7.4 Work Environment

Office/site environment:

[Open-plan office / Private office / Workshop / Retail / Outdoor]
[Noise levels: typical office / noisy / quiet]
[Temperature: controlled / variable]

Other factors:

[Lone working at times]
[Client-facing interactions]
[Potentially stressful/demanding periods]

8. Competencies and Behaviors

Key competencies required for success in this role:

8.1 [Competency 1 - e.g., Leadership]

Behavioral indicators:

[e.g., Inspires and motivates team to achieve goals]
[e.g., Provides clear direction and expectations]
[e.g., Develops others through coaching and feedback]

8.2 [Competency 2 - e.g., Communication]

Behavioral indicators:

[e.g., Communicates clearly and concisely verbally and in writing]
[e.g., Listens actively and responds appropriately]
[e.g., Adapts communication style to audience]

8.3 [Competency 3 - e.g., Problem-Solving]

Behavioral indicators:

[e.g., Identifies issues proactively]
[e.g., Analyzes data to inform decisions]
[e.g., Develops creative and practical solutions]

8.4 [Competency 4 - e.g., Teamwork]

Behavioral indicators:

[e.g., Collaborates effectively across departments]
[e.g., Shares knowledge and supports colleagues]
[e.g., Contributes to positive team culture]

8.5 [Competency 5 - e.g., Results Orientation]

Behavioral indicators:

[e.g., Delivers to deadlines and quality standards]
[e.g., Takes accountability for outcomes]
[e.g., Seeks continuous improvement]

9. Key Performance Indicators

Success in this role will be measured by:

[KPI 1 - be specific and measurable]
- Target: [Quantifiable target]
- Measurement: [How/when measured]
[KPI 2]
- Target: [Target]
- Measurement: [Method]
[KPI 3]
- Target: [Target]
- Measurement: [Method]
[KPI 4]
- Target: [Target]
- Measurement: [Method]
[KPI 5]
- Target: [Target]
- Measurement: [Method]

10. Development and Training

Training provided:

Comprehensive induction program
[Role-specific training - e.g., systems, processes, compliance]
[Professional development opportunities]
[Leadership/management training (if applicable)]

Continuing professional development:

[Support for professional qualifications]
[Access to training courses and conferences]
[Mentoring/coaching opportunities]

11. Terms and Conditions

Employment details:

Contract type: [Permanent / Fixed-term to [date] / Part-time]
Probation period: [3/6] months
Notice period: [X] weeks/months by either party after probation
Salary: [£X per annum / Grade band / Range £X-£Y]
Salary review: [Annual / Based on performance]

Benefits:

days annual leave plus bank holidays (pro-rata for part-time)
[Pension scheme - details]
[Other benefits - healthcare, life assurance, etc.]
[Flexible working available]

Other terms:

Subject to satisfactory references and background checks
[DBS check required at [level] if applicable]
[Professional registration required: [specify]]
[Right to work in the UK required]

12. Additional Information

12.1 Equal Opportunities

[Company Name] is an equal opportunities employer. We welcome applications from all backgrounds and are committed to creating an inclusive workplace.

We will make reasonable adjustments for candidates and employees with disabilities.

12.2 Data Protection

Personal data collected during recruitment will be processed in accordance with GDPR and our Privacy Policy. See [link/separate document].

12.3 Safeguarding (if applicable)

This role [is / is not] subject to safer recruitment practices including DBS checks.

[If yes:] The Company is committed to safeguarding and promoting the welfare of [children/vulnerable adults]. All applicants will be subject to appropriate vetting procedures.

13. Flexibility Clause

This job description is not exhaustive and may be subject to review in consultation with the post-holder.

The Company reserves the right to:

Update this job description to reflect changes in the role
Require the post-holder to undertake other duties commensurate with the grade and nature of the post
Review the role periodically as part of organizational development

Any significant changes will be discussed with the post-holder and confirmed in writing.

14. Signatures

14.1 Approval

Prepared by:

Name: _________________ Title: _________________

Signature: _________________ Date: _________

Approved by (Line Manager):

Name: _________________ Title: _________________

Signature: _________________ Date: _________

Approved by (HR):

Name: _________________ Title: _________________

Signature: _________________ Date: _________

14.2 Employee Acknowledgment

I confirm that I have received and understood this job description.

Name: _________________ Date: _________

Signature: _________________

Next review date: [12 months from approval or at next appraisal]

Writing Effective Job Descriptions - Guidance

What Makes a Good Job Description?

Clear and accurate:

Reflects the actual role, not an idealized version
Uses plain language, not corporate jargon
Specific about responsibilities and expectations

Focused:

6-10 key responsibilities (not 30!)
Main duties that take up significant time
Not a task list of every possible activity

Realistic:

Achievable by one person
Correctly graded/banded
Reasonable requirements (don't ask for 10 years' experience for entry-level)

Up-to-date:

Reviewed annually or when role changes
Reflects current technology, processes, priorities

Useful:

Helps with recruitment (attracts right candidates)
Provides basis for performance reviews
Clarifies expectations for employees
Supports restructures/redundancies with clear role definitions

Use Action Verbs

Start responsibilities with strong action verbs:

Strategic: Develop, design, formulate, establish, create, innovate Management: Lead, manage, supervise, coordinate, direct, oversee Analysis: Analyze, evaluate, assess, research, investigate, examine Communication: Communicate, present, write, negotiate, consult, advise Implementation: Implement, execute, deliver, operate, maintain, administer Collaboration: Collaborate, support, contribute, participate, liaise

Avoid These Mistakes

Too vague:

"Manage marketing activities" → Be specific about what marketing activities
"Assist with projects" → What projects? What assistance?

Too detailed:

Listing every single task creates a 10-page document no one reads
Focus on key responsibilities, not every email sent

Outdated:

"Uses fax machine" - really?
Review technology, systems, processes annually

Discriminatory:

"Young, energetic team" - age discrimination
"Native English speaker" - nationality/race discrimination
"Recent graduate" - age discrimination
"Must be able to work long hours" - may discriminate against those with caring responsibilities

Unrealistic requirements:

"10 years' experience in a technology that's 5 years old"
Master's degree for an administrative role
Expert in 15 different software packages

Person Specification - Essential vs Desirable

Essential = Must have:

Absolutely necessary to do the job
You won't consider candidates without these
Legally required (e.g., professional registration, driving license if driving is essential)

Desirable = Nice to have:

Would be beneficial but can be learned
Gives some candidates an edge but not deal-breaker
Allows flexibility in recruitment

Test each requirement:

Could the role be done without this? If yes → desirable
Could this be trained? If yes → probably desirable
Is it absolutely essential from day one? If no → desirable

Legal Considerations

Job descriptions can be evidence in:

Redundancy selections (is there a genuine redundancy?)
Disability discrimination (reasonable adjustments)
Equal pay claims (comparable jobs)
Unfair dismissal (capability - were expectations clear?)

Therefore:

Be accurate and honest
Don't inflate or deflate roles
Update when roles change significantly
Keep records of changes and when they were discussed

Review and Update

Review job descriptions:

Annually as part of appraisals
When role changes significantly
Before recruitment to same role
During restructures
When employee requests clarity

Changes require:

Discussion with post-holder
Agreement if significant change
Written confirmation
May need contract variation procedure

Key Points Summary

For Employers:

Keep job descriptions current and realistic
Focus on key responsibilities (6-10 main areas)
Be specific about requirements (essential vs desirable)
Review annually or when role changes
Use as tool for recruitment, performance, restructures

For Employees:

Read and understand your job description
Discuss if it doesn't reflect your actual role
Use it for performance discussions
Request updates if role evolves
Don't use it to refuse reasonable requests ("not in my job description")

Common Mistakes:

Too long and detailed (no one reads it)
Too vague (provides no clarity)
Never updated (becomes irrelevant)
Unrealistic requirements (deters good candidates)
Used rigidly (refusing any flexibility)
Discriminatory language (legal risk)

Related templates

Employment Contract Template

Free employment contract template for UK employers. Comprehensive contract of employment covering all legal requirements.

Performance Review Template

Free performance review template for UK employers. Annual appraisal form with objectives, ratings, and development planning.

Use this template to create clear, comprehensive job descriptions for all roles.

Job Description

[Company Name]

[Company Logo]

1. Job Details

Field	Information
Job Title	[Official job title]
Department	[Department/Team name]
Location	[Office location/Hybrid/Remote]
Reports To	[Job title of line manager]
Responsible For	[Number of direct reports, if any]
Grade/Band	[If applicable]
Salary Range	[£X - £Y or Grade band]
Contract Type	[Permanent/Fixed-term/Part-time]
Working Hours	[X hours per week / Specify pattern]
Date Prepared	[Date]
Prepared By	[Name, title]
Last Reviewed	[Date]

2. Role Purpose

Brief summary of why this role exists and its core purpose (2-3 sentences):

3. Key Responsibilities and Duties

Main areas of responsibility with specific examples. Aim for 6-10 key areas.

3.1 [Responsibility Area 1 - e.g., Strategy and Planning]

[X]% of role

[Specific duty - use action verbs: develop, manage, implement, analyze, etc.]
[Specific duty]
[Specific duty]

Examples:

Develop annual marketing strategy aligned with business objectives
Set and monitor marketing KPIs and budgets
Analyze market trends and competitor activity

3.2 [Responsibility Area 2 - e.g., Team Management]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.3 [Responsibility Area 3]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.4 [Responsibility Area 4]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.5 [Responsibility Area 5]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.6 [Responsibility Area 6]

[X]% of role

[Specific duty]
[Specific duty]
[Specific duty]

3.7 General Responsibilities

All employees are expected to:

Comply with Company policies and procedures
Maintain confidentiality of sensitive information
Promote health and safety in the workplace
Contribute to a positive working environment
Participate in training and development activities
Undertake other duties as reasonably required commensurate with the role

4. Reporting Relationships

4.1 Reports To

Line Manager: [Job title]

Relationship: [Daily management, objectives setting, performance reviews, leave approval]

Also works with: [Other senior stakeholders if matrix reporting]

4.2 Direct Reports (if applicable)

This role manages:

[Job title 1] - [X] person(s)
[Job title 2] - [X] person(s)
Total: [X] direct reports

Management responsibilities include:

Performance management and appraisals
Recruitment and induction
Development and training
Absence and leave management
Workload allocation and delegation

4.3 Key Relationships

Internal stakeholders:

[Department 1]: [Nature of relationship - e.g., provides reports to, collaborates on projects]
[Department 2]: [Relationship]
[Senior leadership]: [Relationship]

External stakeholders:

[Customers/Clients]: [Relationship]
[Suppliers/Partners]: [Relationship]
[Regulatory bodies]: [If applicable]

5. Decision-Making Authority

This role has authority to:

[e.g., Approve expenditure up to £X]
[e.g., Make hiring decisions for direct reports (with HR support)]
[e.g., Sign off on [specific documents/processes]]
[e.g., Represent the department in [meetings/forums]]

Requires approval for:

[e.g., Budget expenditure over £X]
[e.g., Restructuring or redundancy decisions]
[e.g., Major policy changes]

6. Person Specification

6.1 Essential Requirements

Qualifications:

[e.g., Degree in [Subject] or equivalent experience]
[e.g., Professional certification in [field] - e.g., CIPD, ACCA]
[e.g., Full UK driving license]

Experience:

years' experience in [relevant field/industry]
Proven track record of [specific achievement or competency]
Experience managing teams of [size] or more
[Specific technical experience required]

Skills and Knowledge:

[Technical skill 1 - e.g., Advanced Excel, proficiency in [software]]
[Technical skill 2]
[Soft skill 1 - e.g., Excellent communication and presentation skills]
[Soft skill 2 - e.g., Strong analytical and problem-solving ability]
[Knowledge of [industry/regulations/systems]]

Personal Attributes:

[e.g., Strong leadership and motivational skills]
[e.g., Strategic thinker with attention to detail]
[e.g., Resilient under pressure]
[e.g., Collaborative team player]

6.2 Desirable Requirements

The following would be advantageous but not essential:

[e.g., Master's degree or MBA]
[e.g., Experience in [specific sector]]
[e.g., Additional language: [specify]]
[e.g., Experience with [specific technology/methodology]]
[e.g., Professional membership of [body]]

7. Working Conditions and Environment

7.1 Work Location

Primary location: [Office address / Remote / Hybrid]

Hybrid pattern (if applicable):

days per week in office ([specific days / flexible])
[Y] days working from home

Travel requirements:

[Minimal / Occasional / Regular - specify]
[UK-wide / International / Within region]
Approximately [X]% of time spent traveling

7.2 Working Hours

Standard hours: [X] hours per week

Typical pattern:

[Monday to Friday, 9am-5pm]
[Flexible within core hours 10am-4pm]
[Shift pattern: specify]

Flexibility required:

[Evening/weekend work occasionally required for events/deadlines]
[On-call rota: specify]
[Flexibility during busy periods]

7.3 Physical Requirements

This role requires:

[Prolonged use of computers/DSE work]
[Ability to lift/carry items up to [X] kg]
[Standing for extended periods]
[Manual dexterity for [specific tasks]]
[Driving for work purposes]

Reasonable adjustments can be made for disabilities.

7.4 Work Environment

Office/site environment:

[Open-plan office / Private office / Workshop / Retail / Outdoor]
[Noise levels: typical office / noisy / quiet]
[Temperature: controlled / variable]

Other factors:

[Lone working at times]
[Client-facing interactions]
[Potentially stressful/demanding periods]

8. Competencies and Behaviors

Key competencies required for success in this role:

8.1 [Competency 1 - e.g., Leadership]

Behavioral indicators:

[e.g., Inspires and motivates team to achieve goals]
[e.g., Provides clear direction and expectations]
[e.g., Develops others through coaching and feedback]

8.2 [Competency 2 - e.g., Communication]

Behavioral indicators:

[e.g., Communicates clearly and concisely verbally and in writing]
[e.g., Listens actively and responds appropriately]
[e.g., Adapts communication style to audience]

8.3 [Competency 3 - e.g., Problem-Solving]

Behavioral indicators:

[e.g., Identifies issues proactively]
[e.g., Analyzes data to inform decisions]
[e.g., Develops creative and practical solutions]

8.4 [Competency 4 - e.g., Teamwork]

Behavioral indicators:

[e.g., Collaborates effectively across departments]
[e.g., Shares knowledge and supports colleagues]
[e.g., Contributes to positive team culture]

8.5 [Competency 5 - e.g., Results Orientation]

Behavioral indicators:

[e.g., Delivers to deadlines and quality standards]
[e.g., Takes accountability for outcomes]
[e.g., Seeks continuous improvement]

9. Key Performance Indicators

Success in this role will be measured by:

[KPI 1 - be specific and measurable]
- Target: [Quantifiable target]
- Measurement: [How/when measured]
[KPI 2]
- Target: [Target]
- Measurement: [Method]
[KPI 3]
- Target: [Target]
- Measurement: [Method]
[KPI 4]
- Target: [Target]
- Measurement: [Method]
[KPI 5]
- Target: [Target]
- Measurement: [Method]

10. Development and Training

Training provided:

Comprehensive induction program
[Role-specific training - e.g., systems, processes, compliance]
[Professional development opportunities]
[Leadership/management training (if applicable)]

Continuing professional development:

[Support for professional qualifications]
[Access to training courses and conferences]
[Mentoring/coaching opportunities]

11. Terms and Conditions

Employment details:

Contract type: [Permanent / Fixed-term to [date] / Part-time]
Probation period: [3/6] months
Notice period: [X] weeks/months by either party after probation
Salary: [£X per annum / Grade band / Range £X-£Y]
Salary review: [Annual / Based on performance]

Benefits:

days annual leave plus bank holidays (pro-rata for part-time)
[Pension scheme - details]
[Other benefits - healthcare, life assurance, etc.]
[Flexible working available]

Other terms:

Subject to satisfactory references and background checks
[DBS check required at [level] if applicable]
[Professional registration required: [specify]]
[Right to work in the UK required]

12. Additional Information

12.1 Equal Opportunities

[Company Name] is an equal opportunities employer. We welcome applications from all backgrounds and are committed to creating an inclusive workplace.

We will make reasonable adjustments for candidates and employees with disabilities.

12.2 Data Protection

Personal data collected during recruitment will be processed in accordance with GDPR and our Privacy Policy. See [link/separate document].

12.3 Safeguarding (if applicable)

This role [is / is not] subject to safer recruitment practices including DBS checks.

[If yes:] The Company is committed to safeguarding and promoting the welfare of [children/vulnerable adults]. All applicants will be subject to appropriate vetting procedures.

13. Flexibility Clause

This job description is not exhaustive and may be subject to review in consultation with the post-holder.

The Company reserves the right to:

Update this job description to reflect changes in the role
Require the post-holder to undertake other duties commensurate with the grade and nature of the post
Review the role periodically as part of organizational development

Any significant changes will be discussed with the post-holder and confirmed in writing.

14. Signatures

14.1 Approval

Prepared by:

Name: _________________ Title: _________________

Signature: _________________ Date: _________

Approved by (Line Manager):

Name: _________________ Title: _________________

Signature: _________________ Date: _________

Approved by (HR):

Name: _________________ Title: _________________

Signature: _________________ Date: _________

14.2 Employee Acknowledgment

I confirm that I have received and understood this job description.

Name: _________________ Date: _________

Signature: _________________

Next review date: [12 months from approval or at next appraisal]

Writing Effective Job Descriptions - Guidance

What Makes a Good Job Description?

Clear and accurate:

Reflects the actual role, not an idealized version
Uses plain language, not corporate jargon
Specific about responsibilities and expectations

Focused:

6-10 key responsibilities (not 30!)
Main duties that take up significant time
Not a task list of every possible activity

Realistic:

Achievable by one person
Correctly graded/banded
Reasonable requirements (don't ask for 10 years' experience for entry-level)

Up-to-date:

Reviewed annually or when role changes
Reflects current technology, processes, priorities

Useful:

Helps with recruitment (attracts right candidates)
Provides basis for performance reviews
Clarifies expectations for employees
Supports restructures/redundancies with clear role definitions

Use Action Verbs

Start responsibilities with strong action verbs:

Avoid These Mistakes

Too vague:

"Manage marketing activities" → Be specific about what marketing activities
"Assist with projects" → What projects? What assistance?

Too detailed:

Listing every single task creates a 10-page document no one reads
Focus on key responsibilities, not every email sent

Outdated:

"Uses fax machine" - really?
Review technology, systems, processes annually

Discriminatory:

"Young, energetic team" - age discrimination
"Native English speaker" - nationality/race discrimination
"Recent graduate" - age discrimination
"Must be able to work long hours" - may discriminate against those with caring responsibilities

Unrealistic requirements:

"10 years' experience in a technology that's 5 years old"
Master's degree for an administrative role
Expert in 15 different software packages

Person Specification - Essential vs Desirable

Essential = Must have:

Absolutely necessary to do the job
You won't consider candidates without these
Legally required (e.g., professional registration, driving license if driving is essential)

Desirable = Nice to have:

Would be beneficial but can be learned
Gives some candidates an edge but not deal-breaker
Allows flexibility in recruitment

Test each requirement:

Could the role be done without this? If yes → desirable
Could this be trained? If yes → probably desirable
Is it absolutely essential from day one? If no → desirable

Legal Considerations

Job descriptions can be evidence in:

Redundancy selections (is there a genuine redundancy?)
Disability discrimination (reasonable adjustments)
Equal pay claims (comparable jobs)
Unfair dismissal (capability - were expectations clear?)

Therefore:

Be accurate and honest
Don't inflate or deflate roles
Update when roles change significantly
Keep records of changes and when they were discussed

Review and Update

Review job descriptions:

Annually as part of appraisals
When role changes significantly
Before recruitment to same role
During restructures
When employee requests clarity

Changes require:

Discussion with post-holder
Agreement if significant change
Written confirmation
May need contract variation procedure

Key Points Summary

For Employers:

Keep job descriptions current and realistic
Focus on key responsibilities (6-10 main areas)
Be specific about requirements (essential vs desirable)
Review annually or when role changes
Use as tool for recruitment, performance, restructures

For Employees:

Read and understand your job description
Discuss if it doesn't reflect your actual role
Use it for performance discussions
Request updates if role evolves
Don't use it to refuse reasonable requests ("not in my job description")

Common Mistakes:

Too long and detailed (no one reads it)
Too vague (provides no clarity)
Never updated (becomes irrelevant)
Unrealistic requirements (deters good candidates)
Used rigidly (refusing any flexibility)
Discriminatory language (legal risk)

Related templates

Employment Contract Template

Free employment contract template for UK employers. Comprehensive contract of employment covering all legal requirements.

Performance Review Template

Free performance review template for UK employers. Annual appraisal form with objectives, ratings, and development planning.

Job Description

1. Job Details

2. Role Purpose

3. Key Responsibilities and Duties

3.1 [Responsibility Area 1 - e.g., Strategy and Planning]

3.2 [Responsibility Area 2 - e.g., Team Management]

3.3 [Responsibility Area 3]

3.4 [Responsibility Area 4]

3.5 [Responsibility Area 5]

3.6 [Responsibility Area 6]

3.7 General Responsibilities

4. Reporting Relationships

4.1 Reports To

4.2 Direct Reports (if applicable)

4.3 Key Relationships

5. Decision-Making Authority

6. Person Specification

6.1 Essential Requirements

6.2 Desirable Requirements

7. Working Conditions and Environment

7.1 Work Location

7.2 Working Hours

7.3 Physical Requirements

7.4 Work Environment

8. Competencies and Behaviors

8.1 [Competency 1 - e.g., Leadership]

8.2 [Competency 2 - e.g., Communication]

8.3 [Competency 3 - e.g., Problem-Solving]

8.4 [Competency 4 - e.g., Teamwork]

8.5 [Competency 5 - e.g., Results Orientation]

9. Key Performance Indicators

10. Development and Training

11. Terms and Conditions

12. Additional Information

12.1 Equal Opportunities

12.2 Data Protection

12.3 Safeguarding (if applicable)

13. Flexibility Clause

14. Signatures

14.1 Approval

14.2 Employee Acknowledgment

Writing Effective Job Descriptions - Guidance

What Makes a Good Job Description?

Use Action Verbs

Avoid These Mistakes

Person Specification - Essential vs Desirable

Legal Considerations

Review and Update

Key Points Summary

Related templates

Employment Contract Template

Performance Review Template

Frequently Asked Questions

Job Description

1. Job Details

2. Role Purpose

3. Key Responsibilities and Duties

3.1 [Responsibility Area 1 - e.g., Strategy and Planning]

3.2 [Responsibility Area 2 - e.g., Team Management]

3.3 [Responsibility Area 3]

3.4 [Responsibility Area 4]

3.5 [Responsibility Area 5]

3.6 [Responsibility Area 6]

3.7 General Responsibilities

4. Reporting Relationships

4.1 Reports To

4.2 Direct Reports (if applicable)

4.3 Key Relationships

5. Decision-Making Authority

6. Person Specification

6.1 Essential Requirements

6.2 Desirable Requirements

7. Working Conditions and Environment

7.1 Work Location

7.2 Working Hours

7.3 Physical Requirements

7.4 Work Environment

8. Competencies and Behaviors

8.1 [Competency 1 - e.g., Leadership]

8.2 [Competency 2 - e.g., Communication]