Job Description Workshop
University of Glasgow
Workshop Objectives
To understand the reasons for requiring you
to complete a job description.

To understand what to include in a job
description and why.

To gain the skills necessary to prepare your
Job Description

Modernisation Agenda

Job Evaluation / Pay & Reward

Performance & Development Review

Harmonisation
Principles of Job Description Writing

Analysis NOT lists

Jobs NOT people

Facts NOT judgements

The job as it is now
Content
Job Headings
 Job Purpose
 Main Duties and Responsibilities
 Dimensions
 Knowledge, Qualifications, Skills and Experience
 Planning & Organising
 Decision Making
 Internal & External Relationships
 Problem Solving
 Other
 Organisation Chart
 Verification and Date

Job Headings

Job Title

Department / Division

Faculty / Division of AIMS

Job Title post reports to
Job Purpose

Why the job exists – accurate and concise

One sentence

Specific to the job, not a general statement
Job Purpose - Technician
ACTION
OBJECT
RESULT
What is
done…..
To what
Or whom …..
….. With what
Outcome.
To develop,
construct and
maintain
Mechanical and
electrical
components and
apparatus
To ensure appropriate
equipment is in
working order for
teaching and research
to be carried out
Main Duties and Responsibilities
Taken together, show the key outputs of your job
 Focus on results, NOT duties or activities
 Timeless
 Distinct
 Specific to the job
 Link to the purpose of the organisation
 Experience tells us that most jobs have between
five and ten key distinct areas in which results are
expected

Format for Main Responsibilities
ACTION
OBJECT
RESULT
What is
done…..
To what
Or whom …..
….. With what
Outcome.
To provide
technical
assistance
To academics,
researchers and
students
So that experiments and
research are completed
in an efficient and
timely manner
Generating Main Responsibilities

List all tasks

Cluster into areas of contribution
Write one or two responsibilities for each
cluster

Dimensions
Significant quantities on which the job has some
impact – show as a list
 Appropriate operational, financial, staffing data
 RELEVANT to the job
 Other relevant organisation / departmental data
 Examples….
• Technician:
•2 Laboratories serviced
•Customers: 300 students
•Responsible for £1,000 laboratory equipment

Knowledge, Qualifications,
Skills & Experience
Broad range of knowledge, qualifications, skills and experience
required for the job
 May include:
• Formal qualifications
• Technical expertise / skills
• Relevant experience
• Test the requirements against the Main Responsibilities and the
Planning & Organising
• Examples – Lab technician
• Biology degree
• 2 years lab experience

Planning and Organising
Requirement to plan and organise
 Own work, the work of others, allocation and use of resources
• Think about:
• How does work come to you?
• To what extent can you plan ahead or have you to react?
• Over what timescales do you plan (daily, weekly, monthly,
annually)?
• Examples – Clerical Assistant
• Planning no more than 1 or 2 days ahead – generally determined
by the work required by the Academics / Administrators
• Support for a group of academics in the same department.
Dealing with incoming calls, daily correspondence and course
notes.

Decision Making
Examples of typical decisions you make or are involved with
 Nature of the role in these decisions (influence, advise, support)
 Guidelines, policies, procedures in place to support decisions
 Example – Departmental Manager

Responsible for making decisions in relation to
recruitment and staff allocation
•
•
Example – Cleaner
Responsible for deciding the order in which assigned
tasks are carried out. Decisions based on whether
facilities are in use or not.
•
Internal and External Relationships
Highlight key relationships
 Nature of relationship (i.e. sharing information,
influencing, advising etc)
 Frequency of contact
 Examples – Admissions Administrator
• Provide information and advice to admissions
tutors in academic department
• Respond to enquiries from the general public
providing information and advice.

Problem Solving
Describe your role in relation to problems solved
and action taken:
•Advisory
•Supportive
•Solution Provider
•Guidelines in place to support end solutions –
policies, procedures
•Administrative Assistant:
“To deal with enquiries from students re
tutorial programmes”

Other
Context and Special Features – Anything not
adequately covered in other sections AND is
important to an understanding of the job
 Examples:
• Project based
• On-call duties

Organisation Chart
Supervisor
Another job
Your job
Subordinates
Another job
Verification
 Agreed
version to be signed by job
holder and manager