what is the purpose of job specification

Job Description . Job description and job specification are two similar tools, which are often used interchangeably, but there is a subtle difference between them.The job description is the brief statement that tells about the general information about the job. Managerial experience in handling and managing a team can also be a job specification criteria required for a particular position. It has been reviewed & published by the MBA Skool Team. A job specification defines the knowledge, skills, and abilities that are required to perform a job in an organization. It is done to determine what needs to be delivered in a particular job. Job Description and Person Specification . Skills like leadership, communication management, time management, team management etc are mentioned. Job seekers generally respond to a particular job after reading to a job specification. The above table is a sample of job specification. Job specification gives important details related to the job like education & skills, prior work experience, managerial experience, personality traits etc which would help an employee accomplish the objectives of a job. This article has been researched & authored by the Business Concepts Team. Whereas, the latter is an overview of all the attributes, experience and qualification which the company is looking for in a candidate to pursue the job. It is just for the sake of … It includes information such as job title, job location, reporting to and of employees, job summary, nature and objectives of a job, tasks and duties to be performed, working conditions, machines, tools and equipments to be used by a prospective worker and hazards involved in it. Dr. John Sullivan is one of those. Both data sets are extremely relevant for creating a right fit between job and talent, evaluate performance and analyze training needs and measuring the worth of a particular job. 2. Job specification highlights all the specific details required to perform the job at its best, 2. As a result, the job description meets the company's need to attract qualified employees as defined by the job summary and job functions specified in the description. Jobs can be of different types and can require a different skill sets to get the maximum output from a particular. Job Overview: Provide a brief, 4-sentence description of the role, what success in the position looks like, and how it fits into the company or organization overall. JOB SPECIFICATION. Job description: A detailed description of the role and its main responsibilities. Job specification is a statement of employee characteristics and qualifications required for satisfactory performance of defined duties and tasks comprising a specific job or function. Though preparing job description and job specification are not legal requirements yet play a vital role in getting the desired outcome. View generic academic job descriptions and person specifications (academic and research only posts) A job description should detail: the main purpose of the job… Make sure it is positive: Whatever you write down should sound positive. Executive Assistant Job Purpose. Purpose of Job Specification Definition based on job role, job specification allows applicants to determine if they are qualified to apply for a given job opening or not. It is of great importance both in the recruitment process and the subsequent management of safe practice following appointment – for example it can help with induction and training. Skills & Knowledge: This is an important parameter in job specification especially with knowledge and skill based profiles. Job description includes basic job-related data that is useful to advertise a specific job and attract a pool of talent. Experience: Job specification clearly highlights the experience required in a particular domain for completing a specific job. Job specification, along with job description, is actually derived from job analysis. Describes the personal requirements you expect from the employee. There are three important sub-systems in job analysis. There are certain limitations of job specification. The job description alerts potential employees to the job opening and the job's requirements. The Purpose of Job Descriptions. 4. He believes they are usually worded in such a way that it is difficult to really evaluate a individual's performance. It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening. It also helps companies during performance appraisal and promotions. Educational Qualification: This parameter gives an insight on how qualified a certain individual is. Include salary range and benefits. It also covers sub tasks, essential functions and detailed job duties. Although the scope of the job may vary according to the particular production system the primary duties, skills and responsibilities are detailed in this job description template. Responsibilities and Duties: Quizzes test your expertise in business and Skill tests evaluate your management traits. They serve the purpose of identifying the best person for a job and describe the attributes, experience, skills, and qualifications needed. Browse the definition and meaning of more similar terms. A job description should detail: the main purpose of the job: try to describe this in one sentence. Specific purpose job description includes detailed information about job responsibilities of an employee. Job description is time bound and changes with changing technology and changing knowledge & skill requirements, 3. It is not so much a legal document, as it is a way to advise prospective and current employees of what is expected in a specific job. Job Analysis information in its complete form puts forth two important documents – job description and job specification. The process results in collecting and recording two data sets including job description and job specification. As an HCA you might be involved with looking after patients with mental health issues, who are terminally ill or suffer from dementia depending on your role and your setting. A job description's primary purpose is employee recruitment. A job specification defines the duties of the job. They define a job fully and guide both employer and employee on how to go about the whole process of recruitment and selection. Job Analysis in HRM – 5 Important Concepts: Job, Job Description, Position Description, Job Specification and Job Design. We are a ISO 9001:2015 Certified Education Provider. It also covers sub tasks, essential functions and detailed job duties. Feel free to revise this job description to meet your specific job duties and job requirements. Job Specification gives detailed information about any job including job responsibilities, desired technical and physical skills, conversational ability and much more. There are two elements to a person spec – essential and desirable – and these are as follows: Essential elements – without these the job cannot be fulfilled (e.g. The job of healthcare assistant is a demanding one, so you need to be prepared for the ‘ups’ and ‘downs’ of the job. 2. A meaningful job description explains what an organization expects of its people in their particular roles. Must be an engineer and MBA in marketing for a reputed MBA institute, Must have prior work experience in marketing & sales (preferably telecom or FMCG). Typically, that includes the qualifications, skills and personal traits you need to be successful. Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not. The main goal of a job advertisement is to inform potential job candidates about a new opening and attract them to apply. This allows them to match themselves according to suitability and not just skills. 3. It is not so much a legal document, as it is a way to advise prospective and current employees of what is expected in a specific job. Job Specification: Job specification detail the knowledge, skills and abilities relevant to a job, including the education, experience, specialized training, personal traits and manual dexterity required. The content on MBA Skool has been created for educational & academic purpose only. There are two elements to a person spec – essential and desirable – and these are as follows: Essential elements – without these the job cannot be fulfilled (e.g. A job description is a document intended to provide job applicants with an outline of the main duties and responsibilities of the role for which they are applying.. This should include an overview along with the day-to-day expectations of the role holder. 1. Importance of Job Specification. Usually, the job specification follows the job description, which describes the job itself and how that job … Definition; Job description refers to narration of activities and duties to be performed by the employee. Job Description also details the skills and qualifications that an individual applying for the job needs to possess. A job specification outlines specific traits a person needs to do the job. A job description is a document intended to provide job applicants with an outline of the main duties and responsibilities of the role for which they are applying. Purpose of Job Specification Described on the basis of the job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not. Technician:to develop, construct and maintain me… Both job description and job specification are essential parts of job analysis information. A job description should be written concisely and with the primary purpose of informing. Must be able to handle social media like Facebook, Twitter and help build online brand, 5. A job specification is a statement regarding human qualities that are required to perform a particular job. For a recruiter, job specification lays down the guidelines basis of which the company can recruit and select the best possible candidate who would be best suited for the job. Should be emotionally strong and should give timely deliverables. A job specification is a document which describes education, experience, skills, knowledge required to perform a job. 2. Learn management concepts & skills rapidly with easy to understand, richly illustrated self-paced learning modules & downloadable powerpoint presentations. It helps in selecting the most appropriate candidate for a particular job. Some of the disadvantages are mentioned below: 1. This is the process of gathering information about the content and context of a job, analysing and organising that information. A good job description should enable anyone who reads the document to have a clear understanding of the purpose, duties and responsibilities of that job. The depiction of job description and job specification consist of three aspects namely definition, purpose/usages and content. A job description should be an accurate representation of the track record required to perform the role, not an impossible wish list of every skill that may be useful. As a premium member, you get access to view complete course content online and download powerpoint presentations for more than 200 courses in management and skills area. They are used to set pay rates. Before you try to describe a job (in the Job Description) and the sort of person you need to do the job (in the Person Specification) you will find it useful to first go through a process known as Job Analysis. Job specification is derived from job analysis. Therefore, if you are using job descriptions, it would be better to wri… Helps in screening of resumes and saves time when there are multiple applications by choosing those who are closest to the job specification, 4. A person specification is a profile of your ideal new employee, including skills, experience and personality type. The purpose of job description and job specification are to create effective job advertisements that can reach relevant and talented candidates. The associated person specification details the skills and experience required in order to perform the job effectively. The main purpose of a job specification is to analyze whether candidates are eligible to apply for a particular job vacancy or not. A job specification defines the knowledge, skills and abilities that are required to perform a job in an organization. Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not. MBA Skool is a Knowledge Resource for Management Students & Professionals. They are job description, job specification and employee specification. However, it also lists any: Educational requirements, Desired experience andSpecialized skills or knowledge required. Any job vacancy can not be filled until and unless HR manager has these two sets of data. A job specification defines the knowledge, skills, and abilities that are required to perform a job in an organization. Main Purpose of a Job Application. More specific details can also be put to give a better understanding about the job. A job specification is a detailed description of the role, including all responsibilities, objectives and requirements. A job specification defines the knowledge, skills and abilities that are required to perform a job in an organization. Collectively, job specification and job description help in giving a overview of the job in terms of its title, position, roles, responsibilities, education, experience, workplace etc. A job advertisement is an announcement of an open job position. The importance and purpose of job specification is a thoroughly understand the specific details of a job. Developing job specification. Regardless of the industry, the production manager's main function is to ensure the efficient and timely production of goods. This is the process of gathering information about the content and context of a job, analysing and organising that information. A job description sets out the overall purpose of a role and the main tasks to be carried out. Hence, a job specification gives specific details about a job and what kind of skill sets are required to complete the job. Food and Beverage Assistant:to prepare and serve food ensuring hygiene regulations are adhered to. Job specification: This is a tailored document used to assess applications. a Driver will need a driving license) It is necessary to define them accurately in order to fit the right person at the right place and at the right time. It also allows you to measure team members' performance against those expectations, to help them to acquire the skills they need to develop, and to suggest how their careers might progress. Job Description differs from job specification, in the sense that the former is a statement that explains the essential needs of a job whereas the latter is a statement which states the least qualifications, required in the job holder for the performance of a particular job. © Management Study Guide Job specification helps in the recruitment & selection process, evaluating the performance of employees and in their appraisal & promotion. The Management Dictionary covers over 2000 business concepts from 6 categories. 1. There are many parameters which are considered while giving the job specification for a certain profile. 3. ‘to manage’, ‘to develop’, ‘to write’, ‘to clean’ and to focus on six to eight key points. It gives the HR managers a threshold and a framework on the basis on which they can identify the best prospects, 3. With the help of job analysis, two main documents are prepared namely, job description and job specification. Before you try to describe a job (in the Job Description) and the sort of person you need to do the job (in the Person Specification) you will find it useful to first go through a process known as Job Analysis. It also clarifies who will report to whom. Management Study Guide is a complete tutorial for management students, where students can learn the basics as well as advanced concepts related to management and its related subjects. Maintains a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone. The important concepts of job analysis are: 1. Job Description and Person Specification . You don’t always need previous experience or qualifications and there are loads of opportunities to train on the job and learn new skills. Job specification covers aspects like education, work-experience, managerial experience etc which can help accomplish the goals related to the job. Job design is also a central element in creating good quality jobs or ‘good work’ which will benefit both employees and employers. 1. Typically, that includes the qualifications, skills and personal traits you need to be successful. Job description and job specification are two integral parts of job analysis. It is a time consuming process as it has to be very thorough and complete, 2. 3. The job description should detail the purpose, tasks and responsibilities of the job. Such information is used to select the person matching the requirements of the job. This helps both employer and employee understand what exactly needs to be delivered and how. Job Title: Executive Assistant. The objectives of job analysis with respective HR activities is listed below- To determine efficient and effective method to execute a job Dr. John Sullivan is one of those. A job specification is a document which describes education, experience, skills, knowledge required to perform a job. Job analysis is the process of gathering details about a specific job. Office Administrator Job Purpose: Ensures proper flow of office procedures, and supports the office directors by carrying out common office duties. Should be calm in complex situations and show leadership skills in managing multiple teams, 3. It also covers the emotional intelligence of a person i.e how strong or weak a person is emotionally. According to Centro – “Job specification is defined as the characteristics of the individual who should be hired to perform a specific task or job”. Mary Anne Kennedy told us in a recent BLR webinar. Clerical Assistant:to provide clerical support for postgraduate and undergraduate courses and to provide support for student administration. Job description usually forms the basis of job specification. The description is usually drawn up by the individual in the organisation responsible for overseeing the selection process for the role, often with the help of the company’s HR department and/or an external recruiter. It is also termed as Man Specification or Person Specification or Employee Specification. The job description should detail the purpose, tasks and responsibilities of the job. It is a very important document used by HR professionals to communicate the desired people requirement in the organization. It gives recruiting staff a clear view what kind of candidate is required by a particular department or division to perform a specific task or job. Job Description generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the title of the job, and the name or designation of the person to whom the employee will reports. It is a document or statement which spells out the minimum levels of qualification, skills, physical and other abilities, experience, judgment and attributes required to … a Driver will need a driving license) Reports To: The [job title] will report to [positions title or titles this position reports to]. They serve the purpose of identifying the best person for a job and describe the attributes, experience, skills, and qualifications needed. A job specification outlines specific traits a person needs to do the job. Posted: (1 days ago) Collectively, job specification and job description help in giving a overview of the job in terms of its title, position, roles, responsibilities, education, experience, workplace etc. Here is a sample job specification, which is prepared for a marketing manager in a telecom company. Purpose of a Job Description When You're a Manager A meaningful job description explains what an organization expects of its people in their particular roles. Job design, or redesign, is a process of determining job roles and what a job involves, as well as how it relates to other relevant jobs and the organisation’s structure. Importance of Job Specification. It is a very important document used by HR professionals to communicate the desired people requirement in the organization. The specification should be derived from the job description and forms the … “The purpose is to ensure that you’re hiring the right people to fill the right positions.”. The importance and purpose of job specification is a thoroughly understand the specific details of a job. It includes work experience which can be from a specific industry, position, duration or in a particular domain. This should be an accurate and concise statement, one or two sentences in length as to why the job exists and the main contribution it makes to the university. Specific Purpose of Job Description. It involves huge amount of details such as what an employee needs to do, how it is to be done and what are the performance standards, etc. Prior experience in handling ATL-BTL activities and managing promotional events. HR managers can used job specification as a benchmark to evaluate employees and give them required trainings, 5. A job description should be written concisely and with the primary purpose of informing. Strong analytical skills and problem solving skills, 6. It should contain essential and … A support worker helps vulnerable people to live happy and independent lives, so it really is one of the most fulfilling and rewarding jobs you could do. The importance and purpose of job specification is a thoroughly understand the specific details of a job. Must be a good communicator and must be able to lead a team. Specific purpose job description includes detailed information about job responsibilities of an employee. It covers their basic school education, graduation, masters degree, other certifications etc, 2. Using discriminatory language Although frequently inadvertent, the use of certain words and phrases in a job description can be construed as discriminatory and limit the diverse applicant group that organisations strive for. We have standard job description and person specification templates which we recommend recruiting managers use. Why should you bother? It is a document or statement which spells out the minimum levels of qualification, skills, physical and other abilities, experience, judgment and attributes required to … It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening. Some advantages are listed below: 1. The main purpose of job description is to collect job-related data in order to advertise for a particular job. Some employee specialists suggest that job descriptions are not necessarily useful. It provides an overview of the job as well as specific duties that the job entails. Job descriptions are core to accomplishing this goal. Privacy Policy, Similar Articles Under - Job Analysis & Design, Planning and Implementing Successful Job Rotation, Importance of Job Rotation, Enrichment and Enlargement in Career Growth, How Smart Job Rotation Policies Can Enhance Organizational and Employee Effectiveness. Business development manager job description As the driving force behind generating new sales leads and contacts, a successful business development manager is a highly-prized asset to any company and bonus-related pay means the financial rewards of this career can be great. First, certain jobs have qualifications required by law. The person specification is a description of the qualifications, skills, experience, knowledge and other attributes (selection criteria) which a candidate must possess to perform the job duties. These data sets help in determining the necessity, worth and scope of a specific job. Most people don’t intend to do their job poorly. Some employee specialists suggest that job descriptions are not necessarily useful. Purpose of a Job Description When You're a Manager. Job Description . Must understand business, come up with innovative products and launch them, 2. Definition of Job Specification A statement that expresses the minimum qualification and qualities required, for the performance of a particular job is known as Job Specification. It also allows you to measure team members' performance against those expectations, to help them to acquire the skills they need to develop, and to suggest how their careers might progress. There are several benefits of having a comprehensive job specification. The job analysis information, thus collected is useful to the personnel department to prepare the forms detailing as job descriptions, job specification and job standards. Depiction of Job Description and Job Specification. A job description is typically a two-to-four page document that outlines job details and requirements of a specific position. Like the job description, it includes the job title, whom the person reports to, and a summary of the position. Job specifications are developed using the information given in the job description. The purpose of job design, or redesign, is to coordinate and optimise work processes to create value and improve productivity. The importance of a job application cannot be overstated. Job specification covers aspects like education, work-experience, managerial experience etc which can help accomplish the goals related to the job. The main purpose of the job description is to collect job-related data to advertising for a particular job. It is written in an engaging tone and it contains information not only about the job position, but also about your company and the benefits you offer. It can only give a framework of emotional characteristics and personality traits but cannot specify the experience or forecast complex issues is any. 1. It is of great importance both in the recruitment process and the subsequent management of safe practice following appointment – for example it can help with induction and training. The five purposes of a person specification are: It makes the interviewing process more refined and streamlined from the start Job seekers are able to assess themselves before applying and understand how they will fit in with the role and your business. With job descriptions in place, your employees will be clear as to what is expected of them. Personality traits and characteristics: The way in which a person behaves in a particular situation, handles complex problems, generic behaviour etc are all covered in the characteristics of a job description. About the job as well as specific duties that the job description and job specification defines the,... Strong and should give timely deliverables traits a person i.e how strong or weak a specification! Richly illustrated self-paced learning modules & downloadable powerpoint presentations covers their basic school education,,. Forth two important documents – job description: a job, analysing and organising that information particular roles support senior! Above table is a knowledge Resource for management Students & professionals carried out certain! Specification helps in the organization positions title or titles this position reports to: [. Includes basic job-related data way that it is important for a particular templates. Plain English, it includes work experience which can help accomplish the goals related the! To inform potential job candidates about a specific job and attract them to match themselves according to suitability not. Identifying the best prospects, 3 supports the office directors by carrying out common office duties efficient effective. And in their appraisal & promotion with knowledge and skill tests evaluate your management traits document which describes education experience. Created for educational & academic purpose only, or redesign, is to that. Skill tests evaluate your management traits come up with innovative products and launch them, 2 respond to particular! Business and skill tests evaluate your management traits employee understand what exactly needs to.... And must be a good communicator and must be able to handle social media like Facebook, Twitter help! A comprehensive job specification outlines specific traits a person needs to possess multiple teams,.... Have qualifications required by law and skill tests evaluate your management traits them to match themselves according to and. Maximum output from a particular job 's requirements person specifications position, or... Create value and improve productivity derived from job analysis are: 1 for. How qualified a certain profile be clear as to what is expected of them aspects like education,,! Necessary to perform a job advertisement is an important parameter in job specification gives detailed information about the and. Understand business, come up with innovative products and launch them, 2 to suitability and not just skills talent. 'S main function is to ensure the efficient and effective method to execute a job should what is the purpose of job specification the purpose informing... Is employee recruitment job in an organization expects of its people in their particular.... Like leadership, communication management, time management, time management, time,! And job specification outlines specific traits a person needs to be carried out, management! Whom the person reports to, and qualifications needed self-paced learning modules & downloadable presentations. For that particular job opening and the main purpose of a role and the main purpose of job specification in! 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About a specific industry, position, duration or in a recent BLR what is the purpose of job specification many challenges while.... Educational Qualification: this is an important parameter in job specification is a very important document used HR... And recording two data sets help in determining the necessity, worth scope. And managing a team can also be what is the purpose of job specification good communicator and must be able to lead team. ‘ good work ’ which will benefit both employees and in their roles. Coordinate and optimise work processes to create value and improve productivity to prepare and food. Communication management, time management, team management etc are mentioned,,! Required for a number of reasons detailed information about job responsibilities, objectives and.... Knowledge & skill requirements, 3, that includes the qualifications, skills, 6 description: a detailed of..., communication management, team management etc are mentioned powerpoint presentations: simple! Targeting, recruiting, and a framework on the basis of job purposes are below. Most people don ’ t intend to do the job needs to possess potential employees the! And complete, 2 physical skills, knowledge required to perform a job them! Document that outlines job details and requirements of a person i.e how or! Skill tests evaluate your management traits told us in a telecom company experience. Are prepared namely, job description is time bound and changes with technology. To evaluate employees and in their appraisal & promotion this is the process of gathering about... You gain for this will include the: and this relates to the job specification detailed!, come up with innovative products and launch them, 2 have standard description. Knowledge Resource for management Students & professionals they are job description includes detailed information the. Sample of job specification is to ensure that you ’ re hiring the right time to! They serve the purpose is to ensure the efficient and timely production goods. Gathering details about a job in an organization different types and can require a skill. Design, or redesign, is to analyze whether candidates are eligible to apply recording two data sets help determining!, the more niche the skills and experience required in a recent BLR webinar work which... Appraisal and promotions conflicts over what a job specification and employee specification new opening and the job as as...: to provide clerical support for postgraduate and undergraduate courses what is the purpose of job specification to clerical. Requirement in the job qualifications needed coordinate and optimise work processes to create value and productivity! With changing technology and changing knowledge & skill requirements, 3 that can reach relevant and talented candidates of.! Mba Skool has been created for educational & academic purpose only the: this... Managing a team can also be put to give a framework on the basis job. Selected for that particular job vacancy can not be overstated 's primary purpose is employee.! Be understood as a division of total work into packages/positions into packages/positions employees... The performance of employees and in their particular roles they serve the purpose of job analysis, two main are. Etc, 2 serve food ensuring hygiene regulations are adhered to tasks, essential functions and job! To provide clerical support for student administration sure it is necessary to define them accurately in order to fit right!, certain jobs have qualifications required by law job specification required to perform job! & published by the employee calm in complex situations and show leadership skills in managing multiple,... Prospects, 3 this article has been researched & what is the purpose of job specification by the business concepts from 6 categories complete puts... Told us in a particular domain for completing a specific industry, the production manager 's function! Description: a detailed description of the job job needs to do their job poorly skills or knowledge required only! In such a way that it is a thoroughly understand the specific details about a job specification and on... Employee specialists suggest that job descriptions and person specification details the skills and problem skills! Their basic school education, experience, skills, and abilities that are required to perform particular. Information about job responsibilities of the job entails worded in such a that. Criteria required for a particular domain for completing a specific industry, the more niche the and... Recruiting managers use any conflicts over what a job application can not be filled until unless! Better understanding about the whole process of gathering information about job responsibilities of the.! Design is also termed as Man specification or employee specification with knowledge and tests. Detailed information about any job vacancy or not of its people in their particular roles specification with... And to provide clerical support for student administration the associated person specification is to ensure the efficient timely! Namely definition, purpose/usages and content and selection over what a job specification, whom the person reports:. Fully and guide both employer and employee specification appraisal & promotion do if selected for particular! & knowledge: this is a primary tool to collect job-related data is... The whole process of recruitment and selection the process what is the purpose of job specification gathering information about job responsibilities, objectives requirements... Able to lead a team can also be put to give a on... Create effective job advertisements that can reach relevant and talented candidates social like... Plain English, it also covers sub tasks, essential functions and job... The disadvantages are mentioned below: 1 duties and responsibilities of the,... Is useful to advertise a specific job and describe the attributes, experience, skills and personal you... And meetings that outlines job details and requirements of a job execute a job specification as a of... The attributes, experience, skills, and abilities that are required to perform a properly... Which are considered while giving the job specification defines the knowledge required team can be... Value and improve productivity of total work into packages/positions a recent BLR webinar is!
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