Person Specification

Once the job and organizational analyses and the job description have been completed (see Figure 1), the next stage is to write a specification of the kind of person needed to fill the job you have just described. It is important to be as precise as possible about the skills, knowledge, qualifications and attributes that are required for the job and about the experience and personal characteristics that are needed. It is good practice to specify what is essential or the minimum required to perform the job, as well as what is desirable. To decide on the qualities required for the person specification you need to pick out key features from the job description. Think also about the context of the job and the wider organizational requirements to specify any elements of person-organization fit that are important.

Table 1 is an example of a completed person specification; we have added some imaginary aspects of person-organization fit under "personality".

When constructing a person specification you need not follow the format described in the table; your organization may have a standard approach. The exact format of the person specification is less important than making sure you capture what the suitable applicant requires in order to perform the job and fit with the organization's way of working and culture. You will have noted the "How ascertained?" column in the table. This signals the need to think through how you will measure or assess the specification you are looking for.

Table 1: Person Specification for the Position of Buying Department Manager

Characteristics Essential/minimum Desirable How ascertained?
Physical attributes Good health record Excellent health record Medical report
Few absences from work Previous employers' sickness records    
Tidy appearance Smart appearance    
Creates good impression on others Interview    
Capable of working for long hours under pressure Give examples at interview    
Mental attributes Top 50 per cent for general intelligence, verbal ability and numerical ability Top 30 per cent for general intelligence, verbal ability and numerical ability Possible use of selection tests
Education and qualifications Good general school results with particular aptitude for English Two A-levels (post-16 higher examination) or equivalent Certificate or Diploma in Management Qualification certificates
Membership of professional body Membership of professional institute Documentation  
Experience, training and skills Five years' experience in purchasing Ten years' experience in purchasing Curriculum vitae (CV)
Two years' experience of supervising small office or section Successful record of supervising qualified staff CV and Interview: Examples  
Successful completion of reputable management training course. Attendance/qualification certificates    
Good social skills      
Fluent in two European languages, including English      
Ability to write good reports and understand basic financial information Ability to plan, organize, coordinate and control work under pressure CV/interview: examples  
Personality Career record shows ability to adjust to normal social circumstances Mature and socially well adjusted Interview
Thrives on challenge and change and has an ability to develop new approaches to the work Able to communicate at all levels Interview  
Evidence of experience of dealing with external clients CV    
Special circumstances Able to work overtime and at weekends Willing to work long hours when required, and to transfer to other locations in Europe Person's experience
Able to travel to suppliers Fully mobile with valid driving license Interview  

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