what is a person specification

Person Specification: What is it & What Should It Include?​

When it comes to recruiting for a role or advertising a job, there are a few things that are really useful to have — and a person specification or personal specification is one of them!

But what exactly is person specification and why is it important? What should you include within a person specification? In this guide, we take you through all you need to know to execute an effective person specification.

What is a person specification?

Providing clear and accurate information about the available position is critical when advertising a new role. The job advertisement section containing this information is known as the person specification.

The person specification, also known as the personal specification, is an essential tool in the recruiter’s arsenal. It enables you to communicate the qualities you seek in an ideal candidate, such as education, previous work experience, and any additional skills required to succeed in the role.

A person specification is a document that outlines the essential and desirable qualities, skills, experience, and qualifications for a particular role. It is often used as part of the recruitment process to ensure that the potential candidates meet the requirements for the job and guide the selection process.

A person specification may include a range of criteria such as educational qualifications, work experience, skills, personal qualities, and attributes. It may also specify any essential or desirable qualifications or professional memberships required for the job and any relevant training or certification.

The benefits of using a person specification

There are several benefits of using a person specification as part of the recruitment process, including:

Helps to identify the suitable candidates

The person specification provides a clear and objective set of criteria against which all candidates can be evaluated, assisting in establishing a fair and objective recruitment process. This will ensure that all candidates will be evaluated solely on their abilities related to the role.

Saves time and resources

A job specification can help streamline the recruitment process by attracting suitable candidates and reducing the number of unsuitable ones by outlining the requirements for a job.

Helps to reduce bias

A person specification helps reduce the impact of unconscious bias in the recruitment process by focusing on objective criteria and eliminating subjective judgements based on personal preferences or assumptions.

Provides clarity to candidates

A person specification clarifies the requirements for the role, assisting candidates in determining whether they would be suitable for the position and the company culture rather than just looking at the required skills.

person specification checklist

A step-by-step guide to writing a person specification

Here is a step-by-step guide to writing a person specification:

1. Understand the job requirements

You must first understand the job requirements to develop a functional person specification. This includes the necessary and desirable skills, experience, and qualifications for the position. Consider any personality traits or characteristics that would be useful in the job.

  • Qualifications, experience, and other achievements
  • Communication, time management, and teamwork are examples of soft skills.
  • Job-specific abilities, such as system or programme use, team management
  • Personality traits such as proactiveness, patience, and attention to detail
  • Physical characteristics, such as height and eyesight (note – these must be a justified requisite to complete the tasks within a role, not a preference)

2. Divide the requirements into categories

Once you’ve compiled a list of job requirements, categorise them. This may include necessary requirements, desirable requirements, and additional qualities that would be advantageous.

3. Be specific

Provide specific details on what is required for each requirement. This could include the level of experience or education required, specific skills and knowledge, and any qualifications or certifications required.

4. Prioritise requirements

Sort the requirements according to their importance. This will assist you in determining the most important qualifications and skills required for the position.

5. Consider diversity and inclusion

Studies have found that female professionals are less likely to apply for jobs if they aren’t 100% qualified. Similar numbers have been seen for job seekers from minority groups. It is critical to ensure that the person specification is inclusive and free of requirements that could lead to discrimination. This includes avoiding potentially discriminatory language and ensuring the requirements are relevant to the job.

6. Review and refine the specifications

Once you’ve written the person specification, review it to ensure it’s clear, concise, and comprehensive. If necessary, revise it to ensure it accurately reflects the job requirements and is consistent with the organisation’s values and culture.

person specification notes

Top tips when writing a person specification

Here are some pointers to help you write an excellent person specification:

Be realistic

Candidates that tick all the boxes are incredibly rare, so it’s important to know which qualities are must-haves and which ones are nice-to-haves. 

Identify existing skills gaps

The most successful teams are made up of individuals who bring something different. Consider where your weak spots are and look for those skills. 

How you might assess the criteria

Can the candidate display or be tested for the required skills in an interview? It’s unfair to expect someone to provide you an example if you can’t think of one. 

Final thoughts

Overall, using a person specification as part of the recruitment process can assist organisations in attracting and identifying suitable candidates while promoting a fair and objective recruitment process to identify the best candidate for the job.

Do you have questions about personal specifications, job descriptions, or creating a compelling ad? Are you planning to post a job ad or recruit soon? Contact us now, and one of our knowledgeable representatives will assist you with any of the above.