A Person Specification describes the ideal profile of the person needed to perform the job effectively. It translates the duties of the Job Description into human requirements, such as skills, experience, and qualifications.
It often categorizes requirements into essential criteria (must-haves for the role) and desirable criteria (attributes that would be an advantage but are not strictly required).
Common elements include educational background, specific technical skills (e.g., software proficiency), years of relevant experience, and soft skills like leadership or communication abilities.
A Curriculum Vitae (CV) is a document created by the applicant that summarizes their career history, education, and achievements. Because the format is flexible, it allows candidates to highlight their unique strengths, but it can be difficult for employers to compare different CVs quickly.
An Application Form is a standardized document designed by the employer. It requires all candidates to answer the same set of questions in the same format, which facilitates a fair and efficient comparison during the shortlisting process.
A Covering Letter usually accompanies a CV or application form. It provides a personal introduction where the candidate explains their specific motivation for applying and argues why they are the best fit for the advertised role.
| Document | Focus | Created By | Primary Use |
|---|---|---|---|
| Job Description | The Role/Tasks | Employer | Explaining what the job involves |
| Person Specification | The Candidate | Employer | Setting the criteria for selection |
| Application Form | Standardized Data | Employer | Comparing candidates objectively |
| CV | Personal History | Applicant | Marketing the candidate's unique profile |
Distinguish the 'What' from the 'Who': In exam questions, always check if the detail refers to the job itself (Job Description) or the person doing it (Person Specification). For example, 'must have a driving license' is a Person Specification detail, while 'delivering goods to customers' is a Job Description detail.
Identify the Sequence: Remember that recruitment documents must be created before the job is advertised. You cannot effectively advertise or shortlist without first defining the role and the ideal candidate.
Evaluate Standardization: When asked about the benefits of application forms, focus on comparability and fairness. Standardized forms reduce bias because every candidate provides the same information in the same order.
Shortlisting Logic: Shortlisting is the process of comparing applications against the Person Specification. If a candidate does not meet the 'essential' criteria, they are typically removed from the process before the interview stage.
