Preparing the Person Specification

Deciding on the Person Specification Criteria

A well thought out person specification will ensure that you have the largest possible field of appropriate applicants to select from, and that your decisions will be made as fairly as possible.

You should consider the attributes that an applicant will need to have at the point of appointment in order to carry out the job description.

When filling in the boxes you should consider carefully whether the requirements are 'essential' or 'desirable':

Essential criteria that are critical for the performance of the job and every candidate invited to interview should be able to demonstrate.

Desirable  criteria  will enhance the candidate's capacity to perform the duties within the job or indicate potential for candidate's development.

For example, if the post is one for a qualified Youth Worker then 'Youth work qualification' would appear under 'Education and Training' in the 'Essential' column. 

If the post is for a caretaker and the ability to operate a specific type of heating system within the role would be helpful but is not an essential requirement for the role, an entry should be made under 'Proven Ability' in the 'Desirable' column.

These should then be added to the boxes on the person specification (available under Downloadable Templates section) an overview of the categories is available below. 

Categories of Criteria

1. Education/Qualifications/Training
   Be careful not to narrow down your choice of applicants by being too demanding here: is there an equivalent or similar qualification that is also sufficient. Are you quite sure that a qualification is needed? Could the applicant prove that they are suitable by demonstrating a particular skill or proven ability instead?
      
2. Skills and abilities
   Be as precise as possible and try to identify the level required. For example, "Communication Skills" is imprecise. What do you mean by this? Do you actually mean a range of things such as "the ability to communicate clearly in writing", "skills in preparing and delivering presentations to groups or people", and "the ability to write senior level management reports" ?
       
3. Proven Ability
   Specify the type and level of ability. Stipulating a length of time that someone must have worked in a particular job previously may feel necessary but may be contravening employment law. Often it is the ability to undertake particular tasks, projects, or activities that is important. Be careful not to exclude people by stipulating precise periods of past experience; focus on what it is you need them to have done previously.
      
4. Knowledge
   There might well be particular legislation, good practice, or guidance that you need applicants to know about. It might be reasonable to say that it is essential, but think about whether it would be acceptable for the person to pick up the knowledge required within a short time of starting work.

   
   In stating required knowledge, include the level or depth of knowledge required for entry into the position. The following should be helpful:

   • Working knowledge: sufficient familiarity with the subject to know basic principles and terminology and to understand and solve simple problems.
   • General knowledge: sufficient knowledge of a field to perform most work in normal situations. The work calls for comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.
   • Thorough knowledge: advanced knowledge of the subject matter. The work calls for sufficient comprehension of the subject area to solve unusual as well as common work problems, to be able to advice on technical matters, and to serve as a resource on the subject for others in the organisation.
   • Comprehensive knowledge: requires complete mastery and understanding of the subject.

   Some other considerations includes;   budget exposure, communication internal or external, computer, creative thinking, customer service, decision-making, logical thinking, multi-tasking, negotiation, problem solving, project management, supervision, teamwork, etc.     

5. Other requirements
   This is where you put other job-based requirements which might be things like: driving licence (if the job requires the person to drive); or flexibility in relation to working hours (bearing in mind that we try to accommodate people's different needs in relation to working hours).
   
   A well thought out person specification will ensure that you have the largest possible field of appropriate applicants to select from, and that your decisions will be made as fairly as possible.

Writing the Person Specification - Do's and Don'ts

 DO try to phrase requirements (other than vocational qualifications) in the form of competencies or abilities, for example;

• Able to communicate clearly (both in writing and verbally)
• Able to maintain accurate written/computer records
• Able to keep accurate records of petty cash transactions up to £100
• Has a flexible approach to working pattern
• Has a good knowledge of Microsoft Office software
• Able to travel to all areas within the district and circuit

DO assess whether the post meets the criteria for a Disclosure and Barring Service (DBS) or Disclosure Scotland.  If it does, ensure that ‘A satisfactory Disclosure from the DBS/Disclosure Scotland an essential requirement.  For further information see the paragraph on Disclosure in Section 8, and the Guidelines for the Appointment and Employment of People with a Criminal Record, provided in Appendix 2.2.

AVOID asking for qualities or qualifications, which may be challenged on the grounds of being discriminatory, for example;

• 5 GCSEs
• GCSEs in English and Maths
• *5 years’ experience workings as an Administrator
• Use of a car and driving licence
• In good health
• Energetic

Requiring a minimum period of experience (e.g. five years) may be judged as potentially discriminatory against younger workers unless the employer can show the applicant will be unable to carry out the job without the required prior experience. 

The Person Specification should instead indicate what the applicant needs to have proven ability of (...), so instead of having 5 years experience of working as an Administrator, the person specification should break down what abilities they will need to demonstrate that will be part of the role, what specific abilities would you expect the candidate to have to perform satisfactorily in the role, for example, ‘Implement and operate a system to maintain stationery supplies’ or ‘Proven ability of updating invoice records’.