The Importance of the Person Specification in the Recruitment Process

When an employer is looking to fill a position, more often than not they will write a comprehensive job description, but there is a high chance that they may not write an accompanying in-depth person specification, according to dental jobs website DentReps.

What Exactly is a Person Specification?

Well, it can be best described as a document which details the characteristics of the person who would be the right fit for the position, which enables the employer to hire correctly at the first time of asking. It is likely the document would contain details of what skills and personality a person should have to do the job properly. Sometimes, the necessary qualifications of the candidate would be documented, as well as details of the experience the candidate should have in order to be considered.

The person specification is excellent for outlining the necessary “soft skills” that a candidate should have. For example, areas such as team work and attention to detail could feature. The specification is useful for the candidate also, as they will be able to see if they have the necessary requirements to apply, which filters out any unsuitable candidates before you need to interview them, which makes the recruitment process more efficient.

Beware – Avoid Discrimination

You will have likely been aware of all the chat about tackling discrimination this year, so it is important to be more careful than ever when writing your specification. It is essential you avoid even any hints of discrimination. This is why we would recommend that you get a colleague to proof read your document after you have completed it. Make sure you don’t refer to areas such as sexuality, gender, race and religion. This is why only referring to a candidate’s working characteristics which will directly impact their ability to do the job successfully should be documented.

 

[LekshmiGPilllai]

Great insights on the significance of a well-drafted person specification! I completely agree that it serves as a crucial tool not only for employers but also for candidates. By clearly outlining the essential skills, qualifications, and personality traits needed, it helps streamline the recruitment process and ensures better matches.

I also appreciate the emphasis on avoiding discrimination. Focusing strictly on job-related competencies while excluding personal characteristics like gender, race, or religion is key to fair and lawful hiring. Having a colleague review the document is a smart step to catch any unintended biases or language that could be problematic.

In my experience, when the person specification is clear and precise, it reduces the chances of unsuitable applicants and saves valuable time during shortlisting and interviews. What are some best practices you’ve seen for writing an effective person specificati
on?

 

[Priyani Gupta]

The article from DentReps highlights an often-overlooked yet crucial element in the recruitment process — the person specification. While job descriptions are a standard part of hiring, the article rightly draws attention to the imbalance where employers invest time in detailing job responsibilities but neglect to define the kind of individual most suited for the role. This oversight not only hampers efficient hiring but also increases the risk of turnover, misaligned expectations, and workplace dissatisfaction.


A person specification functions as the behavioral and technical blueprint of the ideal candidate. Unlike a job description that focuses on what the job entails, the person specification zeroes in on who would thrive in that role. It lists the essential and desirable attributes — such as skills, qualifications, personality traits, and prior experience — that help the candidate perform the duties effectively. This targeted clarity benefits both the employer and the potential employee.


One of the strongest arguments presented is the emphasis on soft skills. Traits like teamwork, adaptability, communication, and attention to detail are often harder to measure but play a significant role in job performance. For example, in service-oriented fields like dentistry or hospitality, emotional intelligence and interpersonal skills often outweigh technical prowess. Including such competencies in the person specification sets the tone for cultural and operational alignment right from the recruitment stage.


Another commendable point is the article’s focus on the role of the person specification in reducing inefficiencies. A well-crafted specification acts as a filtering mechanism, saving employers time and resources by ensuring only qualified and compatible candidates apply. This pre-screening not only reduces interview fatigue but also accelerates the hiring cycle. Additionally, it boosts candidate confidence, as applicants are less likely to feel misled or mismatched once hired.


Perhaps the most socially responsible point raised is the warning against discrimination. In today’s increasingly diverse and inclusive work culture, even unintentional biases can lead to reputational damage or legal consequences. By advising employers to avoid any reference to gender, sexuality, religion, or race, the article promotes ethical hiring practices. The recommendation to have a colleague proofread the specification is both practical and essential in creating a bias-free document.


However, the article could further enrich its narrative by encouraging the use of competency-based frameworks when writing person specifications. For instance, leveraging tools like the STAR method (Situation, Task, Action, Result) in interviews can help align person specifications with real-world performance indicators. Similarly, offering templates or checklists might empower HR personnel or small business owners who lack formal recruitment training.


In conclusion, the article effectively underscores the importance of the person specification in the hiring process. It aligns well with contemporary best practices by advocating clarity, efficiency, and inclusivity. Employers who implement detailed and thoughtful person specifications stand a better chance of building cohesive, competent, and diverse teams — all crucial elements of long-term business success.