Two key terms are often used when it comes to defining the nature and requirements of a particular position within a company — job responsibilities and job descriptions.

While these terms are often used interchangeably, they have distinct meanings and serve different purposes.

Job responsibilities refer to the specific tasks, duties and actions an employee is expected to perform on a day-to-day basis. They are a focused list of core functions and activities the employee is accountable for in their position – providing a clear and concise understanding of what the employee is required to do to fulfil the requirements of their role.

This list of job responsibilities, however, forms just part of an overall job description – which provides a more detailed view of the role. Job descriptions are broader in their scope, providing information about the company, hierarchy, rewards and benefits and more. 

A job description should provide everything a prospective employee needs to know about the role – beyond just the day-to-day tasks.

In addition to the job responsibilities, a job description will typically include the job title, a job summary, qualifications and requirements, reporting structure, work environment and compensation and benefits information.

By encompassing these various components, a job description provides a comprehensive and formal record of the position and its place within the company, serving as a crucial tool for effective hiring, performance management and company planning.

Both job responsibilities and job descriptions are essential HR tools used for effective workforce management, and understanding the differences between these two concepts is crucial for accurately defining and communicating the requirements of each position within a company.

Job descriptions are also often confused with job adverts. Find out more about the differences between job descriptions and adverts in our helpful guide!

Job descriptions are more than just recruiting tools – they’re also strategic assets that can shape employee development, support career progression and highlight skills gaps between employees.

High-quality job descriptions also have the additional benefits of:

• Boosting talent retention. 

• Clarifying the responsibilities of job roles to make them unique. 

• Maintaining compliance with labour legislation. 

• Supporting diversity and inclusion efforts. 

• Offering fair and balanced reward schemes to workers. 

• Pushing the company to increase growth and success.

However, many businesses still face challenges when creating and standardising their job descriptions, including:

• Lack of Consistency: Many businesses have no standardised format or process when it comes to creating job descriptions. This can lead to inconsistent information in the descriptions for the same roles in different departments.  

• A Lack of Transparency: There is often a general lack of oversight of the job description process. Changes are often made with document-tracked changes, or through messy and unclear email chains. This can make it impossible to tell who made changes to the job descriptions and when they were made. 

• Unrealistic Expectations: Often job descriptions don’t align with the current responsibilities of that job description, leading to inaccurate hiring and making the act of upskilling for that role impossible. 

• Out of Date Job Descriptions: As time progresses, the responsibilities of specific job roles within an industry can change. Many employees cite a mismatch between the job description and their day-to-day responsibilities as a reason for leaving a role. 

• No Way to Maintain Legislative Compliance: With a global increase in legislation around diversity, pay equity and transparency, these must be reflected in job descriptions. Without consistent job descriptions, companies run the risk of financial penalties.