It has been known for voluntary groups to recruit a person with the wrong skills to assist them.  When recruiting members of staff it is important to do it properly and draw up an accurate ob description.  This can be a time-consuming but very important and rewarding process. Once a job description has been completed, it will require regular review and updates.

1. Analyse the Job!
   Depending on the importance and complexity of the job, various methods can be used to collect data for analysis. You must use what method is most appropriate, taking into account the purpose of the analysis and time involved. For routine jobs it is usually sufficient to draw up a list of tasks and responsibilities. What are the criteria on which performing a task relies, e.g. working with another group.  What equipment is used?. Everything is important, from social interaction to technical problems.
    
2. Gather documentation
   Get together all documents relevant to the job, including staff policies, old job descriptions or sample job descriptions from other groups,  All such documents will provide you with general background information.
    
3. Organise your data
   Once you have gathered the necessary information, begin to tart sort tasks and responsibilities. How often do they occur and how difficult or important are they? What skills and knowledge are required for each of them? Draw up a schedule setting out each tasks and rank the importance of the skills and knowledge from 'essential' to 'non-essential'.
    
4. Finalise your analysis
   Set out the result of your analysis. Items to be included are:
   1. an accurate job title
   2. the job's general purpose, e.g. provide administrative support to the Committee
   3. level of responsibility, including a detailed specification of any supervisory duties.
   4. where necessary only - an organisation chart reflecting the job's position in relation to the rest of the structure
   5. the location, also in relation to required equipment
   6. salary, benefits and promotion procedures
   7. working hours
   8. tasks to be performed and their relative importance
   9. skills and knowledge required, with their relative importance i.e computer literate?
   10. personal attributes, e.g. accuracy, level-headedness, good speaker etc.
        
5. Draw up a job description
   You can now draft a Job description including items such as:

1. Job title
2. Department Name?
3. Location of workplace
4. Hours of work
5. Level of seniority
6. Salary
7. Job title or position of the person to whom the job holder is reporting
8. Job title of any staff reporting to job holder
9. General purpose of the role
10. Main tasks and duties with specification.
11. Any other relevant information, opportunities for added responsibility and other optional extras.   

7. Check accuracy
   Ask the other members of the committee and/or relevant staff members to check the accuracy of your analysis and job description and provide you with suggestions/amendments.

When satisfied with the Job Description you can now draw up a Personnel Specification

Sample Job Description