Determining Need
One of the best ways to create position descriptions is to identify the functions that need to be performed in order to provide this service. It is best, where possible, to separate each functional area because it is very difficult to find Volunteers or employees who are competent in all functional areas required for the success of this program.
For example:
If you were going to start up a training session for the Microsoft Excel program, you may require the following Human resources (by function):
- a trainer to conduct classes(instruction),
- someone to manage class enrolment lists, write receipts, and answer inquiries(clerical/ reception),
- someone to create course materials(course design),
- someone to provide access to the facility, clean the room, and to lock the facility(custodial).
Once the functional areas have been established, you will then examine each functional area and determine the skill sets necessary for each of the functional groups.
In the previous example, each functional area is quite different. You may find some overlap of skills, however for the most part, the receptionist, the custodial, and the instruction functions require different skill sets.
For example:
- All of these positions require organizational skills at some level
- The Trainer, Clerical Staff, and Course Designer would all require communication skills. However, the Material Creator would not need as well developed verbal communication skills as the other two positions would.
- The Trainer would not need as well developed writing skills as the other two positions and the clerical staff would not need to be as skilled in the Excel program as the other two positions.
Therefore, you will want to determine the skills necessary for the delivery and support of the program.
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