A job description is an advert, not a legal form. It should help the right person say "that is me" and the wrong person move on. Most fail because they list everything and say nothing.
Start from the work
Before you write, answer three questions for yourself.
- Why does this role exist? What problem does it solve for the business?
- What will the person do in a normal week?
- What would a great result look like after six months?
These answers are the core of the description. Everything else supports them.
The structure
- Job title. Plain and searchable. "Customer Support Assistant", not "Happiness Ninja".
- Summary. Two or three sentences: what the business does, why the role exists.
- What you will do. Five to seven real tasks.
- What we are looking for. Must-haves, kept short. Nice-to-haves, clearly marked.
- What we offer. Pay, hours, location or remote, and anything else real.
- How to apply. What to send, and by when.
A template
Customer Support Assistant (part-time, 20 hours a week)
We sell handmade ceramics online to customers across the country. Orders have tripled this year, and we need someone to look after our customers while we focus on making.
What you will do
- Answer customer emails and messages, usually within a day.
- Handle returns, replacements and delivery questions.
- Keep our order records and stock list up to date.
- Spot common questions and help us write better answers.
What we are looking for
- Clear, friendly writing.
- Calm with upset customers.
- Comfortable learning new tools.
- Nice to have: experience in an online shop.
What we offer
[Pay range], flexible hours, remote, and a small team that will value your ideas.
How to apply. Send a short note about why this role suits you, and one example of a customer email you would be proud of, by 10 November.
Mistakes to avoid
- Rockstar wanted
- Fast-paced environment
- Must be able to multitask
- Other duties as assigned
- A wish list. Ten must-haves scare off good people who meet seven. Keep must-haves to what truly matters.
- Vague tasks. "Support the team" says nothing. "Answer customer emails within a day" says a lot.
- Hiding the pay. Many good candidates skip adverts without it, and some places require it by law.
Write it so the right people apply
Use plain words, and describe the job honestly, including the hard parts. A small business has fewer processes and more variety. Some people love that. Say it, so they find you.
If this is your first hire, start with how to hire your first employee. Once someone joins, the tasks from this description become their onboarding checklist.