Job Description – One of the Employer’s Main Responsibilities

A job description is a crucial document for both the employee and the employer. It contains information about duties, requirements, and the specifics of a given position. Drafting this document allows for clear delineation of roles and responsibilities, which translates into better work organization. In this article, we will discuss the most important aspects of a job description, its purpose, the responsibilities of both the employer and employee, and the common mistakes made when creating it.

Employer’s Obligations Towards the Employee – Labor Code

According to Article 94 of the Labor Code, the employer is obligated to define the scope of duties for each job position and to familiarize the employee with these duties before they begin work. Additionally, the employer must inform the employee about how to perform the work for that position and about their rights. This is a fundamental element of the employer-employee relationship, aimed at ensuring transparency and safety in the workplace. According to a ruling of the Supreme Court on April 3, 1997 (I PKN 77/97), the employee is required to sign the job description consistent with the employment contract. Refusal to sign the document may be grounds for terminating the employment contract. Creating a written job description protects both the employer and the employee from potential misunderstandings regarding duties and responsibilities.

Why Create a Job Description?

A job description allows for the precise definition of duties, which facilitates personnel management and helps employees understand their roles in the organization. This is particularly important during the recruitment process, as it allows candidates to become familiar with the job requirements before being hired. Additionally, the job description supports employee evaluations, career development planning, and promotions.

Is a Job Description Mandatory?

A job description is not legally required, but its creation benefits both the employer and the employee. The absence of a formal requirement doesn’t mean it should be ignored—a job description is a tool that simplifies personnel management, increases work efficiency, and ensures transparency of roles and duties.

What Should a Job Description Include?

To be comprehensive and useful, a job description should include the following elements:

• Job title – a precise description of the position within the company’s structure.
• Purpose of the position – a description of why the position exists and what goals it aims to achieve.
• Scope of duties – a detailed list of tasks the employee is expected to perform.
• Working conditions – information regarding working hours, the workplace, and tools the employee will use.
• Responsibilities – a clear statement of what the employee will be accountable for in the position.
• Requirements – qualifications, skills, education, and experience that the employee must have.
• Rights and benefits – information on the benefits associated with the position.

What Benefits Do the Employer and Employee Gain from a Job Description?

The benefits of having a job description are significant. For the employer, it’s a tool for effective personnel management—it clearly defines duties, which reduces the risk of misunderstandings and increases work efficiency. A job description also facilitates recruitment and employee evaluations. For the employee, it provides clear information about their responsibilities and the employer’s expectations, which leads to a better understanding of their role in the company.

Job Description – What Mistakes Are Made?

When creating job descriptions, several common mistakes can negatively affect the organization’s functioning. The most frequent mistakes include:

• Lack of precision – the job description should be clear and understandable, and tasks should be well-defined.
• Excessive detail – an overly detailed description can limit the employee’s flexibility and initiative.
• Lack of updates – the job description should be regularly updated to reflect changes in the organization.
• Failure to define goals – the description should clearly outline the objectives and expectations for the position.

Workplace Equipment

An important element of work organization is the proper equipping of the workplace. According to new health and safety regulations coming into effect on November 17, 2023, employers must provide adjustable computer monitors, ergonomic keyboards and mice, and footrests for employees. If an employee works on a laptop for at least half of their work time, they are entitled to an additional monitor. The employer is also required to provide appropriate vision-correcting equipment if the employee works on a screen for more than four hours a day.

Conclusion

Creating job descriptions is a process that benefits both the employer and the employee. It helps improve work organization, clearly define responsibilities, and support the recruitment process. Job descriptions should be updated to reflect company changes and should be drafted in a clear, precise, and comprehensive manner. Additionally, proper workplace equipment is essential to ensuring employee comfort and safety.

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