Person specification form template
Our Person Specification Form Template streamlines the process of outlining the essential skills, qualifications, and attributes required for a specific job role, ensuring accurate candidate evaluation.
- 1 page / 45 words.
- Last updated 08/03/2021.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Person specification form
Job title:
Department:
Reports to:
Qualifications:
[List the qualifications that someone in this role will
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A person specification states the minimum set of capabilities a person needs to have in order for them to be appointed into a position. The primary use of the person specification is to assist in the recruitment and selection of a new employee. It can be separate to the role profile, or standalone.
The person specification highlights the experience, qualifications, skills and experience that are required for a person to be appointed into the role.
It is usually delivered to the Employee by the Employer / HR.
Compliance
Compliance
This Person specification form template incorporates relevant UK laws and HR standards, including those listed below:
Person Specification Forms are informed by various UK employment legislation to ensure fair and non-discriminatory recruitment practices. Key legislation includes:
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Equality Act 2010: Ensures protection against discrimination based on protected characteristics such as age, gender, disability, and more.
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Human Rights Act 1998: Protects individuals' rights to be treated fairly and equitably.
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Data Protection Act 2018: Regulates the collection and use of personal data, including data gathered during recruitment.
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Employment Rights Act 1996: Governs the recruitment and employment relationship, safeguarding against unfair treatment and ensuring equal opportunities.
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The Public Sector Equality Duty: Applicable to public sector employers, requires consideration of equality implications when creating person specifications.
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Disability Discrimination Act 1995: Ensures that employers make reasonable adjustments to enable disabled individuals to apply for roles.
These legislations guide the development of person specification forms to uphold equal opportunities, eliminate discrimination, and promote diversity in the workplace.
Timings
Timings
Follow these best practice actions to get the most from the Person specification form template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify job requirements: Determine the skills, qualifications, experience, and attributes needed for the role. | Hiring Manager | Before drafting |
| 2 | Use the Person Specification Form: Complete the form with specific job-related criteria, ensuring clarity and accuracy. | HR or Hiring Manager | During job creation |
| 3 | Review and approval: Have the form reviewed and approved by relevant stakeholders to ensure alignment. | HR or Hiring Manager | Before posting the job |
| 4 | Evaluate candidates: Use the form to assess candidates during the recruitment process. Compare applicants against the specified criteria. | Hiring Team | Throughout selection |
| 5 | Refinement: Update the form based on feedback and experience to improve accuracy for future job openings. | HR | After each recruitment cycle |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Person specification form template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
