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Person specification form template

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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.

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What is a Person specification form?

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.

What are the best practice implementation milestones / timescales?

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
Person specification form template
person specification form template

What legal and best practice aspects should employers be aware of?

Person Specification Forms are informed by various UK employment legislation to ensure fair and non-discriminatory recruitment practices. Key legislation includes:

  • Equality Act 2010: Ensures protection against discrimination based on protected characteristics such as age, gender, disability, and more.

  • Human Rights Act 1998: Protects individuals' rights to be treated fairly and equitably.

  • Data Protection Act 2018: Regulates the collection and use of personal data, including data gathered during recruitment.

  • Employment Rights Act 1996: Governs the recruitment and employment relationship, safeguarding against unfair treatment and ensuring equal opportunities.

  • The Public Sector Equality Duty: Applicable to public sector employers, requires consideration of equality implications when creating person specifications.

  • 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.

Person specification

Job title:


Reports to:


[List the qualifications that someone in this role will require.]


[List the skills and qualities that someone in this role will require.]


[List the experience that someone in this role will require.]

Date created:


Version: [1.0]

Issue date: [date]


The Person specification form template is issued by an employer
Issue path
The Person specification form template is issued to an employee

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Why buy our Person specification form template?
  • You save time and effort with a professionally written, editable HR document that is tailored to meet best practice.
  • You ensure compliance with applicable ACAS Codes of Conduct and other legal requirements.
  • You are notified by email whenever this template or its supporting resources are updated.
  • You enjoy 12 months of unlimited access with no hidden fees or extra costs.
  • You unlock a 25% discount on all future purchases or renewals of our libraries, toolkits, and templates.

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