Not only does it help businesses prioritize their hiring needs, streamline the recruiting process and make better choices, Job but it can also act as a checks and balances system.
Implementing job requisitions into the hiring process means recruiters will have a clear idea about what type of job role they need to fill, a start date, a proposed salary band, and the contract type.
This piece will take a deeper look at what exactly job requisitions are, why you need them, and how to make sure you’re writing good job requisitions.
What’s a job requisition?
A job requisition is a way of formalizing a hiring need. It gives recruiters or managers an explanation of why the role needs to be filled along with other crucial information to make the right hiring decision, serving as a foundation for your job postings and recruiting process.
Job requisitions often lay out what type of role needs to be filled in what department, along with a salary band, start date, job description and if a bonus will be available. A requisition is then sent out to management for approval. It will give them a blueprint of what they can offer candidates when the hiring process begins.
Usually, job requisitions are created in two ways, either in a form or on an Applicant Tracking System (ATS). If your company uses an ATS, it will likely have templates ready to use to create the reqs quickly and easily, plus tools to manage the job requisition approval process further.
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What does a job requisition include?
A job requisition will include some standard elements, such as what department is hiring, a salary band, and whether it’s a full-time, part-time, or temporary position.
Key elements to any job requisition usually include:
- Department: What department/team you’re hiring for
- Manager/recruiter: Whoever is in charge of making the hire
- Reason for requisition: Why are you hiring for the role? Is it a new position in the department, or is it to fill an existing employee who has retired or left the company?
- Salary band: An expected salary range the recruiter can offer applicants during the interview process
- Start date: A proposed start date for the role
- Contract: If the contract is for a full-time, part-time, or temporary role as well as how many hours a candidate will be expected to work per week
- Employment qualifications: If you need a certain skill set or length of experience to fill a role. For example, if the job requires a certain degree or qualification, it will need to be listed on the job requisition
- Budget/timeline: If you need a position filled quickly, or if you only have a set amount of funding to spend recruiting, this needs to be included on the form. That way, the manager/recruiter has some indication of a timeline they need to have the position filled by, as well as how many hours they can dedicate to the search
- Job description: A detail description of tasks and duties of the role, gained through a thorough job tasks analysis
Why do you need a job requisition?
Integrating job requisitions into your hiring process is crucial.
Not only can they justify the need for the role within the organization and formalize the beginning of hiring for a new role, but they also clearly outline the needs of a department to a hiring manager or recruiter. Remember that if you are outsourcing recruiting, or you have large departments, it’s almost impossible for those in charge of a hire to know details like salary bands or education qualifications needed for a role unless you outline them.
Job requisitions cover these bases, as well as giving recruiters an explanation of why you need this hire and what you expect a candidate to bring to the table.
It can also help companies to formalize their recruitment processes. By putting their hiring needs in writing before searching for candidates, job requisition forms can keep a paper trail of what managers expect from candidates as well as how long hires take, and why the position needs to be filled in the first place.
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The job requisition process
If a job vacancy needs to be filled, the first port of call is an alert raised by a hiring manager or recruiter.
It is up to them to create and complete a job requisition before the hiring process starts. Once they gather information from the relevant department about the job, if the vacancy is in a larger company, the hiring manager will then need to send the job requisition to the HR and/or finance department for approval.
Like any part of the modern hiring process, this is where tech can make the process a lot easier.
If your organization is using an ATS, then a lot of the job requisition process can be automated. From the beginning of the process, an ATS can use predefined rules to automatically move along the job requisition in between departments for approval.
For example, larger companies may require the HR department and the finance department to sign off on a job requisition. An ATS can automatically move it between apartments after approval and then deliver it back to the hiring manager once everyone has given it the ok.
Job requisition vs job description vs job posting
It’s important not to confuse job requisitions with job descriptions or job postings.
Although it’s common for the three terms to be used interchangeably, there are some differences to note:
- Job requisitions: Are only used internally by hiring managers and HR/Finance departments. Candidates who apply for the job will never see this form.
- Job descriptions: Are also internal documents, but they are used by recruiters to create job advertisements. The reason these are important is that companies must communicate job openings in a tone that reflects the company’s messaging and style. These internal documents give recruiters a guide on what type of language they should use to describe a job position and the responsibilities/qualifications a candidate should hold if they want to apply
- Job postings: This is what a candidate will see before they apply for a job. It is the result of what a hiring manager writes as a job advertisement using the information given to them in the job description.