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Equity Action Plan

Job description templates

Submitted on behalf of Human Resources.

Job description templates are a helpful tool for hiring managers across the University of Victoria as they develop and update the roles within their teams. Following the release of the Equity Action Plan, the Compensation and Recruitment Team within Human Resources led an equity-centred redevelopment of UVic’s staff job description templates.

Job descriptions can be overly long (often eight pages), laden with technical evaluation criteria, and lacking clear skill‑focused qualifications — all of which create barriers for applicants and a lack of clarity around the role.

Human Resource Advisors set about overhauling the templates with the objective of simplifying descriptions to two‑ to three‑page templates that:

  • Centre equity by using inclusive language
  • Focus on demonstrable skills and competencies
  • Preserve clarity around responsibilities and level differentiation
  • Collect job evaluation information through separate, standardized collection methods

Connection to the EAP

 This activity advances of Recruitment and retention, Action 10:

Develop a collection of job description templates that are written in plain language, equity-centred and focused on skills. Lead: VP Finance & Operations

Impact

Since the release of the updated job description templates, HR has seen that managers have embraced the new 2 to 3 page templates and used the guidelines to describe roles clearly, attract talent, and distinguish between job levels. Some of the impacts of this initiative include:

  • Greater efficiency: Managers have replaced bloated job descriptions leading to reduced review/approval time from new job descriptions
  • Better candidate experience: Shorter, more focused job descriptions have led to fewer applicant questions and clarifications, speeding up time‑to‑offer and improving our employer brand—candidates know exactly what we value from day one
  • Greater consistency and standardization: all new job descriptions now include the same sections in the same order, which makes it easier for hiring teams and applicants to navigate

Learnings and reflections

Learning to pivot strategies was crucial to the success of this project. Initially, in addition to the job description templates HR developed a step-by-step guide on how to write equity-centred job descriptions. Feedback from hiring managers reflected resistance to using the new job description templates and guide. So, the HR team changed their approach. They set about showing hiring managers the ease and benefits of the new templates by drafting their first new job descriptions for them.