Person specification explained: how to read one and what each criterion means

Updated · By the Tick the Spec team

A person specification is the list of qualifications, experience, knowledge, skills and personal qualities an employer has decided the job needs. In the NHS, the Civil Service, councils, schools and universities it is the document your application is scored against. Each line is usually marked essential or desirable, and often with how it will be assessed. If you read it carefully before you write, you will know exactly what the shortlisting panel will be looking for, and you can make sure every essential line has a clear example in your application.

Person specification vs job description

The job description says what the post-holder will do: duties, responsibilities, who they report to. The person specification says what the employer wants in the person doing it. They are usually in the same job pack, sometimes in one document. The job description tells you what kind of examples will be relevant; the person specification tells you what you will be scored on. Write to the person specification, and use the job description for context.

The usual headings

  • Qualifications and training: for example GCSE English and maths at grade 4 (C) or equivalent, a degree, a professional registration (NMC, HCPC, GPhC, Social Work England), or a specific certificate. Usually you either meet these or you do not, so state them clearly.
  • Experience: what you have done before, sometimes with a time period ("at least two years' experience of..."). These need examples, not just job titles.
  • Knowledge: things you understand, such as safeguarding, data protection, relevant legislation or clinical guidelines. Show how you have applied the knowledge, not just that you have it.
  • Skills and abilities: communication, IT, organisation, analysis, leadership. Evidence these with short, specific examples.
  • Personal qualities, values or behaviours: compassion, resilience, working with others, commitment to equality. Many NHS trusts link these to their own values; the Civil Service has used named behaviours.
  • Other requirements: a driving licence, ability to work shifts, a DBS check, travel. Confirm these briefly.

Essential and desirable criteria

Essential criteria are the minimum. If the panel cannot find evidence that you meet an essential criterion assessed at application stage, they will often not shortlist you, however strong the rest is. Desirable criteria are extras that help separate a strong field. You do not need all of them, but address any you genuinely meet.

"How assessed" columns: A, I, T and others

Many job packs have a column showing where each criterion is assessed. Common codes are:

CodeUsually meansWhat to do
A or AFApplication formMust be evidenced in your statement
IInterviewMention briefly if you have space; prepare for interview
T or PTest or presentationPrepare; a line in your statement does no harm
C or DCertificate or document checkState the qualification clearly
RReferencesNothing extra needed

Codes differ between employers, so check the key in the job pack. If there is no column, assume everything may be assessed from your application.

How to read each criterion

  1. Find the verb. "Experience of", "knowledge of", "ability to" and "evidence of" each ask for a different kind of proof. "Experience of managing a budget" wants an example where you managed one, not a statement that you understand budgets.
  2. Find the qualifier. Words like "significant", "recent", "in a healthcare setting" or "at a senior level" narrow what counts. Address them directly.
  3. Spot criteria that are really two. "Excellent written and verbal communication skills" needs evidence of both.
  4. Translate jargon. If a criterion uses a term you have not met, the job description usually explains it. A quick search of the employer's website helps too.
  5. Note the order. Write your statement in the same order so the panel can follow it with their scoring sheet.

Worked example (fictional)

This is an invented person specification line and an invented applicant.

Criterion (essential, assessed at application): "Experience of working with confidential information and knowledge of data protection principles."

Two parts: experience of handling confidential information, and knowledge of data protection. A weak answer covers only one:

I understand the importance of GDPR and always keep information confidential.

A stronger answer from Tom, a payroll assistant applying for an HR administrator post, covers both, with an example:

In my payroll role I process salary and sickness records for about 400 staff. I only access records I need for the task, lock my screen when I leave my desk, and send payslip queries through the secure HR inbox rather than personal email. When a manager asked me by phone for a colleague's sickness dates, I explained I could not share them without checking his access, and directed him to the HR system where his permissions applied. I completed data protection training this year and understand the principles of using personal data only for a clear purpose, keeping it accurate and secure, and not keeping it longer than needed.

Common mistakes

  • Reading only the job description. You are scored on the person specification.
  • Skipping "obvious" essentials, such as GCSEs or a driving licence. If it is not on the form, the panel cannot tick it.
  • Answering half a criterion when it has two parts.
  • Treating desirable as optional when you have the evidence. It can be the tie-breaker.
  • Applying when you clearly miss an essential qualification that cannot be met by equivalent experience. Check whether "or equivalent" is allowed.

Tick the Spec reads the person specification in your job pack, lists every criterion with its essential or desirable label, and shows which ones your CV already evidences. The shortlisting sheet is free. When you are ready to write, follow our step-by-step guide on how to write a supporting statement.

Sources

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