Are you hiring a new person for your L&D team? That’s great news! But let me guess, Talent Acquisition has asked you to give them a job description so they can advertise the role and you have no idea what to write? Don’t worry, friend, our article will help you with all the basics.
Table of contents:
Job Description vs Job Ad
First things first. You might think that a job description and a job ad are the same thing but they are not. A job description (JD) is an internal document that outlines the key responsibilities, competencies and qualifications required for a particular role. It’s like a blueprint that guides your hiring process.
On the other hand, a job ad is the external pitch you use to attract potential candidates. Think of it as a marketing tool that highlights the most attractive aspects of the job and your company in the hopes of enticing the best talent to apply.
For example, a job description for an L&D Manager will specify the need for strategic thinking and leadership skills. The job ad might emphasize the opportunity to shape the learning strategy for a growing organization, appealing to candidates looking to make a big impact.
Clarify the Role
Your first step in creating either a job description or an ad needs be to clarify the role itself. It’s one thing to be looking for an Instructional Designer, another for Trainer or Facilitator. To make it easier for you, let’s explore 3 common roles: L&D Administrator, L&D Specialist and L&D Manager.
| L&D Administrator | L&D Specialist | L&D Manager |
Primary responsibilities | Manage training schedules, maintain records, coordinate logistics for L&D programs. | Develop instructional materials, conduct training sessions, evaluate program effectiveness. | Design L&D strategy, oversee program implementation, manage L&D team, align training with business goals. |
Key competencies | Strong organizational skills, attention to detail, proficiency in learning management systems (LMS). | Instructional design expertise, facilitation skills, knowledge of adult learning principles. | Leadership, strategic thinking, stakeholder management, budget oversight. |
Fit with the learning strategy | Supports the execution of learning initiatives by ensuring seamless administrative processes. | Contributes to the creation and delivery of effective learning interventions that drive performance improvement. | Shapes the learning strategy to align with organizational goals, ensuring training initiatives support overall business strategy. |
Required experience | 1-2 years in an administrative role, preferably in an L&D or HR environment. | 3-5 years of experience in instructional design, training delivery, or similar L&D roles. | 7-10 years in L&D, with experience in leadership or strategic roles. |
Educational Background | Bachelor’s degree in business administration, HR, or a related field. | Bachelor’s degree in education, instructional design, or a related field; certifications like CIPD are a plus. | Bachelor’s or Master’s degree in L&D, HR, or Organizational Development; advanced certifications in L&D preferred. |
Key metrics for success | Timely and accurate completion of administrative tasks, high participant satisfaction with program logistics. | Improved learner outcomes, positive feedback on training sessions, increased engagement in learning programs. | Achievement of strategic learning objectives, ROI on training programs, enhanced employee performance and retention. |
Note: the above is for illustrative purposes, and your needs may differ greatly from the ones described above!
Craft the Job Description
Now that you have the basics, you need to fill in the following categories:
Job title – the official title
Job summary – concise and compelling overview of the role
Key responsibilities – list of the main tasks and responsibilities
Key competencies – list of critical skills and knowledge the candidate must posses to be considered for the role
Required Experience – the experience the ideal candidate will bring to the role
Preferred Qualifications – list of desirable educational background(s)
Reporting Structure – reporting line and team dynamics
Salary and Benefits – this is a controversial topic but there is a considerable shift towards being open and transparent with the salary ranges
Your Talent Acquisition team will likely have a template you can follow to make sure you have filled in all the required information.
To learn, check out our article “How to make sense of L&D job descriptions”.
Write the Job Ad
Job ads are sometimes written and handled by the Talent Acquisition team. If that’s your case, first of all – lucky you! And, second of all, feel free to skip this part. But if that’s not what’s happening to you, strap on; you’ve got some work to do.
Your job ad should have the following components (all examples have been generated with ChatGPT 4o):
Engaging Introduction
Your introduction should capture the attention of the audience with a compelling opening.
For example, "Imagine a workplace where your ideas for developing cutting-edge training programs are not only valued but celebrated. At ABC Corp, we're searching for a visionary L&D Manager who thrives on pushing the boundaries of traditional learning. If you're excited about leading a team and shaping the future of our learning strategy, we want to hear from you!"
Highlighting the Unique Selling Points (USP)
Tell potential candidates why they should choose your organization and this role.
For example, "At XYZ Company, we don't just invest in our employees—we invest in their futures. As our new L&D Specialist, you'll have the opportunity to shape learning programs that directly influence the growth and success of our team members. With access to cutting-edge tools and a culture that champions innovation, you'll be at the forefront of transforming our learning landscape."
Brief Overview of Responsibilities and Qualifications
Summarize the key points from the job description, don’t just paste the whole thing – no one is going to read it, we promise you!
For example, "As an L&D Administrator, you’ll ensure our learning programs run smoothly by managing schedules, maintaining training records, and supporting our team. Ideal candidates will have at least 2 years of experience in an administrative role, excellent organizational skills, and proficiency with learning management systems (LMS)."
Work Environment
Describe the organizational culture and work setting.
For example, "Our culture at ABC Corp is built on trust, respect, and a shared commitment to excellence. We offer a supportive work setting where you’ll have the autonomy to make decisions and the resources to develop your career, all while working in a fun and energetic atmosphere."
Call to Action (CTA)
Include a line encouraging potential candidates to apply, and how they can do so.
For example, "Excited about this opportunity? Click ‘Apply’ to start your journey with us!"
Incorporating Company Branding
Make sure that through the text, the company culture and values are reflected in the tone and language.
SEO Considerations
Use relevant keywords to optimize the job ad for search engines.
For example, "Looking for a skilled Learning and Development Specialist with expertise in instructional design and adult learning principles? Join our dynamic team and help us create impactful training programs. Apply today for this exciting L&D Specialist role!"
Tips for Effective Job Ad Distribution
If you’ve written the best job description and job ad, you may be eager just to post it on your company website, kick back and wait for candidates to start applying. But there’s more to it than that. Here are some tips we can offer to make sure your job ad is successful:
Select the right channel
Choose the job boards and platforms where you are more likely to encounter potential L&D people. Here are some we’ve found online:
ATD’s Job Bank: https://jobs.td.org/
The Learning Guild’s Job Board: https://www.learningguild.com/job_board/jobs/index.cfm?action=viewcats
eLearning Industry’s Job Board: https://elearningindustry.com/jobs
Teaching: A Path to L&D Job Board: https://www.teachlearndev.org/resources/job-boards (the link to the actual board is hosted on Airtable)
If you come across other job boards, please send us a message.
Of course, no one beat the more popular platforms, like LinkedIn, Indeed, Monster or Glassdoor. So we’ll just leave them here.
Promote the Ad on Social Media
Posting the ad on hoping for the best is certainly a strategy… but it’s not the best one. To ensure your ad’s success, spread the word about it on social media – both your company pages and your personal profile. You never know who might be lurking in your feed.
Leverage Employee Referral Programs
If your company has a referral program, encourage your existing employees to advertise the position and, again, spread the word. The best advocates are happy employees. And if your employees are happy, you’ve won half the battle. Speaking of… if your employees aren’t happy, perhaps refrain from going down that path.
As you embark on the journey of crafting your next job description or job ad, remember that this is your chance to shape the future of your L&D team. Take the time to define the role clearly, communicate what makes your organization stand out, and inspire the best talent to join you. The perfect candidate is out there, and with the right approach, you’ll find them. Now that you’re equipped with these tips, go ahead and create that compelling job ad—and watch as top-notch candidates start knocking on your door. Happy hiring!