Essential and Desirable Criteria: How to Answer a Person Specification

The person specification is the most important page in any job pack. Once you understand essential and desirable criteria, writing your application becomes far less daunting.

What is a person specification?

The job description tells you what the job involves. The person specification tells you what kind of person the employer is looking for: the qualifications, experience, skills, knowledge and personal qualities they need. Schools, nurseries, councils, colleges and the NHS almost always include one.

It matters because shortlisting panels usually use it as a checklist. They read your application and mark it against each criterion, one by one.

Essential and desirable: what’s the difference?

• Essential criteria are the things you must have to do the job. If your application doesn’t show you meet them, you are unlikely to be shortlisted.
• Desirable criteria are the extras that would make you a stronger candidate. You don’t need all of them, but when several people meet every essential point, the desirable ones are often what decides who gets an interview.

Check how each criterion will be assessed

Many person specifications show how each point will be checked, often with letters such as A (application form), I (interview) or T (test). Anything marked A must be covered in your application. Points marked I only will come up at interview, but it does no harm to mention them briefly.

How to answer each criterion

1. Number them. Copy out the person specification and number every criterion, essential first.
2. Find one real example for each. Paid work, volunteering, caring for family, training and running a home all count.
3. Follow the same order. Answer them in the order they appear. If you’re allowed, use each criterion as a heading.
4. Use their words. If it says “ability to work as part of a team”, use that phrase in your answer, so the panel can find it.
5. Show, don’t tell. Use the STAR method: the Situation, the Task, the Action you took, and the Result.

An example

Criterion: “Good organisational skills and the ability to prioritise a busy workload” (Essential, A/I)

“As a school office volunteer, I helped during the week of the Christmas performances, when there were extra letters, ticket requests and phone calls on top of the usual work. I made a simple daily list, dealt with anything time-sensitive first, and kept a spreadsheet of ticket requests so nothing was missed. Every family received their tickets on time, and the office manager asked me to help again the following year.”

What if I don’t meet every point?

• Essential points: look for experience that is close to it, including transferable skills from other work or from home life. If you’re working towards a qualification, say so and give the expected date.
• Desirable points: it’s fine not to meet them all. Cover the ones you can, and show you’re willing to learn.
• Always be honest. Never claim experience you don’t have. Everything you write can be asked about at interview.

Quick checklist

• Every essential criterion is covered, in order
• Each one has a real, specific example
• As many desirable criteria as you honestly can
• The employer’s wording is used
• It’s within the word or character limit

For the full method, read my guide on how to write a supporting statement. Applying for a school or nursery job? See my tips for a teaching assistant or nursery practitioner supporting statement.