Job Description Writer: Notes to Posting-Ready JD

Build me an agent workflow that turns hiring manager intake notes into a posting-ready job description, with must-have vs preferred qualifications cleanly separated and a list of role-level risks for the recruiter to review before posting.

Trigger: run when a hiring manager sends intake notes to a designated Gmail label (for example, 'JD intake'), or drops a brief into a specific Google Drive or Microsoft SharePoint folder. Support all three sources so different teams can use whichever they prefer. If none of those fire, allow the workflow to be run on demand with the intake pasted in.

Inputs to read: the email body and any attachments from Gmail, or the file content from the Drive or SharePoint folder. The intake may include role title, team, manager, level, scope, location, comp range, headcount reason, must-have skills, nice-to-have skills, interview loop notes, and links to similar existing roles. Treat it as messy free-form text, not a fixed template.

Reference style: also read two or three existing job descriptions from a configurable Google Drive or SharePoint 'style examples' folder so the new draft matches the company's tone, section order, and length.

What the agent should produce, in this order: a one-paragraph role summary, a 'What you will do' responsibilities section, a 'Must-haves' section (only true blockers belong here), a 'Nice to haves' section (preferred but not required), a 'How we work / about the team' section, a compensation and benefits section, and a closing call to apply. Match the reference style for headings and voice.

Risk and quality checks the agent must run before handing off: 1) flag if the proposed title looks inflated or deflated for the scope described, 2) flag if must-have qualifications are stricter than the scope justifies (years of experience, degrees, specific tools), 3) flag gendered or biased language, 4) flag missing salary range where local laws or company policy require it, 5) flag any item that belongs in 'nice to have' but was filed under 'must have', 6) list any open questions the hiring manager still needs to answer.

Output: save the finished job description as a Google Doc in a 'Job descriptions / drafts' folder in Google Drive, or as a Word file in the equivalent SharePoint folder, depending on where the intake came from. Then post a message in the recruiting Slack channel with the role title, a link to the draft, the list of flagged risks, and any open questions for the hiring manager. Tag the recruiter assigned to the role if that mapping is provided.

Keep one workflow run per intake. If the hiring manager replies in the Gmail thread or updates the brief in Drive or SharePoint with new info, treat that as a new run and produce an updated draft rather than editing the previous one in place.

Additional information

What does this prompt do?

Turns rough intake notes from a hiring manager into a candidate-ready job description, complete with summary, responsibilities, qualifications, and benefits.
Rewrites uneven or copy-pasted drafts so structure, voice, and seniority signals match your company tone.
Cleanly separates must-have requirements from preferred qualifications so candidates self-select correctly.
Surfaces title, level, scope, and policy-sensitive gaps before the post goes live, like inflated titles, missing salary ranges, or biased language.

What do I need to use this?

A Gmail inbox where hiring managers send intake notes, or a Google Drive or SharePoint folder where they drop briefs.
A Google Drive or SharePoint folder where finished job descriptions should be saved.
A Slack workspace and a channel where recruiting can review the draft.
Optional: a sample of two or three existing job descriptions the agent should match in tone and structure.

How can I customize it?

Change the source: pull intake from a Gmail label, a Drive folder, a SharePoint folder, or all three.
Adjust the JD structure: swap section order, add a 'How we work' block, or require a salary range on every post.
Pick which Slack channel gets the finished draft and who is tagged for review.
Tighten or relax the risk checks, for example: always flag titles above Senior, missing compensation, or US-only policy issues.

Frequently asked questions

Do I have to write the brief in a specific format?

No. The agent reads free-form notes, bullet lists, or even a forwarded email thread. If something important is missing, it will ask in the Slack review message rather than guess.

Can it match our existing job description style?

Yes. Point it at a folder with two or three of your current postings and it will mirror their structure, voice, and section order on every new draft.

Where does the finished job description end up?

By default it gets saved as a document in Google Drive or SharePoint and a link is posted in your recruiting Slack channel for review. You can change either destination.

Will it flag biased or non-compliant language?

It checks for common issues like gendered wording, inflated titles for the scope, missing salary ranges where required, and overly narrow education requirements, and calls them out before you post.

Does it replace the recruiter or hiring manager?

No. It produces a strong first draft and a list of open questions or risks. A human still approves the JD before it goes to a job board.