The Only Roles and Responsibilities Template You’ll Need in 2024 [Free Download]
How do you craft an eye-catching, engaging and effective job description without a roles and responsibilities template? The answer is that it’s pretty tough, particularly with the current war for talent continuing to rage across industries. However, if you follow a proven format you’ll not only attract the right talent, you’ll increase the longevity of your hires.
We’ve created a helpful roles and responsibilities template Word doc that you can use when defining an employee and team roles and responsibilities in the organization.
Contents
What are roles and responsibilities?
When to use the roles and responsibilities template
Free roles and responsibilities template
The difference between a roles and responsibilities template and a RACI template
Examples of roles and responsibilities
Company examples of roles and responsibilities
How to write a job description
FAQs
What are roles and responsibilities?
Roles and responsibilities refer to the specific tasks and obligations expected from each employee or position within an organization. Clearly listing and defining key responsibilities within a job role streamlines processes and ensures that all essential roles and responsibilities are performed efficiently. Employees are also aware of what is expected of them, facilitating accountability and performance tracking.
As an HR professional, your role and responsibilities include a thorough understanding of your organization’s various roles and responsibilities. This allows you to ensure that the right candidates with the appropriate skills and experience are hired for specific roles, and if a role changes or responsibilities increase, all job responsibilities are clearly communicated, and the employee is adequately trained. There’s an organizational culture aspect to being on top of the roles and responsibilities across an organization as well. When you clearly understand everyone’s job responsibilities, you can address any overlaps or ambiguities that might contribute to tensions between staff members, creating and maintaining a more harmonious work environment.
1. What are responsibilities?
Job responsibilities broadly outline the duties that come with a particular role. They define what is expected from someone in their job role, which is typically captured in terms of how the employee contributes to the objectives and goals of the organization.
2. What is a role description?
A role description, commonly called a job description, outlines the essential aspects of a particular position within an organization. It should cover a lot of critical information, including:
- The job title
- A summary or objective explaining the primary purpose of the role
- A detailed list of duties and responsibilities
- The qualifications and skills required.
In addition, a job description will often specify the reporting structure, illustrating who the person in this role will report to and if applicable, who will report to them, as well as working conditions and compensation and benefits. Role descriptions are instrumental in the recruitment process to attract suitable candidates and serve as a basis for performance evaluation and career development within the organization.
3. What are job tasks?
Job tasks are specific activities or actions that an employee must perform as part of their job. They are prescriptive, clearly defined and directly impact the completion of a specific project or achieving an objective. Think of them as the basic building blocks of a job.
Job task examples
- Software engineer: Write code, debug software, conduct code reviews.
- Graphic designer: Read client briefs, create designs, choose fonts and colors, edit images.
Tasks vs. roles and responsibilities
There is an overlap between job tasks, responsibilities, and roles, but they are also distinctly different. Job tasks are the specific activities an employee must perform. Responsibilities are the duties and obligations attached to a job role, which include various tasks. Roles describe the general function or position an employee holds.
Did you know?
Job tasks can change more frequently than responsibilities because they are usually more adaptive to a project or objective’s changing demands or specifics. Responsibilities tend to be more stable over time and job roles seldom change. A person may be promoted out of a role, but the role itself is unlikely to change, even though it will occasionally expand.
4. What are duties?
Job duties are the specific obligations an employee is expected to fulfill as part of their role. They are often more formal and are sometimes even legally required. Duties are usually less detailed than tasks but more specific than responsibilities.
Job duty examples
- Nurse: Administer medication as prescribed by a doctor, monitor patient vital signs, and maintain patient records.
- Teacher: Deliver lessons, assign and grade homework, and participate in parent-teacher conferences.
- Security guard: Patrol premises, monitor surveillance cameras, and report suspicious activities.
Job duties vs. responsibilities
If job tasks are the detailed activities an employee needs to perform to meet their responsibilities, job duties are several tasks grouped together and aligned to the obligations an employee owes their employer. They are more formal than tasks, but not as broad as responsibilities. These terms are hierarchical and often nested within each other. For example, a role will have responsibilities, which in turn encompass duties, which further break down into tasks.
Think of the hierarchy of building blocks like this:
- Job tasks
- Job duties
- Job responsibilities
- Job roles
5. What are job skills?
Job skills refer to the abilities and competencies an individual possesses to effectively perform specific tasks or duties. These skills can be acquired through education, training, or experience. Job skills can be categorized into hard skills, which are specific and measurable abilities, and soft skills, which are less tangible and related to one’s character or personality.
Examples of hard job skills
- Programming: Proficiency in languages like Python, Java, or C++.
- Data Analysis: Ability to analyze data using tools like Excel, SQL, or R.
- Graphic Design: Proficiency in Adobe Creative Suite for designing graphics and layouts.
Examples of soft job skills
- Communication: Ability to convey information effectively.
- Problem-solving: Ability to analyze problems and find solutions.
- Time management: Ability to manage time effectively and meet deadlines.
The difference between skills and responsibilities
As we’ve unpacked, skills are an individual’s abilities and competencies, which can be innate or acquired through training and experience. On the other hand, responsibilities are the obligations and expectations that come with a job role. They encompass the range of duties employees are expected to perform in a particular position. Essentially, skills enable an individual to meet their responsibilities.
Let’s take a look at how skills and responsibilities support each other within two very specific job roles—a software developer and a sales manager.
Example 1: Software developer skills and responsibilities
- Responsibilities might include developing software, debugging code, and contributing to team meetings.
- Skills needed to fulfill these responsibilities could include programming languages (hard skills), problem-solving for debugging (soft skills), and communication skills for team meetings (soft skills).
Example 2: Sales manager skills and responsibilities
- Responsibilities might include achieving sales targets, building client relationships, and reporting on sales activities.
- Skills needed to fulfill these responsibilities could include negotiation (soft skill), knowledge of CRM tools (hard skill), and analytical skills for reporting (hard skill).
When to use the roles and responsibilities template
A roles and responsibilities template is a tool used to clearly define and communicate the specific duties, expectations, and obligations associated with a particular position or role within an organization. It helps ensure that both the employee and the employer clearly understand what is expected in terms of performance and contribution.
The template generally includes:
- A role title
- The department or team within which the role resides
- The person or position to whom the role reports
- A brief summary outlining the primary purpose of the role,
- Key responsibilities broken down into a detailed list of the main duties and tasks that the person in this role is expected to perform
- The metrics or criteria used to measure the performance of the person in this role, and;
- The required or desired skills, qualifications, and competencies for this role.
There are a number of reasons why as an HR professional you would use a roles and responsibilities template:
- For a new position: When a new position is created within an organization, a roles and responsibilities template helps define why the role has been created and what is expected from the person who will occupy this position. This will attract the correct talent and ensure a good person/job role fit.
- During organizational restructuring: Roles may evolve or change during organizational changes or restructuring. A roles and responsibilities template can help redefine and communicate new expectations, particularly for people struggling with change.
- For employee onboarding: A clearly defined roles and responsibilities template can be used to communicate what is expected of new employees in their new roles quickly and effectively. It also forms the basis for a well-designed 30-60-90 day plan, and provides structure and direction around company culture, processes, and expectations.
- In performance management: The ability to reference a clearly defined job role and responsibilities during performance reviews helps managers and HR professionals evaluate if an employee is fulfilling the expectations and responsibilities of their role.
- In succession planning: A roles and responsibilities template can define what is expected in higher-level roles to prepare employees for future leadership positions.
- For performance improvement: With a performance improvement plan (PIP) template, you have a tool to create an individualized, action-orientated, step-by-step plan to improve the performance of employees who are either not meeting their manager or supervisor’s expectations or would benefit from a more structured action plan. However, a job role is a critical starting point to be able to measure your plan’s success.
Free roles and responsibilities template
Are you ready to craft an engaging job description that attracts the talent your organization is looking for? Download our roles and responsibilities template to get started.
Click on the button to instantly download the roles and responsibilities template (Word doc). The template contains an individual employee roles and responsibilities, as well as a team roles and responsibilities template:
The difference between a roles and responsibilities template and a RACI template
A roles and responsibilities template and a RACI template (which stands for Responsible, Accountable, Consulted, and Informed) serve different but complementary purposes in an organization. As an HR professional, it’s important to know when you should use which template for the best results in your organization.
Roles and responsibilities template A RACI template – Outlines the specific duties and responsibilities associated with a particular role within the organization. It helps in setting clear expectations and aligning individual contributions with organizational goals. It typically includes a list of duties, responsibilities, reporting lines, and sometimes the necessary skills and qualifications for the role. – A matrix is used to clarify team members’ roles and responsibilities in executing tasks or deliverables within a project. It helps avoid confusion and ensure that all aspects of a project have a clear owner and that stakeholders are appropriately engaged. – Applies to over-arching job roles and responsibilities. – Applies to very specific roles and responsibilities within the project. – Role-focused – Task-focused – Clarify and define responsibilities – Clarify and define responsibilities -Use a roles and responsibilities template when defining a job role during employee onboarding, organizational restructuring, performance management, and succession planning. -HR may not use RACI templates as frequently as project managers need them. Still, within your own department, you are likely to use it for HR projects, such as implementing a new HR system, where clarity on team members’ responsibilities is crucial. It is especially useful in cross-functional projects where roles are not defined clearly.
Examples of roles and responsibilities
We have provided three examples of roles and responsibilities below.
Example 1: HR Generalist
| Job Summary |
| The HR Generalist is responsible for handling diverse people-centric tasks. They manage the spectrum of the employee lifecycle, including recruitment, performance and reward management, and employee relations, often in conjunction with HR specialists. Wearing various hats, they interact with all tiers of the organization. This role encompasses consulting top management on employee strategies one day, and onboarding newcomers the next. |
| Responsibilities |
| Supporting top management in decision-making related to people managementManaging or supporting HR-related processesManaging employee relationsLeveraging people analytics and reporting techniquesLeading or supporting recruitmentParticipating in the development or improvement of people management processes |
| Job Requirements |
| At least a Bachelor’s degree in Human ResourcesAt least 2 – 5 years experienceAn HR Generalist certification is preferableStrong business acumenThe ability to analyze employee data and derive insightsStrong people advocacy skills |
Example 2: HR Specialist
| Job Summary |
| The HR Specialist is responsible for specific HR functions like recruitment, training and development, compensation and benefits, rewards, and employee relations. Their day-to-day function also includes handling other HR tasks, but they primarily focus on their specialist area. They are responsible for working toward the company’s long-term success by collaborating with hiring managers to develop applicant criteria, ensuring the best candidates for each job role are hired, conducting onboarding, helping resolve labor issues, and developing training materials. |
| Responsibilities |
| Advertise job openings, screen resumes, conduct interviews and perform background checks.Write policies and handbooks that explain company operations.Create a fair and competitive compensation and benefits package.Assess and administer benefit plans, and oversee benefits expenses.Craft policies such as dress code, equipment, and anti-harassment.Keep employee records up-to-date.Manage employee complaintsConduct exit interviews. |
| Job Requirements |
| A Bachelor’s Degree in HR, or a related fieldExperience with HR software, including ATS, CRM, HRIS, HR analyticsAdditional HR certification programs |
Example 3: Sales manager
| Job Summary |
| The Sales Manager plays a pivotal role in achieving the company’s sales targets and generating revenue for the company. They lead the sales team, develop and implement sales strategies, and maintain relationships with key clients. They are responsible for analyzing market trends, identifying sales opportunities, and setting sales goals. The candidate should be a skilled communicator, a strong leader, and possess a deep understanding of customer needs and sales processes. |
| Responsibilities |
| Lead and manage the sales team to achieve sales targets.Develop and implement effective sales strategies and plans to promote products and services.Establish and maintain relationships with key clients and stakeholders.Monitor and analyze sales data and market trends to identify new sales opportunities.Provide training and coaching to sales representatives to enhance their skills and performance.Collaborate with marketing and product development teams.Prepare sales reports and forecast sales performance.Set and monitor sales targets for the sales team. |
| Job Requirements |
| Bachelor’s degree in business, marketing, or a related field.Minimum of 5 years of experience in sales, with at least 2 years in a sales management position.Strong leadership and team management skills.Proven track record of achieving sales targets.Proficiency in CRM software and Microsoft Office Suite. |
Company examples of roles and responsibilities
1. Zerotier: Sales Engineer
What makes this a good job role example?
1. Clarity and detail: This post clearly breaks down what the job entails, what kind of experience is expected from candidates, and the qualifications necessary to be successful in the role. This helps potential candidates assess whether they are a good fit for the position.
2. Desired hard and soft skills: A job role that outlines both hard and soft skills, such as the need for analytical skills, communication skills, and enthusiasm for technology will attract candidates who can fulfill the technical aspects of the job plus effectively communicate and work in a team.
3. Mission alignment: The brief introduction of the company, its mission, and background helps candidates understand the core values and objectives of the company, allowing them to assess if their personal values and career goals align with the company’s mission.
2. preply Customer Success Manager example
What makes this a good example of job responsibilities?
1. Purpose and impact: By mentioning that Customer Success Managers “practice what we preach,” “help us grow our accounts,” and “share industry best practices,” there is a strong sense of how the candidate’s responsibilities will have a positive impact on the business’s mission. This will attract candidates who share the same customer service ethos.
2. Clear expectations: While this example does not explicitly say ‘job responsibility list’, the section “What you’ll be doing” outlines the specific responsibilities and expectations for the role. There is no doubt about what will be expected from the candidate daily and what they must achieve in the long term.
3. Emphasis on culture and values: The job description doesn’t just focus on the role, it also extensively outlines the culture of Preply. Through the values section, candidates can gauge what behaviors and qualities are prized at Preply, and these will be the foundation of how they perform their responsibilities over and above what the key responsibilities are.
3. Slack Principal Success Manager example
What makes this a good example of job roles and responsibilities?
1. Insight into team function: The multifaceted role of Success Managers, is well delivered, ensuring candidates know they will be expected to handle coaching, project management, consulting, and product specialization.
2. Detailed responsibilities: By including clarity on the specifics of the role, from understanding customer motivations to building customer success plans, facilitating workshops, and serving as a mentor, there is a clear path for candidates to follow to meet their KPIs.
3. Clear qualifications and traits: Effective job descriptions should only appeal to candidates who meet the right criteria. The mention of traits like emotional intelligence and the ability to build trust gives an insight into the soft skills that are valued in the role.
HR tip
Nearly 30% of workers have left a job within the first 90 days of starting. Studies reveal that 41% of them left because they misunderstood what the day-to-day role required. To avoid high employee churn rates, create job roles and responsibilities that paint a vivid picture of exactly what the role entails and who will excel in it.
How to write a job description
As we’ve highlighted throughout this guide, writing an effective job description is crucial in attracting the right talent. The best way to write a compelling job description is to follow a job description format that is clear, concise and ensures all the necessary information about the role and responsibilities is included.
- Step 1: Start by writing a specific job title that accurately reflects the nature of the job. This helps potential candidates quickly understand the role. Don’t be fancy or make up titles, it just confuses candidates.
- Step 2: Write a brief summary of the role, including its importance in the organization. This sets the context for the details that follow. It’s also a perfect opportunity to share the tone and personality of your business and brand.
- Step 3: Clearly list the duties and responsibilities in the role description in the job application. Ensure that you mention day-to-day tasks and long-term responsibilities. Break them down into bullet points for easier reading.
- Step 4: Detail the qualifications and skills necessary for the job. Separate them into ‘must-have’ and ‘nice-to-have’ to provide flexibility for potentially valuable candidates who might not fit every criterion.
- Step 5: Provide information about the company culture and the work environment. This will help candidates to assess if they align with the company’s values.
- Step 6: Explain who the person will report to and if they will have any managerial responsibilities.
- Step 7: Include terms such as full-time, part-time, or contractor, and mention if there is a possibility for remote work.
The do’s and don’ts of writing a job description
| Do | Don’t |
| Use clear and concise language. | Use discriminatory language. |
| Use a tone that aligns with your brand personality. | Use jargon and acronyms. |
| Include specific requirements and skills. | Make the job description too lengthy. |
| Regularly review and update job descriptions for existing employees. | Reuse job descriptions without updating them. |
FAQs
Job roles refer to the specific positions or titles within an organization that individuals hold. Each job role has a defined set of duties, qualifications, and objectives, and serves as a way to organize the workforce. For instance, common job roles include manager, software engineer, or sales representative, each contributing differently to the organization’s goals.
Job responsibilities are the specific tasks and duties an individual is expected to perform as part of their job role. These responsibilities ensure that the employee effectively contributes to organizational goals and objectives. Responsibilities may include managing a team, coding software, or achieving sales targets depending on the job role.
To write job roles and responsibilities, it is important to be clear and specific. Start by defining the job title or role and then provide an overview of the position’s purpose within the organization. Follow this with a detailed list of responsibilities, outlining the tasks the employee is expected to perform. Additionally, include any necessary qualifications and the reporting structure of the position.
Sales Manager: Role—Oversee and manage the sales team. Responsibilities—Develop sales strategies, set sales targets, train and mentor sales representatives, and monitor the team’s performance.
Software Engineer: Role—Develop and maintain software applications. Responsibilities—Write code, troubleshoot software issues, collaborate with cross-functional teams, and ensure the quality and performance of the software.
Administrative Assistant: Role—Support the administrative functions of an office. Responsibilities—Schedule appointments, answer phone calls, manage office supplies, and assist in the preparation of reports and documents.
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