What is a roles and responsibilities template?
A roles and responsibilities template is a document that outlines the job description, duties and requirements of a specific position at your business. You can choose to post it on your company’s website and other job websites to help you attract qualified applicants. It’s also useful to have when training a new employee or making changes to a department.
Here are a few things to include in a roles and responsibilities template:
- Job title
- Job description
- List of responsibilities
- Job qualifications and requirements
- Who this position reports to
How to use a roles and responsibilities template
When using a roles and responsibilities template, you need to include information that helps everyone understand what each employee does and who they report to. By defining team roles, you can ensure every task is being taken care of and that people understand their responsibilities. When writing a roles and responsibilities template, be as specific about the role as possible so candidates know exactly what they are applying to or so other employees completely understand what this position is responsible for.
Here is how you can use a roles and responsibilities template:
1. Write a job description
In the job description section, write a brief paragraph or two that gives an overview of the job role. Include some key responsibilities, what a qualified candidate looks like and why the position is important for the company. Make this section easy to understand and include their overall duties.
2. Include a list of responsibilities
In this section, get more specific with the duties and responsibilities of this job role. In a bullet point list, write down everything this position entails. Include programs the employee will use, who they will collaborate with and what they will do on a regular basis. List these responsibilities in order of importance to emphasize the role’s essential duties.
3. Include job qualifications and requirements
If you are using a roles and responsibilities template for a job posting, include the qualifications and requirements you want to applicants to have. These can include years of experience, level of education, additional certifications or licenses, skills and characteristics and physical ability.
4. Outline who this position reports to
This portion of a roles and responsibilities template is especially useful for when you are training a new employee. By laying out a hierarchy of positions, everyone can better understand who they report to and what each person is responsible for.
Roles and responsibilities template
You should have a roles and responsibilities template ready for when you want to create a new position or need to fill a current role so you can simply fill the template in without having to start from scratch. Here is a roles and responsibilities template to get you started:
Examples of roles and responsibility documents
Here are a few examples of a filled-in roles and responsibilities template:
Example 1: Customer service and sales manager
Job description: The customer service and sales manager is responsible for creating a welcoming atmosphere for all customers. They will provide excellent customer service and assist customers with any inquiries they may have. Additionally, the customer service and sales manager will keep the storefront clean and orderly in order to maximize foot traffic and sales. Leading a team of sales associates will also be a large part of the customer service and sales manager’s job.
- Lead a team of sales associates
- Provide quality customer service
- Create and coordinate sales associates’ schedules
- Facilitate tasks for the sales associates
- Keep the store looking clean and organized
- Handle cash and card transactions
- Do customer returns and exchanges following the company’s return policy
- High school diploma or GED
- Bachelor’s in management or equivalent area of study (highly desired, but not required)
- 2-3 years of experience in a retail setting
- Friendly and upbeat personality
- Ability to work under pressure
- Problem-solving skills
- Conflict-resolution skills
- Ability to lift up to 50 pounds
Reports to: Director of Sales, monthly meetings will be held to make sure the customer service and sales manager is meeting company objectives.
Example 2: Dog handler
Job description: The dog handler is responsible for overseeing that all the dogs at the dog daycare facility are behaving appropriately. They will engage with the dogs and lead basic dog training throughout their shift. The dog handler will also clean up any messes from the dogs and keep the play yard cleared. They will also be responsible for transporting the dogs to and from the cages and administering food, water and any necessary medication to the dogs.
- Overseeing the safety and behavior of dogs
- Leading basic dog training, including sit, stay, lie down and come
- Cleaning up any messes from the dogs
- Transporting dogs to and from their cages
- Administering food, water and applicable medications to the dogs
- Occasionally checking dogs in at the front desk
- At least 16 years old
- A love for all kinds of dogs
- Patience for dog behaviors
- Basic knowledge of dog training
- Organizational skills
- Ability to lift up to 50 pounds
Reports to: Dog daycare manager
Example 3: Graphic designer
Job description: The graphic designer will work with the rest of the creative team to develop advertising materials for our clients. They will use Adobe software to design deliverables such as logos, brochures, print and digital advertisements, magazines, eBooks and more. This individual should have a deep passion for design and always be looking for the latest graphic design trends and techniques.
- Create a wide variety of deliverables using the Adobe suite
- Work with the creative team to brainstorm innovative advertising campaigns
- Resize images using Adobe Photoshop
- Complete minor HTML/CSS coding as needed
- Research emerging design trends
- Attend an annual graphic design conference
- Bachelor’s degree in graphic design
- Knowledge of the Adobe Suite
- Proficient in HTML/CSS
- Natural artistic ability and eye for design
- 3-5 years of graphic design experience
- A solid portfolio of work
- Ability to work in an office setting all day
Reports to: Senior graphic designer for more day-to-day inquires, creative director for big picture things
Related: New Hire Onboarding Checklist
FAQs about roles and responsibilities templates
Here are answers to some frequently asked questions about roles and responsibilities templates:
What should I consider when writing a position’s responsibilities?
Along with listing each job duty in order of importance, there are a few other things to keep in mind. First, always keep everything gender-neutral so people of all genders feel comfortable to apply. Use the “they” pronoun or simply refer to the job title. For example, “the nurse will provide care to patients.”
Use action words and keep everything in the present tense. Also, make sure to provide an explanation of every aspect of the job. Include details such as who they will work with, what skills they will need and what programs or tools they will use.
How do I write a job description that will attract applicants?
Write a job description that is friendly and upbeat. It’s okay to show a little personality, especially if your work has a very tight-knit work culture. Make your job description specific so people know exactly what they are applying to.
Include key responsibilities and duties. If you need help determining these, ask current employees on this position’s team to help write the job description. Also, create a sense of urgency to fill this position so applicants apply right away.
Should I include a salary or hourly pay on a job description?
If you are using a roles and responsibilities template for your current employees to reference, there is no need to include how much each position makes. If you are using a roles and responsibilities template for a job posting, consider listing how much the position will make. Typically, employers will list the payment for hourly jobs or jobs that have fewer requirements. For a salaried position, it is less common to list the salary since this amount is often negotiated between the employer and the candidate.