What is a roles and responsibilities template and why is it important?
A roles and responsibilities template defines the function and various tasks of each position in your organisation. Clearly listing these responsibilities when recruiting new employees and creating a job description helps candidates determine if they meet the requirements and sets clear expectations for both new employees and current employees.
Job descriptions, including roles and responsibilities, are also stored in each employee’s file. Documenting reporting structures clarifies lines of authority and accountability. These criteria are an important part of performance reviews, goal setting and managing disciplinary matters related to performance.
To maintain effectiveness and alignment with organisational changes, it is important to regularly review and update roles and responsibilities templates.
What to include in a roles and responsibilities template
Providing clear definitions of roles and responsibilities is important, include all the necessary information in your templates. A responsibilities template clarifies team roles and individual duties, improves communication, reduces overlaps and supports effective collaboration. When designing these templates, define each team member’s role clearly to ensure accountability and smooth teamwork.
1. Provide an overview of the role
The first section typically provides a general overview of the role, including the job title. In a few sentences, you want to summarise the tasks and functions of the position, clarifying what the particular role entails within the organisation. This helps define why the role exists in the company.
2. List the main responsibilities to define roles
The responsibilities of a role are the main duties and tasks that a person in this position has, including key responsibilities, job duties and specific duties. Despite the fact that different companies may have roles with similar or the same job titles, the exact responsibilities for a role often differ depending on the needs and unique environment of each business.
Individuals may be assigned different tasks based on changing business requirements and project demands. For instance, an office administrator who works in a small company may have a wider range of responsibilities and major responsibilities compared to another one who works for a large corporation.
It is important to identify unowned responsibilities and job tasks to ensure that nothing is overlooked and all aspects of the role are clearly defined.
3. List the job qualifications and requirements
This section outlines the requirements for a specific position, including qualifications, work experience, licences, availability and relevant skills, both hard and soft skills. To keep the list concise, focus on the most important points that will attract the right potential candidates. For example, a marketing manager role requires strong analytical skills to evaluate campaigns and optimise strategies.
4. Outline organisational structure
It’s important to define who a person in this role reports to as it clarifies the reporting structure within the organisation and precisely how the role fits into the organisation as a whole. This also helps employees understand their accountability and who to turn to for guidance or support.
Tips to remember when writing your job descriptions
To help define roles and processes, consider establishing clearly defined roles to support effective collaboration by communicating them to your team.
Here are a few tips you can keep in mind when you’re writing roles and responsibilities templates and job descriptions:
Mind the detail
Be as specific as possible about what the role involves, including the tasks, responsibilities and expectations. Regularly reviewing your templates helps identify gaps and ensures that defined roles remain relevant and aligned with organisational needs. You may also use this opportunity to address any skills gaps in the organisation.
Keep things simple and straightforward
Use clear, concise language that’s easy to understand. Clear role definitions can help team members understand their responsibilities and support business goals by reducing confusion and improving accountability.
Use positive and inclusive language
Frame responsibilities in a way that encourages ownership and growth. Sharing knowledge and properly onboarding new employees are both essential for building a collaborative and informed team.
Leverage templates for HR and performance
HR professionals can use roles and responsibilities templates to help streamline the hiring process, support performance management and ensure that expectations are clear from the start.
Clarify multiple roles
If individuals have more than one role, especially in a specific project context, clarify this in the template. This supports the team’s success and helps with the management of the team’s roles and responsibilities.
Project management and planning
Effective project management relies on a clear project plan and well-defined project team roles. This helps delegate tasks efficiently, meet deadlines, and ensures that all responsibilities are covered for successful project execution.
Role descriptions
It’s important to provide enough information so employees understand their role while keeping job descriptions clear and well-defined to set expectations and responsibilities. Avoid adding too much detail, as this can make duties hard to remember, complicate evaluations and reduce the usefulness of the description when minor changes occur in the workplace.
Keep things simple and straightforward
The aim of a roles and responsibilities template is to provide clear and concise information. Provide job titles that accurately describe the position. Specify the office setting or work environment where relevant. Use simple language and refrain from using jargon or long and windy sentences that may make it difficult for jobseekers or employees to easily read through the document.
Use positive and inclusive language
Keep a positive tone in your roles and responsibilities template by using phrases such as ‘we require three years or more of on-the-job experience’, as opposed to ‘candidates without a degree will not be considered’. When you create job descriptions, it is important to use inclusive language that doesn’t discriminate against any candidates.
Samples of roles and responsibilities templates
Here are a few examples of roles and responsibilities templates for you to look at. Each job responsibilities template provides a clear role description, specifies the job title and outlines the responsibilities for each team member. This helps ensure that all team members understand their specific duties and how they contribute to the project plan.
Example 1: hotel manager
Job description:
The hotel manager will be responsible for ensuring that daily operations at our hotel run smoothly. Their daily duties will include overseeing staff, managing the upkeep of the building, grounds and facilities and ensuring the profitability of the establishment.
Most importantly, the hotel manager will focus on providing world-class service delivery and will guarantee that all customers have an enjoyable and satisfying experience at our hotel. The hotel manager is one of the key roles in the hotel and often works closely with team leaders and the sales manager to ensure the team’s success.
Job responsibilities:
- Marketing and promoting the business
- Regularly performing inspections of the premises and organising maintenance where needed
- Recruiting and training hotel staff
- Taking care of staff management tasks, such as providing work schedules and disciplining employees
- Managing the budget and controlling expenditures
- Ensuring that guests and staff are safe by providing the necessary security and implementing relevant health and safety procedures
- Coordinating the team’s roles to achieve organisational objectives
Job requirements:
- Strong financial management skills
- Experience in a leadership role and the hospitality industry
- Availability to work shifts
- A qualification in hotel management will be advantageous
- Knowledge of health and safety compliance
- Excellent customer service and a focus on service delivery
Reports to:
The hotel owner
Example 2: desktop support technician
Job description:
The desktop support technician will ensure that our clients’ computers, printers and other peripherals are in good functioning condition. They will perform regular maintenance tasks to prevent unnecessary issues from occurring and to ensure the longevity of all equipment.
In addition to staying up-to-date with new technological developments, the desktop support technician should provide excellent customer service and ensure client satisfaction. The technician will also collaborate with software engineers and software developers on technical projects to ensure seamless integration and troubleshooting of software solutions.
Job responsibilities:
- Installing new hardware, operating systems and applications
- Performing regular maintenance tasks, such as antivirus updates and system checks
- Responding to client call-outs quickly and professionally and ensuring that all issues are resolved satisfactorily
- Documenting all work they do by completing job cards
- Assisting senior technical staff as needed
- Training users on how to use new equipment or systems and offering support where needed
- Performing data analysis to troubleshoot and optimise system performance
Job requirements:
- A customer-focused approach
- Experience in providing IT support for end-users, including remote support
- Knowledge of the latest Windows operating systems and office applications
- Experience in working in Windows server environments will be advantageous
- Ability to work well in a team
- IT qualifications will be advantageous
Reports to:
Example 3: retail sales associate
Job description:
Working on the shop floor, the retail sales associate interacts directly with our customers and ensures that they have an exceptional shopping experience in our shop. The retail associate will provide friendly and attentive service to each customer by helping them locate products, answering their questions and informing them of promotions.
The associate will also collaborate with the graphic designer to set up promotional displays and ensure visual materials are effectively presented.
Job responsibilities:
- Listening attentively to client requests and needs, and making relevant recommendations
- Handling payment transactions with our point-of-sale system
- Participating in weekly and monthly stock-takes
- Packing shelves and checking that the shop floor is clean and tidy
- Assisting with setting up promotional displays
- Providing friendly customer service and focusing on building client relationships
- Carrying out main responsibilities such as assisting customers, maintaining the shop’s appearance and supporting promotional activities
Job requirements:
- Must be able to work shifts
- Excellent customer service
- Previous experience in a customer-facing position or retail environment
- GCSE in English and mathematics will be advantageous
Reports to:
