Roles and Responsibilities Template (With Examples)

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The roles and responsibilities template of a job is an important part of any job description or new employee training. Having a roles and responsibilities template is a great way to ensure that all the duties and responsibilities of a role are covered.

In this article, we will go over what a roles and responsibilities template is and what should be included, how to write one and provide examples with different job titles to help you get started.

Key Takeaways:

• The roles and responsibilities template should include the job description, list of responsibilities, and any job qualification.

• When creating the template, you should first write the job description to help you write a responsibilities list.

• A roles and responsibilities template helps improve the hiring processes and can eliminate any overlapping or duplicate roles within the company.

What Is a Roles and Responsibilities Template?

A roles and responsibilities template is a document that outlines a job description for a position within a company. It will include information on what the job is, duties and requirements for the specific position, and any qualifications and experience needed.

This document is often used in a team setting to help make sure everyone on the team is aware of what their roles and obligations are. Not only does this document help current employees have a better understanding of what they are to do, but it’s also a great source of information for new employees.

The things that should be included in a roles and responsibilities template are:

• Job title

• Job description

• List of responsibilities

• Job qualifications and requirements

• Who they report to

How to Create a Roles and Responsibilities Template

1. Write a job description. You should start by writing a brief overview of the job. This can be a couple of paragraphs to get you started. Include any important or key responsibilities that are needed to get the job done. You can also include why the role is critical to the company.

2. Include a responsibility list. When writing the responsibilities list, you are going to want to be more specific than in the job description. It may be easier to write this section in bullet points instead of writing it in paragraph form. To help the candidate understand the importance of the responsibilities, list them in order of significance.

3. Include qualifications and requirements. Along with the responsibilities, you should include the qualifications and requirements needed for this position. This could be the number of years of experience needed, any degrees or certifications needed, physical ability to perform the job, or any needed skills for the job.

4. Outline who reports to who. Finally, you should add who they would be reporting to. This is useful when training new employees after they are hired. Establishing the hierarchy of positions early on will help everyone have an understanding of who they report to.

Roles and Responsibilities Example

1. Customer Service Representative Example

   Job description: A customer service representative is a front-line employee at a business. They greet customers and assist with any issues that they may have. It’s important for a customer service representative to provide excellent customer service to patrons that come into the store.

   Job responsibilities:

   • Provide excellent customer service

   • Facilitate and help execute tasks

   • Organize and clean stores when necessary

   Requirements:

   • High school diploma or GED

   • One year of retail experience

   • The ability to work under pressure

   • The ability to lift up to 50 pounds

   Reports to: Sales leader or manager on duty.

2. Registered Nurse Example

   Job description: Registered nurses assess and observe patients assigned to their care. They are responsible for recording details and symptoms of the patient’s medical history. Registered nurses also work closely with healthcare professionals to ensure that the patient receives the best care possible.

   Job Responsibilities:

   • Administer medications and treatments to patients

   • Assist in medical procedures when needed

   • Operate and monitor medical equipment

   Requirements:

   • A bachelor’s degree in nursing

   • Pass the National Council Licensure Examination (NCLEX)

   • Obtain state licensure

   Reports to: Nursing manager

3. Virtual Assistant Example

   Job description: A virtual assistant specializing in administrative services to management professionals. Virtual assistants are typically tasked with answering phones, scheduling meetings and appointments, and answering emails.

   Job Responsibilities:

   • Make travel arrangements when necessary

   • Prepare presentations

   • Schedule appointments

   Requirements:

   • High school diploma or GED

   • Bachelor’s degree

   • Ability to work with minimal supervision

   • Reliable internet connection

   Reports to: Business or management professionals

How to Define Roles and Responsibilities

• Set a meeting. Set a meeting with team members, either all together or one-on-one. This allows you to eliminate any miscommunication that may happen over email or message.

• List roles within the team. At the meeting, have team members list all the roles and responsibilities within the team. Only add a role once, even if you have multiple people in that position. Be sure to list roles separately if they have a senior or junior position. For example, list senior copy editor and copy editor as separate positions.

• Have everyone list their responsibilities. Once you have a list of the roles within the team, have everyone individually write down their own responsibilities. This helps identify if there is any overlap in responsibilities. If there is an overlap, this is where you will determine who has the responsibilities going forward.

  You can also assign a backup person for the responsibilities as well.

• Get feedback from the team. Get feedback from your team on what works and what does not work. They will be able to give insight into if there is an unnecessary position or if there is a need for a new one.

Benefits of Roles and Responsibilities

Writing the roles and responsibilities has many benefits for you as the employer, but also it has benefits for the employee and potential candidates when hiring. Some benefits include the following:

• Detailed job description. Having the roles and responsibilities already listed allows an employer to create a detailed job description.

  It’s an important part of the job description because it allows candidates to determine if they are qualified to do the work or not. Without the roles and responsibilities, unqualified candidates will apply more often.

• Improved hiring process. Having a roles and responsibilities template allows the hiring manager or recruiter to have a better understanding of the type of candidate wanted. It will improve the hiring process and help spot any gaps that may need to be filled.

• New hire expectations. When a new person is hired, they are often wondering what they need to do. Having a roles and responsibilities section on the job description will eliminate that wondering. It helps make the transition to the job easier and allows them to start working faster.

• Avoid conflicting roles. A roles and responsibilities template eliminates or overlaps when it comes to roles. It also is a great way for staff to have an understanding of who is responsible for what. This helps avoid any blame that might be thrown around if something doesn’t get done or is messed up.

• Improved collaboration. When people are not arguing over who needs to do what, they are free to collaborate to get work done. The roles and responsibilities template allows employees to work together as a team.

• Encouraged personal accountability. When an employee or new hire knows what they are supposed to do and what tasks need to be completed, work becomes easier. Creating a roles and responsibilities template eliminates any time wasted by the employee wondering what they are supposed to be doing.

Roles and Responsibilities Template FAQ

1. Is it important to include the roles and responsibilities in a job posting?

   Yes, it’s important to include the roles and responsibilities of a job posting. You should order the list from most important to least important. Doing this helps candidates know if they are qualified for the position. This helps eliminate anyone who may not be qualified for the position.

   For example, if the position requires an employee to lift 50 pounds, a potential candidate who may not be able to do that will skip the application.

2. How do you determine the roles and responsibilities for a new position?

   To determine the roles and responsibilities of a new position, you should first determine what needs to get done. Knowing what needs to get done will help you create a list of responsibilities for the position. After that, you should identify if there are any gaps in the responsibilities.

   It’s important to get feedback from your current team members during this process. They will be able to tell you if any of the responsibilities or roles that are on the list are needed or if they need adjustments.

3. What are the common responsibilities of a team member?

   Common responsibilities of a team member include:

   • Executing tasks assigned to them by the team leader or manager.

   • Work with other team members to achieve daily, weekly, or monthly goals.

   • Manage time well and know which tasks to prioritize.

   • Learn new skills when the job requires it by attending workshops and training.

4. What is the difference between roles and responsibilities?

   The difference between roles and responsibilities is that roles are the positions that are filled by team members, while responsibilities are the tasks that are required to be done in that role. A role is like a job title, while the responsibilities are the things they must do to complete the job.

   For example, a role may be sales associate, and their responsibilities would be to assist customers and arrange merchandise. Oftentimes, employees are confused about what their roles and responsibilities are, so it’s important to let them know early on.

Final Thoughts

Including the roles and responsibilities on your job posting or providing it to your current employees helps eliminate any confusion and keeps everyone accountable.

Author

Taylor Berman

Taylor is a freelance writer from Pennsylvania. Taylor got into writing because she enjoys writing articles that help people and loves creating stories that inspire. She earned a bachelor's degree in journalism and public relations with an interest in communications media from Indiana University of Pennsylvania.