What is a roles and responsibilities template?

A roles and responsibilities template is a document that describes the job role, essential duties, requirements, and responsibilities of a position at your organization. You can use this template on your business’s website, on job boards to attract qualified talent, or as an outline for new employees to refer to when learning the responsibilities of their jobs. A roles and responsibilities template is also effective for outlining team or department roles and expectations when initiating changes or transitions in your organization.

Typically, a simple roles and responsibilities template includes a few things, including the job title or specific role, a detailed description with a list of duties and responsibilities, required qualifications, and the staff member to whom the position reports.

How to use a roles and responsibilities template

Use the following steps when outlining a template for a specific role in your company:

1. Write a brief job description

In the job title or role section of your template, give a brief overview of the position. Use one to two paragraphs to describe the role, the primary duties, what your company is looking for in a candidate, and how the position supports your organization. In your summary, include the key qualifications your business requires, like any professional certifications or degrees.

2. List the responsibilities and job duties

Under the job role summary, go into more detail about the position’s responsibilities and key duties. Include a bulleted list of the expectations and essential functions of the job. Be specific and include the training and resources that employees will use, who the employee will work with, and the projects, tasks, and objectives that the candidate will complete. List the most important duties and responsibilities of the role at the top of this list to better emphasize the position’s key expectations.

3. Outline the requirements

List the job requirements in a separate bulleted list. Include the qualifications candidates must have to fulfil the role. Outline any certifications, degrees, or specific credentials that candidates need to have for the role. It’s also beneficial to include some of the key skills or traits your company wants candidates to have. Be clear and concise when listing required skills so candidates understand right away how their qualifications match the position.

4. State who the position reports to

Outline the staff member or team that oversees the role. In a job posting, this section of the roles and responsibilities template is useful for giving candidates an idea of the structure of the team they’ll be working with. This section of the template is also a useful resource when training new employees, so all team members are aware of the organization’s hierarchy.

Sample roles and responsibilities template

The roles and responsibilities template provides a fast and simple way to outline a new position, fill a current role, or provide a resource for new employees. Rather than creating a new description each time you need one, the template makes it easy to fill in each aspect of the job. Take a look at the following template:

[Job description]
[Responsibilities and duties]
[Job requirements]
[Reporting to]

Examples of roles and responsibilities templates

Here are several examples that illustrate how to use a roles and responsibilities template:

Example 1: Software developer

Description: The software developer is responsible for collaborating with our development team to deliver high-quality software solutions to our clients. The candidate will be responsible for building software, modifying current applications, and integrating new software into existing processes. To be successful in the position, candidates must have extensive knowledge of programming, software development processes, and project management practices. This position also requires a bachelor’s degree in software engineering, computer science, or a related field.

Responsibilities and duties:

• Modifying software programs and applications to fix errors, install new hardware, improve performance, or upgrade interfaces
• Directing and monitoring system testing and validation and directing software documentation
• Leading the development team in software development procedures
• Working with clients to fix technical issues, including system design and software maintenance
• Analyzing information and software specifications to recommend and plan system installations and modifications
• Collaborating between clients, teams, and management to ensure compliance with software parameters
• Continuing education to support the ongoing advances and innovation of the organization and industry

Job requirements:

• Bachelor’s degree
• Technical certification is a plus
• Knowledge of software development life cycle
• Ability to work in a fast-paced environment
• Creative approaches to solving problems
• Experience in full-stack development
• Proficiency in Java, JavaScript, C++, and Python preferred

The software developer will report to our senior developer and lead engineer. Monthly department meetings are a requirement, with weekly team meetings according to project needs.

Example 2: Customer service representative

Description: The customer service representative manages customer questions and complaints and responds to queries in a timely manner. Candidates must have customer service experience in providing information about products and services, taking orders, and processing returns. The customer service rep is also responsible for collaborating with sales teams to prioritize customer satisfaction. To be successful in the role, candidates should be able to work in a fast-paced environment and have proficiency with computers and mobile devices.

Responsibilities and duties:

• Answering customer calls and messages promptly
• Communicating with customers across multiple channels
• Resolving customer complaints and escalating queries to appropriate staff members
• Processing customer orders, requests, and return applications
• Keeping records of customer transactions, communications, comments, and feedback
• Collaborating with team members to integrate successful customer service strategies

Job requirements:

• High school diploma or general education diploma
• Previous experience in customer service
• Strong attention to detail and ability to stay organized
• Ability to work under pressure or in stressful situations
• Computer proficiency and ability to use mobile devices

The customer service representative reports to the customer service manager and must complete semi-annual development training.

Example 3: Human resources manager

Description: The human resources manager is the individual responsible for all employee-related processes and procedures. The HR manager oversees employee relations and performance management and must be a strong communicator and leader. They will work directly with human resources staff to direct and implement policies, procedures, and best practices to support the organization and to create a positive culture. To be successful in this role, candidates must have a bachelor’s degree in human resources management or equivalent and be proficient with HR management tools and technology.

Responsibilities and duties:

• Developing and integrating human resources initiatives that align with business strategies and goals
• Liaising with management and staff by addressing concerns, questions, and grievances
• Managing the hiring and recruitment processes and screening applicants for interviewing
• Overseeing the performance appraisal processes and integrating performance metrics
• Maintaining employee compensation plans and benefits programs
• Ensuring legal compliance across the organization

Job requirements:

• Degree in human resources, business management, or a related field
• Proven experience working in human resources management
• Demonstrable proficiency with human resources metrics
• Proficiency with human resources systems, software, and databases
• Knowledge of labour laws, regulations, and human resources best practices
• Exceptional attention to detail and ability to maintain organization
• Strong communication skills and ability to present information

The human resources manager reports to the HR director and will be conducting monthly and quarterly reviews to inform on practices and activities.

FAQs about the roles and responsibilities template

What should I consider when listing the job responsibilities?

Consider the audience the job description is meant to attract and keep the language positive and upbeat. It’s also important to keep the details gender-neutral so people of all genders feel confident in applying. Action words can help clarify the duties and responsibilities of the role, and keeping everything in the present tense can ensure candidates understand what the job entails.

Can I include additional sections in the template?

If the job role requires it, consider modifying the roles and responsibilities template to reflect the position. For specialized jobs like technology roles, some employers choose to include a separate section from the requirements to list the skills and technical knowledge candidates need. Ultimately, the sections you include in addition to what the template outlines depend on the position and unique requirements of your organization.

Should I list the salary or hourly pay?

When using a template to list the roles and responsibilities for your current staff, it’s unnecessary to include the income for the position. If you’re using the template to create a job posting, consider the pay structure and rate for the position. Typically, employers list how much a position makes if it’s an hourly job, or if the job has fewer requirements. For salaried positions, it’s more common for employers and employees to negotiate the pay rate, so it’s less common to list this pay structure on a job posting.

Roles and Responsibilities Templates for PDF & Word

Whether it’s a job description or you’re training a new employee, download these templates to help create a resource that lists employees’ roles and responsibilities.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.