How to Write a Role Profile

7/30/2019 How to Write a Role Profile

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Writing a Role ProfileThe role profile is a concise document that describes what the job has to achieve and the skills, knowledge, experience and behaviours requiredto ensure successful delivery of the role. This document can be used as a basis for recruitment, performance management, job evaluation,succession planning and development.

Typically a role profile is structured as follows:

Job Title: Job Holder: Reports To:Purpose:A one sentence accurate and concise statement of why the job exists Key Result Areas Key Performance Indicators Skills, Knowledge and

ExperienceBehaviours

What outputs are required?

Between 8 10 bullet points

How will delivery be measured? What input is required from the Job Holder?

How is the Job Holder expected to perform?

Dimensions:

Facts and figures that give scale and scope


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Role Purpose

One sentence should normally be adequate. It will be easier to write this statement if you complete the Key Result Areas first.

The following format is a helpful way of constructing a Role Purpose statement.

VERB AREA OF IMPACT RESULT OR STANDARD

To do something ... ... to something ... ... with a specified result or to a specified standard.

For example, the Role Purpose of a Principal might be:

VERB AREA OF IMPACT RESULT OR STANDARD

To provide professional leadershipand management . . . to the College/Learning provider

... to ensure continued development and delivery of innovativelearning opportunities to meet the needs of learners, local

businesses and the community.

Key Result Areas

These statements are a summary of the key end results required from the job. They should identify what the job has to do and why. You shouldnot list every detailed task involved in the job, but focus on the key outputs for which the job is responsible.

The suggested Role Purpose format is also a useful way of drafting Key Result statements. For example:

Taken together, the Key Result Areas should summarise all the important outputs required from the job - i.e. they should be sufficient to deliverthe Role Purpose.

They should not include any specific targets or objectives, but should refer to the ongoing responsibilities of the job.


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Key Result statements should:

Describe end results or major activities rather than detailed tasks.

Emphasise the action which leads to the end result.

Be distinct and separate from each other.

Be timeless

Be precise and realistic.

For most jobs there will be 6-8 statements.

Key Performance Indicators

KPIs are ways in which performance in the job can be measured. They should be linked to the Key Result Areas.

This is not a list of annual targets or objectives. KPIs are the ongoing measures which can be used to assess job success. Once you haveestablished the KPIs, they will help you with annual objective-setting.

KPIs should be:

clear and measurable

reasonable and realistic

within the control of the jobholderYou do not need to have a KPI for each Key Result Area but it is useful to start from the Key Result Areas and ask for each how can success bemeasured?


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Knowledge, Skills & Experience

This section provides a summary of the Knowledge, Skills and Experience necessary to carry out the job at a fully acceptable level of

performance. In order to attract candidates from outside the FE sector this section should focus on the non-FE specific skills and experiencerequired for the vacancy. Avoid using language and terminology specific to FE as this will discourage applicants from outside the sector.

In considering what is required, review the Key Result areas and identify the essential knowledge, skills and experience required. Formalqualifications and experience in the sector may not always be the most important thing unless they are specific to the job. For instance, is itnecessary to have formal teaching qualifications for a senior management or Principal role or is knowledge of current key issues in FE (which canbe separately acquired) the requirement? Would particular experience and knowledge be more important in delivering the required job outputs? Itis also important to consider alternative or equivalent qualifications that individuals may have.

Key Behaviours or Leadership Qualities (See Using Leadership Qualities or Behaviours)

These are the key behaviours required for success in a role.

Is it useful to consider what personal qualities or characteristics the jobholder will need for success in the role?

The identified behaviours or Leadership Qualities should be those that will differentiate between an average and an excellent performer. And, asall employers are desirous of an excellent not average performance these may be the most appropriate starting point.

Dimensions

These are the facts and figures that best reflect the responsibilities and scale of the job.

These may include:

Financial Relevant figures that reflect the scale of the job, e.g. turnover, budgets, project costs, staff costs etc.

Staff - The number of staff reporting to the job, directly and indirectly.

Learner Population - The number of learners this role will have an impact on You may wish to present this in FTE or learner andadult learner distinction depending on the role you are seeking to define and thereafter fill.


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Checklist for Completing a Role Profile

On completing the role profile, it is worth reviewing the output and considering the following:

Is it clear, concise and understandable?

Using this profile, could you:

Price this job in the market?

Attract candidates without FE experience?

Develop a recruitment specification?

Identify suitable candidates and select someone for the job?

Manage the performance of someone in the job?

Make relative judgements about the size of this job compared to other similar ones in the organisation?

Does this job look realistic in terms of capacity (activities involved) and capability (abilities required to do it)?

Are there any gaps?

Has the role profile been impact assessed in terms of equality and diversity?


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Documents

How to Write a Role Profile