Best Practices for Achieving Talent Success Maturity

Recruit Better with Roles: How to Turn Job Descriptions Into a Role Library with Competencies

  • Who it’s for: 
    HR managers, recruiters
  • What you’ll get: 
    Role description form template
  • Why you need it: 
    To give the candidate and employer a clear direction for their role in the company
  • When it applies in the talent success process: 
    Before recruitment

Why You Should Create a Role Library

Every role requires different qualifications. Clearly defined roles create clarity and transparency — not just for the job candidate, but for the employer and recruiter, as well. These roles will help you identify exactly who you are looking for, what that person should be able to accomplish, and what should drive that person.

Roles are an entity that tie together across the entire talent management life cycle. Creating a role library will enable roles to live beyond just the context of recruiting, as role descriptions will be useful to selected candidates and their superiors well past their hiring date.

What are the key defining elements of a role?

Every clearly defined role has these core attributes:

  • Title *
  • Competencies *
  • Mission statement *
  • Goals *

Creating Job Families

A job family is a group of roles that require similar types of work and expertise. Job families help organize related jobs, which is especially beneficial when you have several different types of job families across an organization.

You can use job families to:

  • Identify career opportunities
  • Identify training needs and qualifications
  • Better understand job requirements
  • Compare job requirements
  • Ensure job consistency
  • Improve succession planning
  • Improve career tracking

Creating job families within your organization may take some time, but it’s definitely worth it — especially for the recruiting process.

What Does a Job Family Look Like?

Below is an example of a job family. Take a look and think about how you can apply it to your organization.

Job Family Tree

Taking the Next Step with Job Roles and Job Families

Using the roles you’ve created within those job families, you can start to identify where you will need to do the most hiring and where success will be the most important. This will let you prioritize which positions to start recruiting for first, and which positions can take a back seat in the recruiting process.

Important note: When getting started with creating job roles, you don’t need to build your entire job catalog right away. Begin by choosing one position per department and build from those starting points.

Putting It All Together: Human Resources Manager Job Role Template

Below is a role template for a human resources manager.

Using templates for job roles helps you consistently apply recruiting best practices to be able to hire and engage more top performers more easily and effectively polish your company brand as an employer of choice.

Human Resources Manager Job Profile

Job Group: Human Resources

Plans, directs, coordinates, and evaluates an organization’s human resource management activities to maximize the strategic use of human resources and maintain functions such as recruitment, training and development, employee compensation, personnel policies, and regulatory compliance.

Title: Human Resources Manager

Mission: Double the number of A-players at our organization over the next three years by creating and deploying processes to recruit, hire, engage, and retain top talent.


  • 90 percent employee retention of A-players in 2016
  • 20 percent reduction in new-hire ramp time in 2016
  • Develop and deploy annual performance review process by the end of 2016
  • 30 percent increase in quality of hire in 2016


  • Compensation and Benefits Administration

    Developing, managing, and administering employee compensation and benefits policies, ensuring cost efficiency and alignment with human resources strategies, and ability to attract top talent.

    Level 4
    Analyzes and coordinates compensation and benefits plans
    Responds to complex compensation and benefits inquiries
    Analyzes alternative compensation and benefits plan designs, their competitiveness, and associated cost structures
    Coordinates changes to benefits plans
    Generates complex ad hoc reports and analyzes data related to compensation and benefits plan transactions, budget, and performance
    Advises other HR staff on compensation- and benefits-related issues as needed
    Assesses and monitors employee needs and usage as well as emerging compensation and benefits trends
    Develops plans to solve quality issues within area of responsibility
  • Learning and Development

    Creating a supportive learning environment aligned with the organization’s goals and strategies by providing employees with tools and activities to promote their professional development.

    Level 2
    Provides learning and development advice and services to individuals
    Provides advice on the development of learning objectives, linking them with business needs and outcomes
    Works with employees to identify career paths
    Monitors employees’ learning activities and career progression, providing feedback and coaching as necessary
    Facilitates learning activities and conducts training sessions
    Modifies learning activities to fit learner needs as part of a broader learning initiative program or curriculum (e.g., incorporates organizational content into learning activities)
  • Occupational Health and Safety

    Monitoring the work environment to ensure health and safety of all employees while promoting an organizational culture that reflects occupational health and safety best practices.

    Level 1
    Contributes to the health and safety culture
    Applies health and safety knowledge and principles in the workplace
    Demonstrates knowledge of health and safety best practices and any applicable legislation
    Orients new employees on the organization’s health and safety policies and practices
    Monitors health and safety compliance on an ongoing basis (e.g., makes required updates when a designated first-aid provider leaves the organization)
    Participates in workplace health and safety committees
    Identifies hazards in the workplace and ensures that they’re reported according to legislation and company policy
  • Recruitment and Selection

    Providing advice and services related to the attraction, sourcing (advertising, job fairs, etc.), evaluation (determining and implementing selection criteria and strategy), interviewing, and intake (i.e., negotiating offers) of appropriate talent to meet the organization’s human resources needs.

    Level 4
    Participates in proactive recruitment activities
    Develops and maintains appropriate metrics and statistics to evaluate effectiveness of recruitment processes
    Keeps up with current trends and suggests improvements to existing recruitment processes and evaluation methods
    Provides expertise and advice regarding complex recruitment issues and assessment techniques to other HR employees and hiring managers
    Coordinates recruiting resources, internally and externally, to seamlessly meet client needs
    Forecasts future human resource needs and develops strategies to meet these shortfalls
    Develops and manages multiple talent streams (i.e., internal and external) for high-volume or critical jobs
  • Work Ethics and Values

    Demonstrating and supporting the organization’s ethics and values.

    Level 3
    Proactively identifies ethical implications
    Ensures that others understand the organization’s ethics and values
    Monitors the work environment, identifying and addressing any ethical issues that could negatively affect staff or stakeholders
    Intervenes with, as opposed to ignoring, lapses of integrity (e.g., reminds others of the need to respect the dignity of others)

Template generously provided by Human Resources Systems Group