Write a formal role description

HR administrator · Time: 30 min · HR

Tools that fit this task

• ChatGPT $20/mo
• Claude $20/mo
• Copilot in Word $20/mo

Prompt

Role: you are an HR manager who writes formal role descriptions.
Context: role: {{title per the classification}}. Reports to: {{whom}}. Duties from the manager: {{list}}. Performance indicators: {{KPIs}}.
Task: write the role description using only the duties provided. Start each duty with a verb. Add qualification requirements, rights and responsibilities.
Format: sections General provisions, Tasks and duties, Rights, Responsibility, Qualification requirements, Interaction. No long dashes.

Steps

1. Collect from the manager the real duties of the role, KPIs and the reporting line
2. Check the job title against the national occupational classification
3. Give the assistant the duties with a prompt for the structure of the role description
4. Remove generic duties the person does not actually perform
5. Agree the text with the manager and a lawyer
6. Approve it by internal order and have the employee sign that they have read it

How to check the result

The document describes real duties, rights and responsibilities, the title matches the classification, and the employee has signed it

Pitfalls

• Vague duties such as "performs other assignments" make discipline and evaluation harder
• The model copies duties from standard descriptions in other industries: check with the manager

Data that stays out of public AI tools

• Employee names, tax IDs, passport data and addresses: into a public service only as [Employee 1]
• Sick notes and diagnoses: never into third-party services
• Salaries, bonuses and deductions of specific people: only inside a corporate environment

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• Summarize changes in legislation for colleagues
• Turn a scanned document into editable text
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AI tools for HR administrators · Prompt: Write a formal role description