How to Write Job Responsibilities with Job Competencies Examples - EmployeeConnect HRIS
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job responsibilities

How to Write Job Responsibilities with Job Competencies Examples

Writing effective job descriptions one of the most challenging sections is the section on job responsibilities. This section defines the work that an employee needs to perform after assuming a certain role. listing the tasks that an employee would be accountable for. This section is considered to be vital for other talent management processes as well, since it outlines the criteria that are utilised during performance appraisals and employee development.

This section is usually quite elaborate and lengthy since it entails a list of tasks to be performed by an employee in his/her day to day work. However, owing to its length, such a task list is not very handy when it comes to creating job requisitions, addressing the development needs of employees, evaluating an employee’s performance, and defining learning paths for employees.

Hence, it is very important to write job responsibilities in such a manner that it is useful, manageable, and also covers all the important details. While writing job responsibilities, ensure that the description includes  the following elements:

  • A detailed list of tasks
  • A comprehensive list of job responsibilities
  • A detailed list of job skills
  • A detailed list of job competencies

 

What are Job Responsibilities?

These are responsibilities outlined by an organisation in order to define the work that needs to be performed by an employee pertaining to a specific role. Job responsibilities also entail important information pertaining to other talent management processes.

The Detailed Job Task List

A detailed task list is considered to be the easiest and the most convenient approach while writing effective job responsibilities. It is one of the archaic ways of jotting down job responsibilities.

An effective task statement entails:

  • An active verb
  • A detailed description of the task
  • The intended outcome

Example job description & task list for the position of a customer success manager:

Reporting directly to the CMO, the Customer Success/ Growth Manager is responsible for management the inbound lead generation, customer growth & retention

Responsibilities

      1. Develop and execute inbound campaigns to generate  opportunities
      2. Provide data driven measurement to eliminate friction points, maximize the user experience & drive new feature development
      3. Develop creative & compelling customer centric content designed to maximize conversion & minimize support
      4. Be the XXX client experience advocate for all Products
      5. Drive upgrade conversion between products & new product feature adoption
      6. Become an expert in inbound content marketing
      7. Execute customer retention strategies, building growing XXX brand awareness and loyalty and defending against competitive threats.
      8. Identify innovative strategies to continuously improve sales & lead generation efforts
      9. Collaborate with sales & product development teams to improve our customer experience across the XXX brand 

Key Result Areas

      1. Design, execute & optimize inbound campaigns
      2. Customer acquisition, conversion & retention
      3. Customer experience & advocacy
      4. Identify market & trends & direction by researching industry and related events, publications, and announcements; competitive analysis; tracking individual thought leaders and their accomplishments 

Competencies 

      1. Analytics
      2. Critical Thinking
      3. Technical Knowledge
      4. Design Thinking
      5. Learning Agility 

Key metrics 

    1. Website traffic
    2. Leads generated (MQL)
    3. Lead Conversion
    4. Churn
    5. Subscriptions

 

List of Job Responsibilities

As per this approach, you need to identify a couple of functions that an employee needs to perform. With this approach, you need to follow a couple of key pointers:

  1. Revisit a typical day on the job and jot down the tasks that are performed.
  2. Using the task list, group similar tasks into job responsibilities or crucial functions. A crucial function is a responsibility that is considered to be vital in order to perform the job.
  3. Write a statement of accountability that supports the talent management process pertaining to each job responsibility or essential function.

 

The List of Job Competencies

This approach requires you to rephrase certain essential functions or job responsibilities pertaining to a specific job competency. This approach uses competencies as the base which enables it to be integrated with other talent management programs of your organisation. It avoids duplicating information in your repository between job responsibilities or essential job functions and the existing competencies available in your library.

With this approach, the competencies in the library include the results or outcome that ties in with a certain competency and describes proficiency on the job. Using this additional information, competencies can be used more effectively for evaluating performance and determining the learning needs of employees.

Job competencies statement entails:

  • The name of the competency
  • A description summary that includes:
    • A summarization of tasks and/or behaviors that the employee needs to perform and is held accountable for.
    • The results or outcomes that the employee is accountable for.
    • The internal and/or external customers that the person is accountable to.
    • A list of specific, measurable tasks and/or behaviors that define effective performance.

Ideally, every job needs to have at least three to seven specific competencies that portray the responsibilities that an employee is accountable for.

Job Competency Examples

 

Customer Service

  • Puts the customer at  the forefront of decisions and service delivery
  • Responds to queries promptly, offering as much information as possible
  • Speedy and effective resolution of customer issues and complaints
  • Adopting processes to track customer satisfaction

 

Innovation

  • Personally develops a new product or service
  • Personally develops a new method or approach
  • Sponsors the development of new products, services, methods, or procedures
  • Proposes new approaches, methods, or technologies
  • Develops better, faster, or less expensive ways to do things
  • Works cooperatively with others to produce innovative solutions

 

Team Building

  • Works collaboratively as part of a team to meet defined objectives
  • Works across departments, helping colleagues outside of the immediate working group
  • Gathers continuous feedback on how colleagues could work together more cohesively
  • Responding constructively to others’ ideas and suggestions
  • Encouraging active participation and cooperation within the team

 

Managing Change

  • Demonstrate support for innovation and for organizational changes
  • Initiates, sponsors, and implements organisational change
  • Personally develops a new method or approach
  • Proposes new approaches, methods, or technologies
  • Develops better, faster, or less expensive ways to do things
  • Helps others to successfully manage organisational change

 

Leadership

  • Leads a group to achieve an objective.
  • Leads by example to achieve an objective.
  • Inspires others to meet a common goal
  • Motivates team members to do something they decide they do not want to do

 

Integrity

  • Shares complete and accurate information
  • Maintains confidentiality and  meets own commitments
  • Adheres to organisational policies and procedures

 

Performance Standards

  • Sets and maintains high performance standards
  • Pays close attention to detail, accuracy and completeness
  • Shows concern for all aspects of the job and follows up on work outputs

 

Persuasive Technique

  • Clearly defines expectation, plans and listens carefully to those you are communicating with
  • Uses audience-specific language and examples to best illustrate your point
  • Presenting multiple arguments in support of your position

 

Analytical Thinking

  • Makes a systematic comparison of two or more alternatives
  • Notices discrepancies and inconsistencies in available information
  • Identifies a set of features, parameters, or considerations to take into account, in analyzing a situation or making a decision
  • Approaches a complex task or problem by breaking it down into its component parts and considering each part in detail
  • Weighs the costs, benefits, risks, and chances for success, in making a decision.
  • Identifies many possible causes for a problem.

 

Writing Skills

  • Able to communicate using concise, clear, appropriate language
  • Structures ideas clearly
  • draft reports and prepares correspondence

 

Strategic Thinking

  • Analyses the organisation’s competitive position by considering market and industry trends
  • Understands the organisation’s strengths and weaknesses as compared to competitors
  • Understands industry and market trends affecting the organization’s competitiveness
  • Has an in-depth understanding of competitive products and services within the marketplace
  • Develops and proposes a long-term (3-5 year) strategy for the organization based on an analysis of the industry and marketplace and the organization’s current and potential capabilities as compared to competitors

 

Accountability

  • Takes accountability for own actions, which includes the impact of decisions taken by self pertaining to patients and others.
  • Takes suitable action when anyone in the organization violates any standards or set of rules.
  • Acts in a way that demonstrates personal reliability and serves as an encouraging example of why others should trust the organization.
  • Views oneself as a reflection of the organization maintaining commitments and taking ownership of any mistakes that he or she may make at any point of time.

Job descriptions with effective job responsibilities outlined are an essential part of recruitment and managing employees. These written descriptions ensure that your applicants and employees understand their roles and what functions they need to perform in order to be held accountable.