A Role Planning Checklist for Before You Hire.
Use this checklist before advertising a vacancy to clarify why you are hiring, what the person will handle and the support they will need.
Complete this brief with the person who will manage the new employee. Resolve any gaps before writing the job ad.
Role details
Position title: ______________________________
Department: ______________________________
Reports to: ______________________________
Proposed hours and work location: ______________________________
Preferred start date: ______________________________
1. Why are we hiring?
☐ Confirm whether this is a replacement or a new position.
☐ Identify the work or business need that justifies the role.
☐ Review what has changed since the position was last filled.
☐ Consider whether clearer processes or different task allocation would address some of the need.
☐ If replacing someone, consider what their departure tells us about the workload, support or expectations.
Reason for the vacancy:
2. What work will the person handle?
☐ List the main daily, weekly and monthly duties.
☐ Identify busy periods and occasional responsibilities.
☐ Describe the workload, including relevant numbers and context.
☐ Note any backlog or unresolved matters they will inherit.
☐ Identify work currently handled by others that will move into this role.
The three main priorities are:
3. Where does responsibility start and finish?
☐ Define what the person will own from start to completion.
☐ Clarify tasks shared with other team members.
☐ Record what sits outside the role.
☐ Specify which decisions they can make and which need approval.
☐ Confirm who sets priorities when requests compete.
☐ Explain when and how they should raise a problem.
Key boundaries or approval requirements:
4. What skills and experience are needed?
☐ Separate essential skills from those we can teach.
☐ Confirm any qualifications or licences required for the duties.
☐ Match the experience needed to the supervision available.
☐ Identify the judgement and communication skills the work requires.
☐ Remove requirements that are not necessary for the job.
Must be able to do from the start:
Can learn with support:
5. What support will we provide?
☐ Name the person responsible for induction and training.
☐ Confirm that person has time available.
☐ Identify administration, team and management support.
☐ Arrange the systems, equipment and access needed.
☐ Plan the handover and document outstanding work.
☐ Agree on check-in times during the first month.
Training and support provided by:
6. What will we expect?
☐ Set practical priorities for the first month.
☐ Agree on what the person should be handling by three months.
☐ Define standards for accuracy, communication and follow-up.
☐ Choose a few measures relevant to the role.
☐ Allow time for learning before expecting a full workload.
First-month priorities:
Three-month expectations:
7. Are we ready to advertise?
☐ Confirm the pay budget, employment arrangement and working hours.
☐ Check that the workload is reasonable for the time and support provided.
☐ Ensure the role description and job ad reflect the same position.
☐ Agree on how candidates will be assessed.
☐ Confirm who will interview and make the hiring decision.
☐ Resolve any promises about flexibility, progression or support before discussing them with candidates.
Brief approved by: ______________________________
Date: ______________________________