Decide the Role and Write It Down

Before you write anything

Answer these on one page. If you cannot, you are not ready to hire.

• What is not getting done right now, and what is it costing the church?
• Could a volunteer leader carry this? Have you asked?
• Is this a job, or is it three jobs?
• What will be different one year from now if this hire goes well?
• Who will this person answer to, and does that person have time to lead them?
• Can the church carry this role for at least a year if giving stays flat?

Opportunity, responsibility, accountability

"Then provide clarity on their new responsibilities. Empowerment is built on clarity and trust."

"At Pinewood, we are committed to knowing what we are doing, but also being aware of what we're not doing. Both are crucial"

The handbook ties this to Luke 12:48 (opens the passage on Bible.com). A written role is how you give clarity. It tells the new person what is theirs, and it tells them what is not.

The parts of a job description

Every staff job description has the same parts, in this order:

1. Header. Ministry area, job title, start date, status (full time or part time), location, supervisor.
2. Purpose. One sentence. Why this role exists.
3. Experience and knowledge required. A short list.
4. Essential functions. Grouped under a few plain headings, not one long list.
5. Supervisory responsibilities. Who they lead.
6. Pastoral responsibilities. What care they carry, if any.
7. Metrics for success. How you will both know it is working.
8. Time investment. Hours per week and where those hours go.
9. Signature and date.

Keep it to two pages. The signature matters. It means you both read the same page and agreed to it.

A sample to copy

This is a director-level role that cares for people from their first visit to their first leadership role. Change it to fit yours.

Job title: [title] Ministry area: [area] Start date: [date] Status: [full time or part time] Location: [location] Supervisor: [role, not a name]

Purpose

To develop leaders, systems, and processes that ensure individuals are engaged in their next steps, from first-time visitors to team leaders, while embodying [church name]'s culture, vision, and values.

Experience and knowledge required

• Proven experience in leadership development, leading leaders, and overseeing departments.
• Strong leadership and team management skills.
• Ability to build relationships to assess, advise, and direct individuals toward their next steps.
• Proficient in recruiting, equipping, and developing leaders to lead successful teams and small groups.
• Analytical skills to interpret and implement data-driven strategies.
• Commitment to [church name] culture, systems, and vision.

Essential functions

Leadership development

• Meet every two weeks with the leaders you oversee to provide coaching, vision, and support.
• Identify, recruit, and develop at least 2 new leaders annually.
• Provide consistent leadership coaching to strengthen team health and individual growth.

Vision casting

• Provide vision and leadership strategies for all teams in your area and communicate effectively with the Lead Pastor.
• Regularly evaluate and refine systems and processes to align with the church's mission and vision.

Team oversight

• Oversee and resource the team leads in your area.
• Delegate logistics and administrative tasks to team members to prioritize leadership development and vision casting.

Event leadership

• Act as the point of contact for your teams during major events, ensuring excellence in guest experience.
• Collaborate with other departments to anticipate and address event-related needs.

Onboarding and systems

• Refine onboarding processes for new members, ensuring clarity and alignment with church culture.
• Anticipate and address resource or staffing needs for team success.
• Personally connect with new people on Sundays and reach out to them during the week to assist them in taking their next steps.

Communication and planning

• Proactively communicate team needs, wins, and updates to the Lead Pastor in staff meetings or in one-on-one meetings.
• Anticipate future needs and align strategies with the church's ministry goals.

Team culture

• Encourage and challenge team leads through regular meetings and feedback.
• Host a team night once a year to build team culture, alignment, and morale.
• Pray for and spiritually support team members and leaders.

Budget management

• Develop and manage the area budget; ensure teams are staying within budget, tracking expenses, and planning expenditures effectively.

Supervisory responsibilities

• Oversee all staff and leaders assigned to the area.

Pastoral responsibilities

• Help care for people in the church when needs come up.
• Work with the small groups team on care situations and keep the right people informed.
• Be ready to step in for a crisis, a hospital visit, a funeral or a wedding when asked.
• Take your turn on call and pray with people at the altar on Sundays.

Metrics for success

• Onboard at least [number] new members monthly.
• Develop at least 2 new leaders annually.
• Maintain or improve team retention rates (goal: [number] percent or better).
• Participation in the newcomer class keeps pace with the church's growth goals.

Time investment

[number] hours per week, focusing on leadership development, team oversight, event preparation, and vision casting.

Signature: ____________________ Date: __________

Writing your own metrics

The metrics block is the part most churches skip. Do not skip it.

• Pick three or four. More than that and nobody tracks them.
• Use numbers you already count.
• Make at least one about people developed, not tasks done.
• Agree on them before the start date, and put a date on when you will look at them together.

Check before you post

• Does the title match what you are asking for?
• Could the person do this in the hours you wrote down? Be honest.
• Is the supervisor a role that exists today?
• Whether a role is employee or contractor, hourly or salaried, or covered by the ministerial exception is a legal question. It varies by state. Check with an employment lawyer or your denomination before you post.