# Role requirement sheet **Version:** 1.0 **Date:** 2026-08-22 **Type:** Instrument --- ## 1. What this sheet is for A form, written and dated before a role is advertised, that says what the property needs from the role, how each of those needs will be checked, and — at offer — whether the check was actually done. It sets the floor a candidate has to clear. Choosing between two people who both clear the floor is a comparison, and this sheet does not do that part. It is not one page. It is four sections of requirements, a closing block, and it takes an hour the first time. The hour is the point: the requirements you cannot write down before you meet anyone are usually the ones that get invented afterwards to fit somebody. **Two rules govern the whole form.** **Every numbered row is pre-printed.** A row you do not need is struck through and initialled. A blank row is not a spare — a blank reads as a row nobody wrote, and that is what it will mean to whoever reads this in a year. **No requirement exists without its check beside it.** The check cell sits on the same row as the requirement, not in a table further down. If you cannot write how it will be checked, strike the row. A requirement with an empty check cell is a preference. ## 2. Header | Field | Entry | |---|---| | Role title (internal) | | | Department / reports to | | | Number of positions | | | New position, or backfill | | | Full-time / part-time / seasonal | | | Covered by a collective agreement? (Y / N) | | | If Y: internal posting completed (date) | | | Written by / date written | | | First candidate seen (date) | | Where an agreement covers the position, posting order, bidding and seniority are not the hiring manager's to set, and internal posting usually comes first. That line is a gate, not a note. ## 3. What the role must produce Outcomes, not duties, and outcomes the post-holder controls. A duty is "answer the phone". An outcome is "no booking taken by phone leaves the shift without a written record". If a line could be written for any role in the building, it is too vague to judge anyone against. Stage options, use these words: *application · screening call · interview · practical · pre-offer · post-offer conditional*. | # | Outcome | What tells you it happened | How checked / by whom / stage | At offer: done / not done / waived by (role) | |---|---|---|---|---| | 3.1 | | | | | | 3.2 | | | | | | 3.3 | | | | | | 3.4 | | | | | | 3.5 | | | | | ## 4. True on day one, or learned here Every requirement goes in exactly one column. If it sits in neither, it is not a requirement and the row is struck. The right column narrows nothing and must not appear in the advertisement as though it does. | # | Must be true on day one | How checked / by whom / stage | At offer | |---|---|---|---| | 4.1 | | | | | 4.2 | | | | | 4.3 | | | | | 4.4 | | | | | # | Can be learned here | How long that honestly takes | Who teaches it | |---|---|---|---| | 4.5 | | | | | 4.6 | | | | | 4.7 | | | | | 4.8 | | | | If nobody has ever been trained on this in under a full season, write the season. ## 5. Certifications and licences **Genuinely required** — by law where the property operates, by the brand, by an insurer, by an agreement covering the position, or by the equipment itself. | # | Certification or licence | Required by whom | Held before start, or obtained within | Expiry / renewal due | Who tracks the renewal | How verified / by whom / stage | At offer | |---|---|---|---|---|---|---|---| | 5.1 | | | | | | | | | 5.2 | | | | | | | | | 5.3 | | | | | | | | The expiry column is not optional. A licence sighted once and never diarised lapses quietly, and the property finds out from an inspector. **Conventional but not required here** — commonly asked for in postings for this role, and not required by any of the sources above. | Commonly asked for | Why it is not required here | |---|---| | | | Employment requirements are jurisdiction-dependent. This sheet does not tell you what your law requires. Check locally, in writing, before use. ## 6. Shift pattern and physical demands | # | Demand | Plain statement | How checked / by whom / stage | At offer | |---|---|---|---|---| | 6.1 | Shift pattern (overnights, splits, on-call) | | | | | 6.2 | Weekend / holiday coverage | | | | | 6.3 | Seasonal shape of the hours | | | | | 6.4 | Standing / walking hours | | | | | 6.5 | Lifting | | | | | 6.6 | Environment (stairs, cold, outdoors, chemicals) | | | | Softening these to widen the field is a decision with a measurable consequence. You already hold the data: pull the start and departure dates of people hired against the softened wording and compare them with the rest. Do that before you argue about it. ## 7. Numbers taken from outside the property Staffing ratios — rooms per housekeeper, desk coverage per occupied room, hours per cover — arrive from manuals, other properties and consultants. They are starting points, not standards, and they have to be calibrated against volumes this property has measured. The house has a standing example of what goes wrong: a par level built on a room count taken from a status report rather than the room list. Every par on seven floors came out wrong in the same direction at once, and nothing in the process showed it. The number was plausible, sourced, and wrong everywhere simultaneously. | Outside figure used | Source | This property's measured figure | Date measured | |---|---|---|---| ## 8. Closing the sheet The sheet is written before the advertisement and closed at offer. It cannot be filed with a cell in this block blank. **Counts, entered at advertisement:** rows written: \_\_\_\_ · rows struck and initialled: \_\_\_\_ · check cells written: \_\_\_\_ Rows written must equal check cells written. Signed: \_\_\_\_\_\_\_\_ Date: \_\_\_\_ **Changes since the first candidate was seen** — mark one, at offer: ☐ none ☐ rows \_\_\_\_\_\_ changed (logged below) Unmarked means the sheet is not closed. | Date | Row | What changed | Why | Approved by | |---|---|---|---|---| | | | | | | **At offer:** every row above carries an outcome mark. A waiver names the role that waived it. A hire made without its checks is then visible on the face of the page rather than absent from it. Hiring manager: \_\_\_\_\_\_\_\_ Second signature: \_\_\_\_\_\_\_\_ Date: \_\_\_\_ ## 9. Questions to answer before first use - Who holds the second signature, and can the hiring manager change a closed sheet alone? - Which items in §5 has anyone confirmed with the issuing body, rather than assumed? - What does your jurisdiction allow you to ask about and check? Get this in writing. - Where do filled sheets live, who may read them, and how long are they kept? - If a strong candidate fails one check, who decides, and does that decision get logged as a waiver? - Does the advertisement match §4 and §6, or has it quietly hardened the learnable column? ## 10. What this instrument does not do It does not judge candidates — it fixes the floor they are judged against, and a badly written floor will be applied consistently and still be wrong. It does not measure whether your checks are any good, only whether they were written and whether they were done. It will not tell you what the role should pay, and it cannot stop a manager hiring the person they had already chosen; it only makes the distance between the sheet and the decision readable afterwards, which is smaller and slower than prevention. And it cannot fix a role that is two jobs written as one — though filling in §3 honestly will usually show you that this is what happened. The sheet publishes blank. Every property's filled sheets are its own.