A colleague leaves, and the old job description is ready to publish again. That saves time, but it may also preserve a job that no longer matches the work. Before searching for the same person in a new applicant, check which responsibilities still need to exist.
Start with the work delivered over a recent, representative period. Ask the departing colleague and the people who depend on the role for examples. Include infrequent but important responsibilities so a quiet month does not make them disappear.
Sort tasks by purpose
For each recurring task, record its output, the person who uses it and the consequence if it stops. Mark whether it is essential, should be redesigned or needs a decision about ending it. Do not quietly distribute unfinished responsibilities to colleagues while describing the vacancy as smaller.
Consider an invented coordinator role that produces a weekly spreadsheet nobody reads but also resolves supplier questions that several teams rely on. The spreadsheet occupies a visible line in the job description; the coordination may be hidden under “other duties.” Reviewing the actual work helps correct that imbalance.
Describe what success would look like
Write a small set of outcomes for the new role. Explain the decisions it can make, the support it will receive and the responsibilities that remain elsewhere. If the workload depends on regular help from another team, confirm that help before building it into the description.
Separate requirements needed on arrival from skills the organisation can teach. A long wish list can obscure the few capabilities that genuinely matter. Keep the wording tied to the work rather than the personal style of the previous employee.
Have the responsible manager and relevant HR colleagues review the revised role, including local employment requirements, before recruitment begins. Share the changes with the team so applicants and future coworkers receive the same account.
The practical deliverable is a role description with clear ownership and realistic work. Filling the vacancy matters, but first make sure the vacancy describes the job you now need done.