A Head of Department (HOD) plays a critical leadership role in aligning a team, unit or academic department with an organisation’s strategy. This Head Of Department Job Description guide is based on factual information from credible organisational and higher‑education sources and is tailored for South African employers who want to attract, assess and retain strong departmental leaders.
What is a Head of Department?
Across sectors, a Head of Department is responsible for leading and managing a defined functional or academic area, ensuring that operational activities support the wider organisational strategy. In South African universities, for example, the University of the Free State describes the Head of Department as the “academic and administrative leader” of a department, responsible for planning, organising, leading and controlling departmental activities in line with institutional goals and policies (University of the Free State – Head of Department role).
Similarly, in the UK’s National Health Service, a head of department role profile emphasises accountability for service delivery, staff management, and resource allocation within a specialised unit (NHS Wales – Head of Department job description).
When you draft a Head Of Department Job Description for your vacancy, you should clarify:
- The type of organisation (school, university, corporate, hospital, public sector).
- The scope of the department (size, budget, number of staff).
- Whether the role is primarily academic, operational, clinical, or business‑focused.
Key Responsibilities in a Head Of Department Job Description
While responsibilities differ by sector, several core functions appear consistently across credible job profiles.
1. Strategic Leadership and Planning
The University of the Free State notes that the Head of Department is responsible for the strategic development and planning of the department, including setting goals aligned to the faculty and university strategic plans (UFS HOD role description). This typically includes:
- Developing and implementing a departmental strategic plan.
- Translating organisational strategy into clear departmental objectives and targets.
- Ensuring that teaching, research, service delivery or business activities align with institutional priorities.
In a corporate or public‑sector context, this strategic planning can include market positioning, efficiency improvements and implementation of organisational change initiatives, as illustrated in job profiles such as the UK Civil Service “Head of Department” leadership roles (UK Civil Service job profiles).
2. Operational Management
Operational management is central to any Head Of Department Job Description. The UFS role description details responsibilities to plan, organise and control academic and operational activities, including timetabling, workload allocation, and administrative systems (UFS HOD document).
Typical operational duties include:
- Managing day‑to‑day operations within the department.
- Overseeing departmental processes, policies and procedures.
- Ensuring compliance with institutional policies, regulatory frameworks and quality standards.
In the NHS example, the head of department is explicitly tasked with ensuring that services are delivered to the “required standards and within available resources” (NHS Wales – Head of Department job description).
3. Staff Management and People Leadership
Leading people is a major component of the role. The UFS document highlights that Heads of Department are responsible for staff management and development, including mentoring, performance management, and assisting with academic promotions (UFS HOD role description).
A comprehensive Head Of Department Job Description typically includes:
- Line management of academic, professional, or operational staff.
- Performance reviews, coaching, and staff development planning.
- Recruitment and selection of new staff in collaboration with HR.
- Fostering an inclusive and supportive work environment.
In the context of schools, the Western Cape Education Department’s guidelines for departmental heads note responsibilities for supporting and evaluating educators, coordinating subject meetings, and promoting professional development within the subject team (WCED – Personnel Administration Measures).
4. Budgeting and Resource Management
Budget oversight is common in senior departmental posts. The NHS Wales head of department description assigns responsibility for managing budgets and resources efficiently, including staff, equipment and physical space (NHS Wales – Head of Department job description).
A typical Head Of Department Job Description should include:
- Preparation and management of the departmental budget.
- Monitoring expenditure and ensuring value for money.
- Planning and allocating resources (staffing, equipment, facilities).
- Making business cases for new resources where required.
In academic settings, resource management also involves allocating teaching loads, research support and laboratory or specialist facilities (UFS HOD role description).
5. Quality Assurance and Compliance
Quality and compliance responsibilities vary by sector but appear across credible role descriptions. For example:
- The UFS HOD must ensure that teaching and learning quality complies with institutional and external requirements, including curriculum standards and accreditation frameworks (UFS HOD document).
- The NHS head of department profile requires compliance with clinical governance, health & safety, and national healthcare standards (NHS Wales – Head of Department job description).
A robust Head Of Department Job Description should include:
- Responsibility for implementing quality‑assurance processes.
- Ensuring compliance with legislation, professional standards and institutional policies.
- Preparing the department for internal and external audits or reviews.
6. Stakeholder Engagement and Communication
Effective communication is a core leadership competency. The UFS document lists responsibilities for representing the department in faculty and institutional forums and maintaining communication with internal and external stakeholders (UFS HOD role description).
Common expectations include:
- Acting as the primary liaison between the department and senior management.
- Engaging with external stakeholders such as industry partners, professional bodies, parents or community organisations.
- Communicating departmental performance, challenges and achievements.
In health and public‑sector environments, this can extend to patient groups, regulators and partner agencies (NHS Wales – Head of Department job description).
Typical Requirements and Qualifications
Education and Professional Qualifications
The required qualifications depend on the sector:
- Higher Education: The UFS role description indicates that Heads of Department are typically senior academics (e.g., associate professors or professors) with relevant postgraduate qualifications and established research and teaching records in their discipline (UFS HOD role description).
- Schools: The Western Cape Education Department’s Personnel Administration Measures specify that departmental heads in schools must be qualified educators, often with recognised teaching qualifications and registration with the South African Council for Educators (SACE) (WCED – Personnel Administration Measures).
- Healthcare and Public Sector: NHS Wales requires relevant professional qualifications and registration where appropriate, plus experience in the specific service area (NHS Wales – Head of Department job description).
When creating a Head Of Department Job Description, specify:
- Minimum academic or professional qualifications.
- Required registrations (e.g., SACE, professional councils, health professions councils).
- Any sector‑specific certifications or leadership training.
Experience
Most credible role profiles require substantial prior leadership experience:
- UFS notes that HODs are usually appointed from experienced academic staff with proven management capabilities (UFS HOD document).
- NHS Wales requires experience managing staff and budgets and delivering services within a complex organisation (NHS Wales – Head of Department job description).
Common experience requirements include:
- Several years of relevant professional or academic experience.
- Demonstrated leadership or management responsibility (e.g., programme coordinator, senior specialist, subject head).
- Experience with strategic planning, quality assurance or organisational change.
Core Competencies and Skills
Across different sectors, Head of Department roles consistently emphasise:
- Leadership and people management – motivating teams, managing conflict and building high‑performing cultures (UFS HOD role description).
- Strategic and analytical thinking – interpreting data, setting priorities and making evidence‑based decisions (NHS Wales – Head of Department job description).
- Communication and interpersonal skills – engaging effectively with staff, students, clients, and senior leadership (UFS HOD document).
- Financial and resource management – understanding budgeting, cost control and resource planning (NHS Wales – Head of Department job description).
- Change management and innovation – leading improvements and adapting to organisational or policy changes.
Example Structure for a Head Of Department Job Description
Below is a sample structure you can adapt for your organisation’s vacancy. All content should be tailored to your sector and aligned with local policies and regulations.
Job Title
Head of Department – [Department Name]
Reports To
[Dean / Director / Principal / Executive Manager]
Location
[City, Province, Country]
Job Purpose
Provide strategic, academic and/or operational leadership to the [Department Name], ensuring that departmental activities align with the organisation’s mission, strategic goals and quality standards. The Head of Department is responsible for overall management of staff, resources, and services within the department, based on frameworks similar to those used by universities such as the University of the Free State and public bodies such as NHS Wales.
Key Responsibilities
- Strategic Leadership
- Develop and implement the departmental strategic plan in alignment with organisational strategy.
- Set measurable objectives and monitor progress against agreed targets.
- Academic / Service / Operational Management
- Oversee day‑to‑day academic, clinical or operational activities.
- Ensure effective timetabling, workload allocation and administrative processes (modelled on practices described by the UFS HOD role description).
- Maintain service delivery standards and manage operational risks.
- Staff Management and Development
- Lead and manage departmental staff, including recruitment, induction, performance management and professional development.
- Foster a supportive and inclusive environment that encourages excellence in teaching, research or service, in line with principles set out for departmental heads in the WCED Personnel Administration Measures.
- Budget and Resource Management
- Prepare and manage the departmental budget.
- Monitor expenditure and ensure efficient utilisation of resources, reflecting practices outlined in the NHS Wales head of department profile.
- Quality Assurance and Compliance
- Implement quality‑assurance processes and ensure compliance with institutional policies, accreditation requirements, professional standards and applicable legislation.
- Coordinate preparations for internal and external reviews or audits.
- Stakeholder Engagement
- Represent the department in institutional committees and external forums.
- Build and maintain relationships with internal stakeholders, industry partners, professional bodies, community organisations or regulatory authorities, as appropriate.
- Research / Innovation / Improvement (where applicable)
- Promote research, innovation and continuous improvement within the department.
- Support staff in pursuing funding, collaborations and development opportunities, reflecting expectations for academic HODs at institutions such as the University of the Free State.
Minimum Requirements
Adapt these to your environment, taking guidance from sector‑specific documents:
- Relevant degree and, where applicable, a recognised postgraduate qualification (as expected of HODs at the University of the Free State).
- Professional registration where required (e.g., SACE for school departmental heads, as stipulated in the WCED PAM document).
- Significant relevant experience, including demonstrable leadership, management and strategic planning responsibilities.
- Proven track record in [teaching and research / service delivery / business operations] within the relevant sector.
Competencies
- Strong leadership, team‑building and people‑management skills.
- Excellent communication and interpersonal skills.
- Strategic, analytical and problem‑solving ability.
- Financial literacy and resource‑management capability.
- Commitment to transformation, diversity, equity and inclusion, consistent with institutional frameworks such as those of South African universities (UFS leadership role description).
Using This Head Of Department Job Description for Recruitment
When publishing a Head Of Department Job Description on your careers page or job boards, ensure that:
- The role title, duties and requirements are consistent with sector‑specific regulations and guidelines such as the WCED Personnel Administration Measures for schools or institutional frameworks like the University of the Free State HOD guidelines.
- Any reference to professional bodies or accreditation standards is accurate and up‑to‑date.
- Your advert clearly describes the department’s size, scope and key priorities to attract suitably experienced candidates.
By grounding your Head Of Department Job Description in proven role profiles from universities, government and health‑care organisations, you can define realistic expectations, assess candidates fairly and support better performance once the successful candidate is appointed.