Role description converter resources

Access the video demonstration, user guide and frequently asked questions to help you use the Role Description Converter.

RDC Video demonstration

3:14

Role description converter video demonstration

This video provides a step-by-step demonstration of the Role Description Converter (RDC), showing how NSW Government employees can upload an existing role description and convert it into the new role description format.
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Video transcript

Role description converter video demonstration

Welcome to the Role Description converter.

This tool helps agencies convert existing role descriptions into the NSW Government Standard Role Description Template.

Before you begin, make sure you have access to Sectorlink and the original Microsoft Word version of your role description.

Please note that PDF files, Word documents created by converting a PDF and password protected documents are not supported and may not be processed by the tool.

To get started, open the Role Description converter in Sector Link.

If this is your first time using the tool, you will need to submit a one time access request.

Once approved, you'll receive a confirmation email and can begin using the tool.

Click the link in the confirmation email to access your folders.

Remember to bookmark these folders so that you can easily return to the tool when needed.

Once in your folder you will see 3 subfolders upload results and archive.

Upload role descriptions to the input folder, access converted role descriptions in the results folder, and find previously processed files in the archive folder.

Navigate to the upload folder and upload one or more role descriptions.

You can use the Create and Upload tab or simply drag and drop the role descriptions you wish to upload.

Ensure the files are Microsoft Word documents in docx format and are not password protected.

Once your files have been uploaded, the Role Description converter will automatically begin processing them.

You can now leave the page as the tool converts your role descriptions into the NSW Government Standard template.

You will receive an email when your converted files are ready.

Processing times may vary depending on the number and size of files uploaded.

When processing is complete, open your results folder to download the converted role descriptions.

This folder will organise role descriptions by date of conversion.

Be sure to promptly save copies in your agency's records management system.

Please note that files are retained in the folder for four weeks only.

Before using the converted role description, carefully review the output.

We recommend downloading the file and opening it in the desktop version of Microsoft Word to ensure all formatting and document features are displayed correctly.

Check that capability mapping is appropriate, role specific information is accurate, placeholders have been updated, and formatting is correct.

You should also remove any sections that are not relevant to the role.

Remember, the Role Description converter supports the conversion process, but final responsibility for the content remains with your agency.

Thank you for using the role description converter.

You now ready to create accurate, consistent and capability aligned role descriptions using the NSW Government Standard template.

RDC user guide

 

1

Before you start

Before using the RDC, ensure you:

  • Have access to Sector Link. 
  • Have the original Microsoft Word (.docx) version of your role description ready for upload. 
  • PDF files, documents converted from PDF and password-protected documents are not supported. These documents may contain formatting and structural issues that will not convert accurately through the RDC. 
  • The Role Description Converter is designed to support the conversion process, but the output will reflect the content and formatting of the source document. Role descriptions that have been customised, contain complex formatting or differ significantly from standard templates may not convert perfectly. Always review the converted document and check formatting, capability mapping and role-specific content before use.
2

Access the RDC

  • Access the tool on Sector Link
  • If this is your first time accessing the tool you will be required to complete a one-time access request, which will be automatically approved. 
  • Automatic approval can take up to one hour; you will receive an email confirming access with the expected email subject “The folder "firstname_lastname-emaildomain_nsw_gov_au" has been shared with you”. 
    • Important: save this email or bookmark your folder to easily return to it
3

Upload your files

  • Navigate to the designated input folder
  • Upload one or more role descriptions. You can upload up to 100 role descriptions at a time
    • Ensure files are in Microsoft Word (.docx) format and are not password protected
  • Once uploaded, the RDC will automatically begin processing your files
4

Wait for processing

  • The RDC will convert your role descriptions to align with the NSW Government standard template
  • Larger batches may take longer to process
  • You may leave the page as you receive an email when your files are ready.
5

Download your converted files

  • Open your designated results folder
  • Download the converted role descriptions
  • Save copies in your agency’s records management system
  • Uploaded and converted files are retained for four weeks. Download and save the converted files promptly
6

Review the output

When reviewing role descriptions, we recommend using the Word application rather than the web version to ensure all formatting and document features are displayed correctly.

  • Confirm capability mapping is appropriate
  • Review role-specific information
  • Update any placeholders or information requiring agency input
  • Check formatting and content accuracy. Minor formatting updates may be needed. 
  • Remove any sections that are not relevant to the role.

Troubleshooting

Situation Recommended action 
You have requested access but cannot find the sharing email Check the inbox and junk folder for an email beginning with “The folder … has been shared with you”. Confirm that the request used the correct NSW Government account. 
You can open the folder but cannot find a converted file Wait for the “Role Description Converter - File has been processed” email, then use the dated Results-folder link in that email. 
The converted document contains missing or duplicated capabilities Do not use the document without review. Record the source/output filenames and report the issue. 

For further support, please contact the support.

 

Frequently asked questions

Known limitations
  • Supports Word (.docx) files only
  • Outputs must be reviewed before use
  • The converter processes the information and formatting contained in the source document. If a role description has been customised or uses complex formatting, some elements may not be transferred exactly as intended. Always review the converted document and make any required adjustments before use.
  • The tool has been designed to convert the 2020 version of the Framework to the 2026 revised Framework. Role descriptions that pre-date 2020 may not be mapped correctly.
What file types are supported?
  • This tool will only support docx. file types. 
  • PDF files and other formats cannot be uploaded
I only have a PDF version of my role description. Can I convert it to a Word document and upload it to the RDC?

No. The RDC is designed to work with original Word versions of role descriptions. Documents that have been converted from PDF to Word may not retain the required structure and formatting and are not supported. If you do not have a Word version of your role description, please recreate it in the Role Description Builder (RDB).

What happens if information is missing?
  • If the converter cannot find information required for a particular section, it will add placeholder text or reinstate the missing field to help you identify and complete any outstanding information.
  • This allows the role description to be converted into the NSW Government standard template while highlighting areas that may require manual completion. 
  • Agencies should review the converted role description and update or remove placeholder text as required.
Will all capabilities be mapped?
  • Standard capabilities will be mapped and converted to align with the Revised NSW Public Sector Capability Framework
  • Where capabilities have been customised or do not align with the 2020 version of the framework, they may not be mapped correctly and may require manual review or updating
  • The OPSC does not recommend customising capabilities listed in the Capability Framework, as it is intended to support a consistent approach across the public sector.
Does the converter change the content of my role description?
  • The converter restructures content into the NSW Government standard template and updates capability information where applicable.
  • Agencies remain responsible for reviewing the converted role description to ensure the content remains accurate and appropriate for the role.
How long are files stored?
  • Files are stored for four weeks. 
  • We recommend downloading your converted role descriptions as soon as possible to ensure they are retained in accordance with your agency's record keeping requirements.
Who can access my documents?
  • Users can only access documents that they have uploaded or generated through the converter
  • Access to documents submitted by other users is restricted.
Does the converter replace the Role Description Builder?
  • No. The Role Description Converter is designed to help agencies update existing role descriptions by converting them into the NSW Government standard template.
  • The Role Description Builder remains available for creating new role descriptions.
Will I receive updates while my files are being processed?
  • No. The Role Description Converter does not provide progress updates during processing.
  • You will receive a notification once processing is complete and your converted role descriptions are ready for download.

Resource downloads

Role description converter user guide PDF 80.97KB File last updated on: 08 September 2026.
Role description converter FAQ PDF 141.86KB File last updated on: 08 September 2026.

If you have any accessibility feedback or concerns related to this resource, please contact us.

Type: Guidance
Author: Office of the Public Service Commissioner
Publication Date: 17 September 2026

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NSW Government
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