A position description (or a job description) sets out what an employee needs to do for the position they are employed in.
It can be a useful reference point for getting you and your employee on the same page about what the job is, and can help prevent problems and misunderstandings.
A position description:
- doesn't need to be a formal document – but this will depend on the role.
- doesn’t need to identify every single task – but it should set out the main responsibilities and tasks you need done.
You can prepare a basic position description by following these key steps:
Step 1: The purpose of the position + how it supports the work of your organisation
Stating the purpose of the position can help explain to your employee how their position fits in and supports your organisation or business. It can provide a connection between the employee’s work and the bigger picture of why your organisation or business exists.
Identifying the purpose of a position can give an employee:
- context and meaning to their position
- an understanding of what could happen if certain things aren’t done.
Example: The position of theatre usher supports live performance by providing venue and patron support.
Step 2: The key responsibilities
Setting out the key responsibilities of the role tells the employee the main areas of work they are responsible for.
The key responsibilities should support the purpose of the position. A responsibility may include a collection of tasks or duties. The level and scope of responsibilities will vary from position to position.
Example: The theatre usher will be responsible for:
- the secure seating of audience members
- audience management
- supporting venue safety and accessibility.
Step 3: The tasks
Breaking down the position’s responsibilities into tasks gives both you and your employee an understanding of the types of duties and specific work that is needed. This is often the work the employee performs on a day-to-day basis.
Another way to think about is: How will these tasks support the positions’ overall responsibilities?
Example: The duties of a theatre usher include:
- greeting audience members
- checking tickets and guiding audience members to their seats
- providing audience members with information about venue amenities
- ensuring venue emergency exits are accessible and free from obstruction
- assisting audience members with mobility needs.
Step 4: The required skills, attributes or competencies
Including expectations around skills, attributes and competencies can help your organisation:
- identify the skills and competence that an employee can focus on as part of their development
- decide how the position may compare, or be aligned with other positions in the organisation, informing decisions around pay and remuneration
- identify whether the skills and competencies can be applied or transferred to other positions responsibilities
- make more informed recruitment decisions based on demonstrated skill, attributes and competence in other environments
Example: The required skills, attributes and competencies for the position of theatre usher include:
- communication skills, including the ability to listen with empathy and speak confidently and clearly to patrons
- collaboration skills, including the ability to work in a team with other theatre ushers and venue staff
- problem solving skills, including the ability to resolve issues calmly and quickly and in accordance with venue procedures
Some position descriptions may set expectations about the level of skill and competence in specific reference to the key responsibilities of the position. This can be a good way to show the employee what success in the position looks like.
Example: The theatre usher will use empathetic and clear communication skills with patrons and apply problem solving skills to manage audience issues.
Step 5: Reporting lines
It is important to set out:
- who the position reports to
- whether the position itself is responsible for managing other people.
Even if your organisation has no formal hierarchy, being clear about who the employee will report to is important for:
- managing workplace communication, and
- escalating issues that need to be resolved.
You can also include other positions that the position will interact with. This can help the employee reach out to others in the organisation when they need to.
Example: The position of theatre usher:
- reports to the venue manager
- works collaboratively with other team members and the customer service team.
Remember to check if there's an award or enterprise agreement classification
Some employees will be covered by an enterprise agreement or award.
Enterprise agreements and awards have classification structures that set out different rates of pay for different types of responsibilities and duties.
Be sure to check your position description against any applicable classification to avoid underpaying somebody.
Checklist for preparing a position description
A position description is a helpful reference point for what an employee will be expected to do.
Consider including:
- a list of duties and responsibilities, particularly those essential to the role
- the required competencies, skill level or qualifications needed for the role
- other roles the position will interact with
- who the role reports to (e.g. a manager’s name or a job title)
- what success in the role looks like, including the outcomes the organisation expects
- a reference to applicable policies or procedures that will apply to the employee working in the role.
For jobs involving child-related work, include in your job description:
- the job’s requirements, duties and responsibilities regarding child safety
- your organisation’s commitment to child safety
- the essential or relevant qualifications, experience and attributes in relation to child safety
- information about your organisation’s child safety practices, including your Child Safety Policy and Procedure and Child Safety Code of Conduct (if you have them).
