W2 - Writing Job Descriptions

What is a Job Description?

A Job Description (also known as a Position Description) provides applicants and ultimately employees with a clear description of what is expected of them in a particular role.

Job descriptions should contain the following information:

• The job title and reporting lines
• A description of the primary role and objectives of the job and what you expect it to contribute to your  business
• A summary of the major responsibilities of the position, who the employee is required to work with, individual tasks and functions the employee will be responsible for and how these tasks/functions are to be performed
• Education and qualifications necessary for the job
• Skills and abilities required – list the essential, highly desirable and desirable skills and abilities for the job
• Experience – outline the type and level of previous experience required (if applicable)

It is important to remember that the Job Description should be developed in relation to the actual position, NOT the person filling the position, or the present incumbent.

Job descriptions also provide employers with the selection criteria to assist in the selection of the best person for the job, because they outline the skills, knowledge, experience and qualifications that are required to perform the duties relating to the particular position.

The selection criteria can then be prioritised into essential, highly desirable and desirable criteria. These can then be used to develop interview questions and to assess which of the applicants fits the requirements of the position most closely.

Essential Skills

The absolute requirement to perform successfully in the position

Highly Desirable Skills

It would be a bonus if the applicant had these skills

Desirable Skills

It would be good if the applicant had these skills, but it does not matter if they do not as they can be trained in them

There are a variety of formats that can be used to write a comprehensive Job Description, and different companies/positions may require different or more specific information. The following is a suggested format only.

Classification

Indicates the appropriate award or agreement (if relevant) relating to the position and the applicable level.

Position Purpose

This section identifies what the position’s role and objective are within the organisation – this is normally a short paragraph.

Principal Responsibilities

This section lists the particular tasks and functions of the position, normally in the order of their priority. It is recommended that, where possible, action verbs should be used such as “arrange”, “coordinate”, “budget”, “supervise” and “plan”.

Reporting Relationship

This section will indicate to whom the employee must report, and who will be responsible for supervising/managing the employee and their performance.

Education

The section should also indicate the level of education and any specific qualifications that may be necessary in order to perform the specific duties relating to the position, such as completion of Year 10 or 12, trade qualifications, university/TAFE diplomas or degrees.

Care should be taken when wording this section to ensure that no item is discriminatory (either directly or indirectly), unless through a genuine occupational requirement of the position.

Selection Criteria

The minimum knowledge, level of skills and required experience that are necessary to perform competently in the position should be listed.