How to write a job description (Nat)

Before Employing Someone
Before employing someone, you should have a good idea of the tasks and functions required to carry out the job. Further, as jobs evolve so does the job description.  If the reason for employing is to replace someone, then this is a good time to review the duties performed and make the necessary changes.  This process will also help you to determine what level of person you are after and more importantly, whether you really need to employ someone.

Writing a Job Description
When designing a job description, you may find the following headings useful:

Job Title
The job title should identify the actual work to be undertaken and the difference between the job and other positions. Where possible the job title should support the importance of the position. Eg. Adviser, assistant supervisor, supervisor, assistant manager, assistant director, director. Title can be further divided into: area, region (state or national).

Region, Department or Branch
This information identifies the organisational units or division that is normally used with the job description.

Reporting Line
Identify to who the employee is to report. If the employee is to report to more than one person then the circumstance in which they report to those persons  should be detailed.

Job Purpose and Scope
Describe the primary objectives of the job. It may be easier to write these objectives after you have written the major duties of the job.

Duties & Responsibilities
Consider the following:

• What is done – usually short action statements;
• How duties are done – usually refers to operational manual etc;
• Why work is carried our in a particular way – giving a purpose;
• Freedom of action – in what circumstance the employee can make a decision;
• Qualification – which are required to be maintained to carry out the work

Conditions of Employment
Set out the rules the employee is to work under. Some employers have a staff handbook, which may be referred to.

Signing Section
The job description should be signed by the appropriate person usually the head of the department or, in the case of small business, the employer.

Summary
Where possible the job description should be clear and concise as it is a legal document and if challenged, it can be read against you where it is not clear. You should also be mindful of discrimination issues when formulating the job description.

The job description should be provided to an employee prior to commencement of employment as a supplementary document to the employee’s letter of appointment (which provides for employment terms and conditions).

For more information call the HIA Member Line on 1300 650 620

_{DISCLAIMER – the above is intended to provide general information in summary form. The contents do not constitute specific advice and should not be relied upon as such. Formal specific advice should be sought by members with respect to particular matters before taking action.}