A position description (PD) is a formal document that outlines the purpose, responsibilities, qualifications, and key requirements of a specific job role within an organisation. 

It serves as a foundation for recruitment, performance management, and legal compliance by clearly defining what is expected from employees in a particular position and how their role contributes to organisational objectives.

What is a position description?

A position description is a structured document that provides a comprehensive overview of a specific job role within an organisation. It goes beyond a simple list of duties to encompass the position’s purpose, key responsibilities, reporting relationships, required qualifications, and performance expectations. 

In the Australian workplace, position descriptions serve as essential tools for both employers and employees, creating clarity about role expectations, supporting fair employment practices, and establishing a framework for performance assessment.

Position descriptions differ from job advertisements, which are marketing tools designed to attract candidates. While job advertisements highlight appealing aspects of a role, position descriptions provide a complete and objective account of job requirements and expectations. They represent the formal documentation of a position’s parameters and serve multiple functions throughout the employment lifecycle.

Key components of an Australian position description

A comprehensive position description in the Australian context typically includes:

1. Position details

• Job title: The official name of the position
• Department/team: Where the role sits within the organisational structure
• Location: Primary workplace or indication of remote/hybrid arrangements
• Employment type: Full-time, part-time, casual, or contract
• Classification: Award or enterprise agreement classification (if applicable)
• Salary band/grade: Remuneration range or level
• Reporting relationships: Direct manager and any direct reports

2. Position summary

A concise overview that captures the role’s overall purpose and contribution to the organisation. This typically includes:

• Primary function of the role
• Scope of responsibilities
• How the position contributes to organisational goals

3. Key responsibilities

Detailed description of the core duties and accountabilities, often grouped into categories such as:

• Operational responsibilities
• Strategic contributions
• Team responsibilities
• Administrative duties
• Stakeholder management
• Compliance requirements

Australian position descriptions typically describe responsibilities using action verbs and outcome-focused statements rather than vague descriptions.

4. Selection criteria

The qualifications, skills, knowledge, and attributes required for successful performance:

• Essential criteria: Must-have qualifications and capabilities
• Desirable criteria: Additional qualities that would enhance performance
• Technical skills: Specific expertise relevant to the role
• Interpersonal skills: Communication and collaboration capabilities
• Experience: Relevant work history requirements
• Qualifications: Required educational or professional certifications
• Attributes: Personal qualities aligned with organisational values

5. Special requirements

Additional conditions specific to the role:

• Licences: Driving licences, working with children checks, etc.
• Physical requirements: Particular capabilities needed for the role
• Working conditions: Unusual hours, travel requirements, etc.
• Security clearances: Background checks or other security requirements

6. Key Performance Indicators

Measures used to assess successful performance in the role:

• Quality standards
• Productivity expectations
• Service level requirements
• Teamwork indicators
• Innovation and improvement metrics

7. Organisational context

Information about how the role fits within the broader organisation:

• Organisational values and how they apply to the role
• Team structure and where the position fits
• Key stakeholders and relationships
• Strategic priorities relevant to the position

Functions of position descriptions in Australian workplaces

Position descriptions serve multiple purposes throughout the employment lifecycle:

Recruitment and selection

• Define selection criteria for candidate assessment
• Provide clear information to potential applicants
• Support structured interview processes
• Establish a foundation for contractual obligations

Onboarding and training

• Clarify expectations for new employees
• Guide initial training requirements
• Support role clarity from the outset
• Help establish early performance goals

Performance management

• Provide a baseline for performance expectations
• Support objective performance conversations
• Guide development planning
• Inform promotion decisions

Workforce planning

• Identify skill requirements for succession planning
• Support organisational restructuring
• Guide capability development initiatives
• Inform resource allocation decisions

Legal and compliance

• Support defence against unfair dismissal claims
• Demonstrate compliance with equal opportunity principles
• Align with modern award classifications
• Document reasonable adjustments for diversity and inclusion

Legal considerations in the Australian context

Position descriptions interact with several areas of Australian employment law:

• Fair Work Act: Position descriptions help demonstrate procedural fairness in performance management and termination processes
• Anti-discrimination legislation: Well-crafted PDs focus on inherent requirements rather than potentially discriminatory criteria
• Modern Awards: Position descriptions align with classification definitions in applicable awards
• Work Health and Safety: PDs document responsibilities for maintaining a safe workplace
• Reasonable adjustments: Position descriptions should focus on outcomes rather than methods to allow for workplace adjustments
• Enterprise agreements: PDs must align with negotiated working conditions

Best practices for Australian organisations

Effective position description development includes:

1. Regular review and updating: Ensuring PDs remain current with evolving role requirements, typically reviewing annually or when significant changes occur
2. Employee involvement: Engaging current role holders in description development
3. Outcome focus: Describing what needs to be achieved rather than prescribing how tasks should be done
4. Clarity without constraint: Providing clear expectations while allowing flexibility for role evolution
5. Accessible language: Using clear, jargon-free terminology
6. Alignment with organisational values: Reflecting cultural expectations alongside technical requirements
7. Balancing detail with conciseness: Including sufficient information without creating unwieldy documents
8. Consistent format: Using standardised templates across the organisation
9. Forward-looking perspective: Considering future skill requirements, not just current needs
10. Legal review: Ensuring compliance with employment laws and regulations

Common challenges and solutions

Australian organisations frequently encounter several challenges with position descriptions:

Challenge: Keeping position descriptions current

Solution: Implement an annual review process aligned with performance cycles, and update PDs during restructures or when key responsibilities change.

Challenge: Balancing specificity with flexibility

Solution: Focus on core accountabilities and outcomes rather than detailed task lists, and include statements about adapting to changing priorities.

Challenge: Creating meaningful selection criteria

Solution: Distinguish between true requirements and preferences, and ensure criteria are measurable and directly related to performance.

Challenge: Aligning with award classifications

Solution: Reference the specific award level and incorporate key terminology from relevant award descriptions.

Challenge: Managing employee expectations

Solution: Use clear statements about scope and authority, and include “other duties as required” clauses while ensuring they don’t dominate the role.

Digital approaches to position descriptions

Many Australian organisations are modernising their approach to position descriptions:

• Interactive digital formats: Moving beyond static documents to dynamic role profiles
• Competency frameworks: Linking positions to organisational capability models
• HR Information System Integration: Connecting position descriptions to performance management, learning management, and succession planning systems
• Agile role definitions: Creating more flexible descriptions for rapidly evolving environments
• Self-service updates: Enabling managers to refresh position descriptions through workflow systems