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Job Description Form

Version 1.0 Updated 19 Mar 2018
Forms & Checklists Recruitment

Who can use this form

This form can be used by all employers.

Commentary

When completing the job description, care should be taken to properly express the key duties, responsibilities, and accountabilities of the position. To assist you to complete the form, you will be provided with examples based on a possible job description for a 'clerical and administrative' employee.

There are a number of benefits to businesses in having accurate job descriptions. These include the following:

  • providing an employee with a job description assists the employee to understand the nature of their role and the employer’s expectations;
  • having a job description in relation to a vacant position can assist the business during the recruitment process. For example, the job description may provide guidance when preparing the content of a job advertisement or preparing a brief for a recruiter. The business may also find it useful to refer to the job description when assessing whether a candidate fulfils the requirements of the position;
  • it may assist an employer in the management of ill and injured employees, particularly if the employee is unable to perform the inherent requirements of the role as set out in the job description;  
  • having a job description can help an employer avoid allegations that it has failed to select a particular candidate for discriminatory reasons; and
  • it may assist in identifying award coverage.

 

The manner in which a job description is provided to an employee can impact upon a business’ ability to alter the employee’s position description during the period of employment. It is suggested that you review the section in the Contract of Employment, which is provided in Workplace, for an example of a contract which contains a provision regarding the business’ ability to alter the employee’s position description during the period of employment.

It is important that the description of the position summary and duties required to be performed is not too restrictive, so as to limit an employer’s ability to alter the nature of the duties or responsibilities of an employee. Significant unilateral alterations to an employee’s position will expose the business to the risk of legal action. You should seek advice before making any significant amendments to an employee’s position description without their consent.

It is important when completing the job description form that consideration is given to the terms of any contract of employment or relevant industrial instrument that applies to the employee’s position. In particular, attempting to make the duties or responsibilities of an employee too broad could result in an employee being required to perform duties of a higher grade under an industrial instrument, which attracts a higher rate of remuneration. It is important that you seek advice if you are uncertain of the interaction between the job description, the contract of employment and any other relevant instruments that potentially apply to the employee’s employment.

Employers should regularly review position descriptions to ensure that the description of duties is consistent with the work being performed by employees.

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