How to Write a Simple Job Description

1.0 A timely reminderPhD degrees.
In a recent decision in a New South Wales court itBefore giving the position to someone reference
was found that an employee was psychologicallycheck carefully. Recently we assisted an
injured and that contributing factors such as notAccountant whose employee warranted they had
having a job description and controllingthe skills and passed probation and then after
management behaviours were responsible. Theprobation dropped the ball.
employee was subsequently awarded $500,000.00If a perspective employee signs off to say they
for psychological injury.have these skills and afterwards displays the
Not having a clear job description can lead tocontrary you have common law and industrial
significant expense, declining morale andrights that protect you.
uncertainty. In this is the case, you the employer3.5 Occupational Health and Safety
is the party that will be penalised and the courts'Occupational health and safety is a big ticket item
will not display leniency for ignorance or busyness.of the industrial agenda today. To many lives lost,
2.0 The Job descriptionover 500 lives lost each year to industrial
A job is a collection of tasks and responsibilitiesaccidents.
that an employee is responsible to conduct. JobMost job descriptions do not contain reference to
descriptions are lists of the general tasks andthe employer and employee working within the
responsibilities of a position.framework of health and safety and do so to
Typically, they also include to whom the positiontheir peril.
reports, specifications such as the keyBy including this clause, by induction and training
responsibilities and qualifications and experienceyou are able to demonstrate your commitment
needed by the person in the job and canto health ad safety.
sometimes includes the salary range for the3.6 Sign off
position.Sign off demonstrates that the employee has the
Job descriptions are usually developed bycore skills, experience, and safety awareness to
conducting a job analysis, which includes examiningcarry out key responsibilities. In the vent of a
the key tasks necessary to perform the job. Thedispute this is critical.
analysis looks at the areas of knowledge and skillsYou can find more information at
needed by the job.EXAMPLE
A typical job description is used for advertising toABC ACCOUNTS
attract an employee to fill a position, or to set thePOSITION DESCRIPTION
boundaries and parameters of the particularSenior Receptionist
position that you want filled.PURPOSE OF THE POSITION:
However, many job descriptions are not framedTo effectively and in a timely manner undertake
well and this includes, not worded a job descriptionthe duties of senior receptionist providing
in a manner such that the employee'ssecretarial, clerical, financial & administration
performance can be measured and leaving outservices to ABC Accounts. To assist with other
key flexibility clauses. It is not uncommon for aduties as directed by your Manager.
person to write a position description, hire thePOSITION REPORTS TO: Administration Manager
employee and then have the employee refuse toKEY RESPONSIBILITIES:
do the banking because banking was notNO: DUTIES
incorporated in their job description.1. Perform reception duties including answering the
In cases where the dispute has gone legal thetelephone in a timely manner, directing client
employee has a good chance of winning. It's all inqueries to the correct person, screening calls and
the documentation.representing the company in a professional
When drafting a job description it is paramount tomanner.
include a flexibility clause that will allow the2. Provide support to the Manager as required
employer the right to direct the employee toincluding compiling letters, memorandum and
perform other work that is within their recognizedreports, screening incoming correspondence and
skill set.arranging appointments for clients.
3.0 What should I include in job description3. Process cheques and payment advice
Your job description is an important documentassociated with the organisation's creditors,
that needs to set out a number of key matters.debtors and invoices and other accounts payable
3.1 Purpose of the positionand receivable in a timely manner.
The purpose of the position summarises the key4. In addition, you may be required to undertake
reason the position exists within the organisationa variety of tasks, both skilled and semi-skilled, or
and a short paraphrase of duties the incumbent iscarry out some other task which is not specifically
required to understand and take responsibility for.within your traditional role provided the task is
3.2 Position reports towithin your core skill competencies and legal
Having stated professional boundaries is anrequirements.
important part of the organisation and employeesCORE SKILLS:
understanding in who they report to and what1. Minimum of 4 years experience in an accounting
they are responsible for. This prevents anyfirm
misunderstanding which in the event of dispute will2. Minimum of Advanced Diploma of Accounting or
work against you if you do not have itother professional education approved by ABC
documented.Accounts.
3.3 Key responsibilities3. Display a professional and courteous manner in
This section of the job description details the mainrepresenting the organisations core value of
tasks that the employee is accountable andexcellence in customer service.
responsible for.4. Ability to remain calm under pressure and
It should include the macro items however someeffectively manage multiple tasks and deadlines.
employers like to include the micro detail as well.5. Experience in compiling letters, memorandum
Of paramount importance is point four of theand reports, making appointments and dealing with
example (you may be required to undertake asensitive organisational issues with confidentiality
variety of tasks, both skilled and semi-skilled, orand discretion.
carry out some other task which is not specifically6. Able to demonstrate a high level of experience
within your traditional role provided the task isand literacy in computer software applications
within your core skill competencies and legalsuch as Microsoft Office and computerised
requirements). This gives you flexibility to directaccounting software.
your employee to undertake other work not7. Able to work within the policies and procedures
detailed in their job description. We are now livingof ABC Accounts.
in an age of discontinuous change where today'sOCCUPATIONAL HEALTH & SAFETY
tasks change tomorrow and this gives you theSTATEMENT
flexibility to grow with those changes.Assist the ORGANISATION to create a safe and
3.4 Core Skillshealthy working environment by working safely,
Core skills are those skills and experience that theusing equipment provided and following instructions
incumbent will need as a minimum to perform thegiven for health and safety purposes and
job in a professional and responsible manner. Asimmediately reporting any unsafe working
such, you need to take particular notice whenpractices or hazardous working conditions.
interviewing a perspective employee in ensuringI certify that I have read this Position Description
they really do have these attributes.have the core skills to carry out these duties
Research has discovered that up to 35% ofcontained herein and have had any questions or
qualifications, memberships and experience writtenconcerned answered to my satisfaction.
on a resumes are false. This includes Masters and