Guidelines for Developing Position Descriptions

Position Title

Be aware of general business rules for titles, such as:

• HEW 3 and 4 are often titled ‘Assistant’
• HEW 5 and above are often titled ‘Officer’
• HEW 6 roles are often titled ‘Coordinator’
• HEW 7 roles start to use the title ‘Manager’, where appropriate.

Some areas of the University are particularly sensitive about titles and maintaining consistency. The general business rules above are not always strictly applied. As you become more familiar with your area you will become more aware of the particular arrangements that apply. In the meantime, ask your Lead HR Business Partner or other staff of any particular requirements.

For brand new positions:

• Create a new position number in SAP via the Organisational unit and position management. Minimum requirements are: position title, organisational unit, cost centre, supervisors
• You will receive your new number by COB the following business day, so if you must proceed with classification before receiving your number, add it to the PD once outcome is known
• Do not re-use an existing position number in the SAP structure
• Full time and continuing position numbers cannot have more than one incumbent, even if it is a maternity leave replacement. Only casuals, visitors and contractors have ‘block’ position numbers.

Review of existing unoccupied positions:

• Check position details and ensure any changes have been updated via Organisational unit and position management.

We want the role to sound appealing to potential applicants so the Position Purpose should be a high-level, succinct summary, providing candidates with a snap shot of what the role will be like.

The supervisor should provide details on the Position Purpose. To assist them, you can ask them to provide short answers (2 - 3 brief sentences) to the following questions:

• What (in the broadest terms) will the appointee do?
• Who will they provide services to?
• Why does the job exist?

There is a standard Monash ‘blurb’ that should be included in all PDs. You should also use the most recent and approved descriptions of the faculty/division and school/department/work unit.

Save the 'blurbs' for future PDs available in an easy-reference folder, for cutting and pasting.

Embed or include the organisation chart at the base of the PD, usually in Visio or Powerpoint.

Ensure that you:

• Include HEW levels but not names
• Check the organisation chart the supervisor supplies to ensure it matches SAP report ZHR39 Monash Positions & Staff Assignments

If you find differences, consult the supervisor:

• Any title changes are approved by an HR Business Partner/ Lead HR Business Partner
• A title change may mean significant changes to a role have occurred and not been documented
• Update approved position title and reporting line changes via Organisational unit and position management.

• The supervisor should provide this information (either directly into the Position Description document, by email or in the Position Description Development Questionnaire). It may be useful for you to send the instructional information tips that are in the Position Description template to ensure that the supervisor is clear on what information to provide.
• Each "Key Result Area" (KRA) should cover a separate or area of work and form a complete sentence.
• Keep it simple, concise and avoid jargon. Someone who is unfamiliar with the particular role should be able to read the key results and responsibilities and understand exactly what is required of the position.
• The PD should end up with a maximum of 5 KRA (8 for senior roles).

• The requirement for training level or qualifications must match the relevant HEW level descriptor. Do not list the number of years experience. If your essential criteria includes a degree requirement, specify the degree, where possible.
• The key selection criteria must align with the KRA and must be realistic and capable of assessment. The key selection criteria provide guidance and are a measuring tool for the selection process.
• Do not list safety/first aid roles, which may be current voluntary roles, e.g. safety warden.
• If a qualification, license, professional accreditation or membership* is legally required for the performance of some or all duties, then this should be stated first.
• Avoid including knowledge and skills only gained from working within the particular unit.
• Do not impose onerous requirements.
• The PD should end up with a maximum of 6 KSC (9 for senior roles).

*Should a position require membership of a professional association (eg. CPA) and maintain that professional association during the incumbency, it is appropriate for the work area to pay for the continuing membership.

There is a list of standard legal compliance requirements that must be in every PD.

In addition, some PDs specify that a Working with Children Check and/or Police Record Check will be required.