GUIDELINES FOR WRITING POSITION DESCRIPTIONSINTRODUCTIONThese guidelines have been produced to assist managers and supervisors in writing a Position Description that accurately reflects the requirements of the position at the University.

A Position Description should provide a clear outline of the functions and responsibilities of the job, the knowledge, skills and experience required to successfully perform these functions and the role of the position within the work unit and the university as a whole.

The Position Description should be written using clear, concise language and should be unambiguous. The Position Description should describe the position, not the person holding the position. The Position Description should also represent the role as it stands now, and not how it may look in the future. If there are plans to change the role or focus of the role in the near future, this should be taken into account in the drafting of the Position Description and recruitment to the position.

A Position Description serves a number of purposes. It is an essential organisational tool to enable managers, employees and prospective candidates to:

Correctly classify the position Better define the knowledge, skills and attribute requirements of the role Better define reporting lines and delegations, resulting in less ambiguity Identify the right candidate in the recruitment and selection process Create role clarity for the manager and the employee Better link positions into overall workplace planning and design Provide the basis for identifying and discussing work and objectives and formulating a

development plan in the Career Development Planning and Review process.

Some frequent errors that occur in the development of a Position Description include: A position purpose which is not clearly articulated and is too long , Key responsibilities identified as a task list rather than the main accountabilities of the

position, Too many selection criteria – criteria should be limited to a maximum of 6, and should

describe the requirements of the position itself and not the attributes of the current/recent occupant,

Selection criteria that include too many elements in the one criterion, and Immediate and longer-term requirements of the work unit which are not factored into

the position.

POSITION DESCRIPTION TEMPLATE

To prepare a Position Description use the Position Description Template found at the Office of Human Resources website. Your Senior HR Partner and/or HR Advisor are also available to provide assistance in the development of your Position Description.

Page 1 of 15 Western Sydney University

RESPONSIBILITY FOR POSITION DESCRIPTION DEVELOPMENTThe immediate supervisor of the position is responsible for developing or updating the Position Description. Where the position is occupied (i.e. in instances of a reclassification request) the Position Description should be developed in consultation with the occupant.

Supervisors are encouraged to liaise with their Senior HR Partner or HR Advisor for advice on completing the Position Description Template, and the process for classifying, approving and establishing a position.

The Office of Human Resources is responsible for the formal classification of the position, and for ensuring the Position Description complies with University Staff Agreements, policies and procedures.

In accordance with University delegations, the Dean/Director/Unit Head must authorise the content of the final Position Description before it can progress for approval.

New positions being established or existing positions being modified must be within approved budget and approved in line with University Delegations.

For new positions and positions seeking reclassification, the Position Description and organisational chart must be accompanied by the Classification/Reclassification Establishment Form

Please speak with your Senior HR Partner or HR Advisor for information regarding this process.

All new positions must be approved and established prior to commencing a recruitment action.

DEVELOPING A POSITION DESCRIPTION

Position Details This section provides basic information about the position that helps to distinguish it from other positions in the University. This information is to be consistent with establishment details in Alesco and will be checked by the Office of Human Resources. Please do not delete any of these lines of information. This template must remain in a standard format to ensure consistency.

Example:Position Title: Senior School Administrative OfficerClassification: HEW Level 7Establishment No.: 7003516Reporting to title & establishment /

School Manager (7006591)

Page 2 of 15 Western Sydney University

position No.:School/Office: School of Science & HealthDivision:

Position Title:The Position Title should be descriptive and free of jargon. Always use shorter, concise titles. The title should describe the type, level and nature of the position. The position title should also be aligned with similar internal positions and identifiable/comparable with external market.

Note that there are some position titles in the University that are generic across a range of Schools, units and Institutes and carry a generic position description. These position titles have standard HEW levels appended generic positions and titles. For more information on these generic positions and position titles please contact your Senior HR Partner.

Classification:The Higher Education Worker (HEW) Level or Academic Level indicates the appropriate level of responsibilities and duties of the position. The HEW/Academic level determines the base salary level for the position. The Office of Human Resources will evaluate the position description and advise the appropriate classification.

Establishment No.:Each position in the University has a unique establishment number to identify the specific role. For a new position, the establishment (position) number will be generated by the Office of Human Resources. If the position is an existing position, an establishment number will already be in place.

Reporting to Title & Establishment / Position No.:Include the title of the supervisor’s position, and establishment number.

School/Office:Enter the name of the School or Office in which the position will be situated.

Division:Enter the name of the Division in which the position will be situated.

ContextStandard wording that must be contained in the context for all Position Descriptions can be found in the Position Description Template.

Following the standard wording, provide a brief overview of the organisational unit, outlining how it fits within the wider University community. Include a statement of the unit, its objectives and strategic goals, and the context to which the position belongs. This statement should be no longer than 2-3 paragraphs.

Page 3 of 15 Western Sydney University

Position PurposeThis section is to provide a brief overview of the position. Include a few sentences that explain the overall objective of the position. What are the key components and broad accountabilities of the position? What functions is the position responsible for? This section should not list specific responsibilities or tasks. Remember it is a broad overview.

The reader should be able to judge the overall complexity of the position from this section. This section is also often used as the text for advertising the position. Please see below for examples of the type of information to be included and recommended length of this section.

Examples: The IT Support Officer is responsible for the provision of a wide range of first and

second level support services that include desktop support, computer lab support, server administration, technical advice and client specific technical IT support depending upon the services required by the client.

The Manager, Payroll Services is responsible for the provision of high level quality payroll and leave service to the business. This is achieved through the supervision and development of payroll staff and adherence to taxation requirements, accounting and audit procedures and employee entitlements detailed in workplace agreements and HR policies and procedures.

The School Administrative Officer is responsible for providing high level, effective and efficient administrative support to the School and is also responsible for the supervision of program and forum administration staff. The School seeks continual improvement in student satisfaction with program and teaching quality and the School Administrative Officer assists in the development, implementation and evaluation of administrative systems to support this improvement.

DimensionsThis section relates to the scope of the position. Identify the number of positions, their titles and HEW levels, which report to the role. Describe any indirect reporting relationships, if applicable.

Should the position have no direct and/or indirect reports, note as “This position has no supervisory responsibility” and “there are no indirect reports to this position”.

Example:

DimensionsNumber of direct reports: 8

Titles of direct reports: School Administration Officer (HEW Level 5) x 6School Administration Assistant (HEW Level 4) x 2

Page 4 of 15 Western Sydney University

Number of indirect reports: There are no indirect reports to this position

Major Responsibilities & AccountabilitiesThis section describes the major areas of responsibility and key outcomes of the position, to which the position holder will be accountable. The major responsibilities are to be written focussing on the expected outcomes of the position, and are not to be a detailed list of tasks the person will be carrying out.

The major responsibilities should be numbered and written in order of importance. They should be expressed concisely and be supported by the performance measures (accountabilities) for each responsibility. It is expected that accountabilities will be more strategic at higher position levels. Statements for responsibilities should begin with a verb such as coordinate, build, develop, deliver, facilitate, implement, maintain, negotiate, produce, etc.

The performance measures (accountabilities) should be listed using bullet points. They should convey the outcome and what success would look like for that position responsibility and how this would be measured. i.e. the outputs of the role should articulate clearly that the responsibility has been acted upon appropriately. The Accountability statement should be a reflection of the Major Responsibility with clear measures and may be in the form of decisions made, recommendations made and acted upon, reports completed etc.

Generic statements covering administrative activities, staff management and budget/finance management can be obtained from the Office of Human Resources.

Examples:

Major ResponsibilitiesAccountabilities

(ways to measure success of major responsibilities)

1. Provision of an efficient and effective student administration function to support School courses and special programs.

2. Deliver excellent laboratory and workshop services that meet the needs of the students and staff, and are provided within budget.

3. Provision of professional financial/accounting support and

High level administrative support is delivered to School staff and students and process improvement opportunities are identified, where applicable.

A system for identifying client needs, and for receiving on-going feedback about the effectiveness of workshop services and programs is implemented and appropriate processes are put in place.

Budget models are developed for Page 5 of 15 Western Sydney University

policy advice to designated functional units.

4. Deliver student-related services.

5. Promote and facilitate innovation through strategy development.

6. Develop sustainable workforce capability.

client groups and financial commentary is prepared in a timely manner to support the budget process.

Course and student data is accurately input into the University’s student information system.

Accurate and relevant advice is provided to enquiries from students and staff, and relevant academic and administrative areas of the University are liaised with as required.

External stakeholder partnerships are developed to successfully deliver innovative projects to meet the University’s strategic plan.

Strategies are developed to provide a skilled and responsive workforce providing outstanding service to the University.

Work Health & Safety

Requirements

For area of responsibility:

*Applicable supervisor or management level WH&S statements from table below to be inserted in this section if required.

All staff are required to:*Applicable WH&S statements from table below to be inserted in this section

Supervisory Responsibilit

ies

Please note that there is a specific PD template for supervisory positions. Please ensure that you are using the correct template.

University Expectations

All staff are expected to:

Contribute to the efficient and effective functioning of their team or work unit in order to meet University objectives. This includes demonstrating appropriate and professional workplace behaviours in accordance with the Code of Conduct, providing assistance to

Page 6 of 15 Western Sydney University

team members if required and undertaking other key responsibilities or activities as directed by one’s supervisors;

Participate in the cyclical Career Planning Development Process, which includes an annual review of their performance against agreed operational and performance objectives set in MyCareer Online;

Perform their responsibilities in a manner which reflects and responds to continuous improvement;

Read, understand and comply with all University policies and procedures;

Undertake risk management and actively support and participate in the risk management processes adopted by the University which include identifying, analysing and evaluating risks that may impact on the University;

Work at and travel between other University campuses from time to time as may be required during the course of employment;

Complete all mandatory training such as WHS and equity and diversity online training modules within the first six weeks of commencement with the University. Your supervisor will check to ensure compliance with this mandatory requirement;

Demonstrate understanding of the principles of anti-discrimination, staff and student equity, work health and safety and other relevant legislation, and show the willingness and capacity to implement equal employment opportunity and work health and safety plans, policies and programs.

The above sections on Work Health & Safety and University Expectations are mandatory in all position descriptions.

The applicable WH&S statements for insertion in the PD are provided below, by position category:

University Executive Positions (DVC, PVC, Dean, CFO, ED OPC)

Exercise due diligence to ensure compliance with WHS Legislation. Ensure appropriate systems of work to manage WHS are in place

and that these systems are monitored and evaluated to achieve and sustain compliance

Maintain an understanding of the hazards and risk involved Provide resources to implement the requirements of WHS policy &

procedure Verify the use of resources and processes to comply with legislation

and University policy & procedure Remain actively involved in WHS management Ensure WHS consultation arrangements are implemented Ensure that thorough risk management is implemented in all

academic and research activitiesSenior Staff Ensure all activities comply with WHS legislation and university

policy & procedure, including but not limited to: Implement & monitor risk management activities (eg workplace

inspections, incident/hazard investigation and follow-up, implementation of risk controls)

Analysis of WHS training requirements for staff including the Page 7 of 15 Western Sydney University

provision of training and monitoring of training to ensure completion and currency

Provision of safe equipment and processes for all staff, students and others

Manager and Team Leader Positions

Ensure that work areas, equipment and processes are safe, current and without risk to the health and safety of anyone

Ensure all hazards and incidents reported are investigated within prescribed timelines

Provide appropriate induction and task specific training to ensure that work can be performed safely

Implement monitoring measures to ensure that work is being carried out in accordance with instruction, process and procedure

All other positions Take reasonable care for their own health & safety Take reasonable care for the health and safety of others including

the implementation of risk control measures within their control Comply with all reasonable instruction by the university Participate in activities and programs designed to improve health

and safety Report potential hazards and incidents in the workplace Notify their supervisor of any injuries or illness that occurs in their

workplace

Key Relationships to PositionThis section outlines the significant internal and external contacts necessary for the occupant to undertake the responsibilities of the position and successfully deliver on the accountabilities and to identify relationships other than the supervisor and staff reporting directly to the position.

Specify the degree to which the position is required to coordinate, liaise, direct or negotiate with the individual, team or group indicated by the contact or relationship.

Examples:

Key Relationships to Position(can include Committees and

organisations)

Purpose of Relationship (e.g. to provide direction or advice; to share information; to receive direction

or advice etc.)Internal: (within University)

The Dean, Deputy Dean, and Directors of Academic Program.

To receive direction and advice….

This position is expected to liaise , seek assistance and /or negotiate services with:

o Web Services Unit,

To share information and to ensure….

Page 8 of 15 Western Sydney University

o iMedia and Design, o Blended Learning team

External: (outside University)

Higher education sector and academic colleagues

To share information and maintain industry wide ‘best practice’ awareness of effective academic literacy support methodologies.

Various external suppliers and service providers.

To maintain relationship and ensure high level of supplier service.

Key Challenges to the PositionDescribe in this section the nature and type of challenges impacting the position, including the problems the occupant will be expected to solve and decisions the occupant will be expected to make. Identify the obstacles to be overcome. These challenges will be applicable for the life of the position. They are not temporary or project related.

Describe the complexity & uniqueness of the environment, and any risks associated with the role, either at a routine level, such as client complaints, or at a more complex level, such as legislative breaches.

The key challenges section should not be a continuation or repeat of the position purpose, nor be inherent in the position purpose or major responsibilities.

Key Challenges of the Position:

Describe the key challenges, which may include: Major issues that the position must confront in achieving the specified work output

(e.g. need to prioritise, changing stakeholder demands, limited resources, need to devise new procedures or implement change)

Type and complexity of the problems that the position will typically face, and how are these best addressed

Variety of problems and level of solutions already available to the position holder (e.g. whether the position has readily available assistance from a supervisor or other staff, documented procedures/ guidelines, precedents, legislation etc.)

Creative thinking required to undertake responsibilities Where the impetus for change originates in relation to the position (e.g. legislation,

technology, strategic/business plans, client expectations) Need to continually keep up-to-date with knowledge and or skills Level of supervision/autonomy the position requires

Examples:Page 9 of 15 Western Sydney University

The role does not have direct line authority so needs to achieve outcomes though effective influencing skills, personal credibility and demonstrating rigour through good practice approaches and methodologies.

The occupant will need to lead by example and demonstrate the right behaviour consistent with the culture our University is seeking to build and promote (i.e. positivity, ‘can do’ attitude, responsiveness to change, customer and service focus etc.)

With the continuing review and centralisation of administrative functions across the University, it is an ongoing challenge to adjust style and methods to meet changing administrative processes and workload and to assist others in changing style and methods in a time of constant change. This requires not only a preparedness to deal with constant change, but to facilitate the acceptance of change amongst others.

The occupant will need to have the ability to multi-task and manage on-going requests by the Dean and School staff. The occupant will also be expected to exercise discretion and confidentiality when handling sensitive matters on behalf of the Dean and will need to show initiative and judgement in handling enquiries made by the public and university community.

The occupant will need to interpret and implement application of the University’s Staff Agreements and Policies in situations where the rules/policies are non-specific and decisions must be made urgently relying on broad employment law principles.

A need to promote the School and its courses in increasingly competitive markets, both locallyand internationally.

Manage the demands and expectations of internal clients in an organisation that has embraced brand consciousness and a marketing focus in recent years.

Delegations Exercised and Recommendations ExpectedShould the position have delegations authority relating to Finance; Human Resources; Research; Commercial Activity; Educational, Academic and International Agreements; Organisational matters; and/or Campus Development then this section should be completed. Please ensure that the specific category of Delegation is appropriate to the position and is included here.

Delegations Exercised(i.e. decisions within position’s authority,

including formal delegations)

Recommendations Expected(i.e. where the position does not have

authority to make decision but is to provide input or recommendations)

Formal delegations the position possesses e.g. HR delegations equivalent to Category 6: Finance

Recommendations for decisions or actions the position is expected to make for example recommend policy

Page 10 of 15 Western Sydney University

Delegations Exercised(i.e. decisions within position’s authority,

including formal delegations)

Recommendations Expected(i.e. where the position does not have

authority to make decision but is to provide input or recommendations)

delegations equivalent to Category 6 responsibilities.

Examples: This position holds Delegations at

Category 3 according to the University Delegations (Administrative) Policy

This position holds HR delegations equivalent to Category 6 according to the University Delegations (Administrative) Policy

Responsible for management of petty cash

This position does not hold formal delegations under the Delegations (Administrative) Policy.

amendments, recommend payment of accounts/invoices that are then referred to the Officer with Financial delegation for approval.

Examples: The role will be expected to make

recommendations to the Project Manager and Project Board in relation to ….

Identify and recommend strategies to optimise student access, engagement, retention and success.

Recommend courses of action to develop and manage the School’s online presence.

Mandatory TrainingThis section contains a list of training that is mandatory and required for undertaking this position. Please consider training requirement carefully, especially where there may be legislative requirements. WHS, EEO and TRIM should be on all Position Descriptions.

Mandatory Training Requirements: (training courses that must be completed to meet the inherent requirement of the job or the University’s expectations)

List Mandatory Training which may include: WHS Online Modules: 1, 2, 3 & 4 (Add Module 5 Hazardous Chemicals where relevant to

role) Equal Opportunity Modules Privacy Management Online Modules Orientation Online Modules University Orientation Day (for new hires) TRIM Recruitment and Selection (For supervisory positions) eRecruit (if access to the system is required in this position) TM1 (For positions that hold budgetary responsibility only) Alesco (For HR related positions only) FULT – Foundations of University Learning and Teaching (For Academic Positions A-C

only) CMC - Critical Management Conversations (For supervisory positions) Flexible Work at Western Sydney University Module (For supervisory positions)

Page 11 of 15 Western Sydney University

Selection CriteriaThis section contains the experience, skills and abilities required to undertake the role. The selection criteria should include a mixture of qualifications, attributes, skills and knowledge that are consistent with the requirements of the position. Each criterion should be measurable. There is no point in specifying attributes which cannot be assessed when selecting applicants.

The selection criteria are critical to the recruitment and selection process, and applicants use these criteria to assess their suitability for the position. They are also used by the Selection Panel to formulate appropriate interview questions and select the appropriate candidate.

When drafting selection criteria, please consider the language used as this may impact on the type of applicant that expresses an interest. Using a mix of “gender-coded” language will ensure that we are attracting a gender and capability diverse applicant pool. Mix the use of words such as ‘professional’, ‘innovative’, ‘structured’ and ‘high performing’ with ‘diverse’, ‘positive’, ‘collaborative’, ‘inclusive’ for example.

Selection criteria should be limited to a maximum of 6. Each criterion should be a separate point. They should be numbered rather than bullet points and listed in order of importance.

The following four categories should be addressed in the selection criteria:

Qualifications - the desired level of education required for the position i.e. degrees, certificates, Year 12, licenses etc. Only qualifications required to undertake the position should be listed. Not all positions will require a mandatory qualification. Please consult the University’s Staff Agreements for guidance on the required level of qualifications and experience for each HEW and Academic level.

Examples:o Completion of a degree level qualification in an appropriate field or an

equivalent combination of relevant experience, education and training.o A tertiary qualification in a relevant discipline and experience and contributions

in teaching and research/development. A PhD in a related discipline is also a position requirement.

Knowledge/Experience – what type, how much and at what level of previous work experience is required for competent performance in the position. The first criterion should specify the amount and type of experience required. Due to EEO legislation, experience cannot be specified in the number of years, instead statements such as ‘proven’, ‘demonstrated’, ‘substantial’ and ‘extensive’ should be used.

Examples:o Demonstrated knowledge of accounting principles and theories.o Demonstrated experience and knowledge in web development and design

principles and practices with proven success in designing and developing innovative and user-friendly web pages.

o Specific knowledge of Work Health & Safety legislation.Page 12 of 15 Western Sydney University

o A thorough understanding of contemporary issues in teaching and learning in higher education.

o Extensive knowledge and demonstrated experience in the area of delivery and planning of relevant technical service.

o An understanding of the tertiary sector would be an advantage. (May be added to a criterion where there is reference to sector specific duties, or reference to a large and complex organisation for example)

Skills/Abilities – the demonstrated capacity to perform observable behaviour. Use of terms such as ‘understanding of’ , ‘demonstrated’, ‘proven’, ‘extensive’, ‘high level’ should be considered in order to convey the breadth and depth of the experience expected and required of the position.

Examples:o Demonstrated ability to supervise staff.o Proven ability to organise and prioritise work and complete tasks within tight

timeframes.o Demonstrated ability to work within a team and/or independently as required.o Extensive experience working with all aspects of budget management.

Personal Attributes – the personal qualities required to perform the responsibilities of the position. These include personal attributes such as interpersonal relations, working under stress, adaption to change, and communication skills.

Examples:o Quality customer service focuso Details focus/Attention to detailo Responsiveo Stakeholder management (able to engage people from diverse backgrounds).o Strategic thinkero Planning focuso Strong communicator (High level communication skills and interpersonal skills,

with a demonstrated capacity to develop and maintain effective collaborative working relationships across the University).

Selection Criteria Example:Selection Criteria:

1. An undergraduate degree and completion, or substantial progress towards completion, of a postgraduate qualification in a relevant discipline, and/or equivalent professional experience and training in a large and complex organisation.

2. Proven management experience within an executive setting, with demonstrated highly developed organisational, project management and time management skills and the ability to deal effectively with a high volume workload, competing priorities and unexpected events, exercising judgment and taking action accordingly, and ensuring tasks are completed on time.

Page 13 of 15 Western Sydney University

Selection Criteria:

3. Well-developed written communication skills encompassing the ability to write, proof read and provide editorial advice on a wide range of documents including executive level reports and to communicate relevant information and policy.

4. Demonstrated high level interpersonal and oral communication skills, together with consultation and facilitation skills, and the capacity to articulate complex issues lucidly and succinctly.

5. High level of analytical problem solving skills with proven ability to interpret, formulate, document, exercise initiative and make decisions towards the achievement of effective outcomes with minimal supervision.

6. Demonstrated ability to exercise judgement with regard to the release of information on confidential matters.

Organisational ChartAn organisational chart must be provided with the position description. The chart provides visual context about where the position fits within the University/School/Unit structure and assists with the evaluation process. Please ensure that the organisational chart is up to date and includes the position that the Position Description represents.

The Organisational Chart should be obtained from OrgPlus and contain the Position title and HEW Level of all positions. Your Senior HR Partner or HR Advisor can assist with OrgPlus access if you don’t have it and require it.

Position Description ApprovalOnce the position description has been evaluated by the Office of Human Resources, your Senior HR Partner will progress the document to the appropriate delegated University staff member for formal approval of the evaluated Position Description. Depending on the level of the position, this may be the Executive Director, Human Resources, theDeputy Vice-Chancellor and Vice-President (Research, Engagement, Development and International), for Academic positions, or the Vice-Chancellor for Senior Positions.

Establishment Approval:Once the position description has been evaluated and the evaluation and Position Description content has been approved, there is a separate process to have the position formally established in the University’s HR Information system. Your Senior HR partner can advise and assist you with this process. Establishment forms can also be found on the Human Resources page on the University’s website.

Page 14 of 15 Western Sydney University

Recruitment Action:Recruitment action cannot commence until a position description has been formally evaluated, approved and then established in the University’s HR Information system. Please liaise with your HR Partnership team to ensure that you have the most up to date version of the Position Description for recruitment purposes.

For assistance in developing a position description, contact your Senior HR Partner and/or HR Advisor. Your contacts within the Office of Human Resources are able to

provide some sample and/or generic position descriptions covering a range of positions across the University.

Page 15 of 15 Western Sydney University