GUIDELINES FOR WRITING POSITION DESCRIPTIONS
INTRODUCTION
These 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,
 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 8, 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 People and
Culture Website. Your Senior HR Partner and/or HR Advisor are also available to provide assistance in the
development of your Position Description.
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Western Sydney University
RESPONSIBILITY FOR POSITION DESCRIPTION DEVELOPMENT
The immediate supervisor of the position is responsible for developing 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 People and Culture are 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 People and Culture. 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 Officer
Classification:
HEW Level 7
Establishment No.:
7003516
Reporting to title &
establishment / position No.:
School Manager (HEW Level 9) (7006591)
School/Office:
School of Science & Health
Division:
Employment Type:
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ongoing
FTE: full-time (1.0 FTE)
Western Sydney University
Position Title:
Position titles should be descriptive and free of jargon. 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 People and Culture 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 People and Culture. 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.
FTE:
Identify whether the position is full time (1.0FTE) or part-time, and enter the full time equivalent (FTE) for
the position.
Employment Type:
Indicate whether the position is an on-going or fixed term position.
Context
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.
Standard wording that must be contained in the context for all Position Descriptions can be found in the
Position Description Template.
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Western Sydney University
Position Purpose
This 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?
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.
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.
Dimensions
This 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:
Dimensions
Number of direct reports:
8
Titles of direct reports:
School Administration Officer (HEW Level 5) x 6
School Administration Assistant (HEW Level 4) x 2
Number of indirect reports:
There are no indirect reports to this position
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Western Sydney University
Major Responsibilities & Accountabilities
This 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 written in order of importance, be expressed concisely and be
supported by the performance measures 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 (outcomes) should convey 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 People and Culture.
Examples:
Major Responsibilities
Accountabilities
(ways to measure success of major
responsibilities)
Provision of an efficient and effective student
administration function to support School courses
and special programs.
High level administrative support is delivered to
School staff and students and process
improvement opportunities are identified, where
applicable.
Deliver excellent laboratory and workshop services
that meet the needs of the students and staff, and
are provided within budget.
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.
Provision of professional financial/accounting
support and policy advice to designated functional
units.
Budget models are developed for client groups
and financial commentary is prepared in a timely
manner to support the budget process.
Deliver student-related services.
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
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academic and administrative areas of the
University are liaised with as required.
Promote and facilitate innovation through strategy
development.
External stakeholder partnerships are developed
to successfully deliver innovative projects to
meet the University’s strategic plan.
Develop sustainable workforce capability.
Strategies are developed to provide a skilled and
responsive workforce providing outstanding
service to the University.
All staff are required to:
Work Health &
Safety
Requirements
*Applicable WH&S statements from table below to be inserted in this section
All staff are expected to:
University
Expectations








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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 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 COMPASS;
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;
and
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.
Western Sydney University
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)








Senior Staff (HEW
Level 10)



Manager and Team
Leader Positions





All other positions






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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 activities
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 provision of
training and monitoring of training to ensure completion and currency
Provision of safe equipment and processes for all staff, students and others
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
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
Western Sydney University
Key Relationships to Position
This 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)
Internal (within University):
 The Dean, Deputy Dean, and Directors of
Academic Program.

This position is expected to liaise , seek
assistance and /or negotiate services with:
o Web Services Unit,
o iMedia and Design,
o Blended Learning team
External (outside University):

Higher education sector and academic
colleagues

Various external suppliers and service
providers.
Purpose of Relationship
(e.g. to provide direction or advice; to share
information; to receive direction or advice etc.)

To receive direction and advice….

To share information and to
ensure….


To share information and maintain
industry wide ‘best practice’ awareness
of effective academic literacy support
methodologies.
To maintain relationship and ensure
high level of supplier service.
Key Challenges to the Position
Describe 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.
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
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Western Sydney University
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:

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 locally
and internationally.

Manage the demands and expectations of internal clients in an organisation that has embraced
brand consciousness and a marketing focus in recent years.
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Delegations Exercised and Recommendations Expected
Should 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.
Delegations Exercised
(i.e. decisions within position’s authority, including
formal delegations)

Formal delegations the position
possesses e.g. HR delegations equivalent
to Category 6: Finance delegations
equivalent to Category 6 responsibilities.
Examples:
 Delegations according to the University
Delegation (Administrative) Policy

HR delegations equivalent to Category 6

Responsible for management of petty
cash

This position does not hold formal
delegations under the Delegations
(Administrative) Policy.
Recommendations Expected
(i.e. where the position does not have authority to
make decision but is to provide input or
recommendations)

Recommendations for decisions or actions the
position is expected to make for example
recommend 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.
Selection Criteria
This 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.
Selection criteria should be limited to a maximum of 8. 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:
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Western Sydney University

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. Guidance on the required level of qualifications and
experience for each HEW and Academic level can be found in the University’s Staff Agreements.
Examples:

Completion of a degree level qualification in an appropriate field or an equivalent combination
of relevant experience, education and training.

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:

Demonstrated knowledge of accounting principles and theories.

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.

Specific knowledge of Work Health & Safety legislation.

A thorough understanding of contemporary issues in teaching and learning in higher
education.

An understanding of the tertiary sector would be an advantage.

Skills/Abilities – the demonstrated capacity to perform observable behaviour.
Examples:

Demonstrated ability to supervise staff.

Demonstrated ability to organise and prioritise work and complete tasks within tight
timeframes.

Demonstrated ability to work within a team and/or independently as required.

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:
 Quality customer service focus
 Details focus/Attention to detail
 Responsive
 Stakeholder management (able to engage people from diverse backgrounds).
 Strategic thinker
 Planning focus
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 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.
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 Chart
An 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.
Position Description Approval
Once the position description has been evaluated by the Office of People and Culture, your Senior HR
Partner will progress the document to the appropriate delegated University staff member. Depending on
the level of the position, this may be the Director, Strategy & Services, or Deputy Vice-Chancellor and VicePresident (People and Advancement) for approval of the level of the evaluated position description.
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Establishment Approval:
Once the position description has been evaluated and the evaluation 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.
Recruitment Action:
Recruitment action cannot commence until a position description has been formally evaluated and then
established in the University’s HR Information system.
For assistance in developing a position description, contact your Senior HR Partner and/or
HR Advisor. Your contacts within The Office of People and Culture are able to provide
some sample and/or generic position descriptions covering a range of positions across
the University.
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Western Sydney University