HUMAN RESOURCES GUIDE TO USING
POSITION DESCRIPTIONS
&
STANDARD POSITION DESCRIPTIONS
The Position Description form (PD) and Standard Position Descriptions (SPD) have been developed to
assist staff who are responsible for employing new people and managing existing staff or for individual
use.
They have been designed so that the work and overall level of responsibility of the position is described
in broad terms, rather than a detailed list of duties, to allow flexibility and meet the requirements of
changing needs in the area.
Process
All Position Descriptions must go via Classifications for processing to Trim.
Write up new Position Description or make changes to current PD and send as an email attachment to
Classifications (classifications@admin.uwa.edu.au). The Classifications Officer will assess the PD,
process the latest version to the TRIM database and advise you of the TRIM reference number.
If you are using a SPD for a new position but making some changes send as an email attachment to
Classifications (classifications@admin.uwa.edu.au). The Classifications Officer will assess the PD,
process the latest version to the TRIM database and advise you of the TRIM reference number.
If you are using a SPD for a new position and not making changes send as an email attachment to
Classifications (classifications@admin.uwa.edu.au). The Classifications Officer will process the latest
version to the TRIM database and advise you of the TRIM reference number.
Position Descriptions
The Position Description (PD) form replaces the Duty Statement and Selection Criteria forms.
Specific position descriptions can still be written as SPD’s are a tool to assist you and are not
compulsory.
Refer to the General Staff Agreement Schedule B for the Broad Level Classification Descriptors (DWM)
for a guide on classification levels. Human Resources is responsible for classifying positions in
accordance with the current Agreement.
GUIDELINES FOR COMPLETING A GENERAL STAFF POSITION DESCRIPTION
Role Statement
The Role Statement broadly outlines the requirements of the position and the context in which it
operates – for example:
Administrative Officer Level 6
As the appointee you will, under limited supervision, provide senior administrative and executive
support and direction to the area
Key Responsibilities
The Key Responsibilities provide more detail of the duties of the role, but are not tied to every task, so
that the changing requirements of the area/position can be met. – for example:
Establish, document and maintain policies and procedures and office systems for efficient
operation
Plan, implement and coordinate administrative functions that may include personnel, financial and
student management activities
Prerequisites
Prerequisites are the minimum requirements fundamental and indispensable to the duties, therefore,
thought needs to be given to identify these requirements.
Selection Criteria
The Selection Criteria must reflect abilities, knowledge, skills etc that would make highly effective
performance of the job more probable and should be broad requirements for the whole position and
possible broadening of the role and not limited to specific tasks – for example:
Highly developed written and verbal communication skills
Highly developed organisational skills and demonstrated ability to set priorities and to meet
deadlines
Ability to work independently, show initiative and work productively as part of a team
Do not define the level of experience required by using a number of years. This may restrict competent
applicants from applying and can be discriminatory. The alternative is to specify the degree of
experience, if required – for example:
Demonstrated experience in using an integrated Human Resource system
Writing Style and Organisation of the Position Description
The present tense should be used.
Only the main, significant key duties/responsibilities should be recorded. A detailed description of
routine tasks is not required nor will they add to the classification value of the position.
The most significant responsibilities should be listed in order of importance. A percentage (%) of time
and frequency is not required.
Titles
A position title cannot be changed without the approval of Classifications. Titles should be consistent
across the University and describe the broad nature of the position – for example:
Manager
STANDARD POSITION DESCRIPTIONS
Standard Position Descriptions simplify and fast track the classification process.
Standard Position Descriptions have been developed in the following broad Classification Streams.
Please check with Classifications on ext 1239 if you are unsure what is available or which SPD to use.
Accounts
Administrative
Computing
Research
Technical
Standard Position Descriptions are available on TRIM Context
or
TRIM WebDrawer (http://www.admin-eds.uwa.edu.au/)
TRIM CONTEXT
Search By
Equal To
OK
Search By:
Equal To:
OK:
Enter Title Word or click on ▼and highlight Title Word
Enter Standard Position Des*
Click to bring up list of Standard Position Descriptions
Record Number
Notes
Record Number:
Notes:
Arrow down to find suitable document and press enter to bring up document
Indicates level of position
TRIM WEB DRAWER
Search for:
Equal To:
Search
Search for:
Equal To:
Search:
Enter Title Word or click on ▼and highlight Title Word
Enter Standard Position Des*
Click to bring up list of Standard Position Descriptions
Click to bring up document

Repeat the above process if you require more than one SPD or a more suitable one

Save the SPD in your word processing drive for submission, without alteration, to
Classifications as an email attachment

Save the SPD in your word processing drive and amend to suit your requirements before
submitting to Classifications as an email attachment
RECLASSIFICATIONS
To assist you with the reclassification process a SPD can be used for the reclassification of a position
(http://www.hr.uwa.edu.au/agreements/general/general_staff_agreement/schedules/class_review_com
mittee).
SPD’s have been pre-approved by the Classifications Review Committee (CRC).
You can submit a SPD without changes, or with very minor amendments, together with a signed
Application for Reclassification for General Staff Position form, an organisational chart and a brief
statement of major changes to Classifications.
The SPD will be checked to see that amendments are only minor and that all details for the position to
be reclassified are recorded. Once checked a letter, signed by the Chair of the Classification Review
Committee, will be sent to the applicant advising them of the outcome of their application.
If reclassified it will be backdated to the date of the first pay commencing after the date of receipt in
Classifications.
Requests for the back dating of a reclassification must be addressed to Bob Farrelly, Chair of the CRC,
Human Resources, M350.
Requests to pay at a higher step in the new classification level are treated separately to the
Reclassification process and must be submitted to HR Services as a memo requesting an accelerated
increment with the appropriate signatures – refer HR Policies and Procedures, B34.3.9.