PREPARING POSITION DESCRIPTIONS STAFF GUIDE

Transcription

1 PREPARING POSITION DESCRIPTIONS STAFF GUIDE

2 The PD template can be found on the Division of Human Resource webpage. What is the position purpose? Each position has a reason for its existence within the University. The position purpose should outline this reason. How long should the purpose statement be? The position purpose should be one paragraph outlining why the position exists within the University. It should be a broad statement and should not state all the functions/performance accountabilities of a position. How do I easily define the purpose of a position? Consider the main role(s) of the position Develop a list of key words Keep sentences short and to the point Examples Coordinate and undertake Job Evaluation activity at Central Queensland University. Develop and maintain Job Evaluation policy and processes for implementation within Central Queensland University. Provide comprehensive administrative support and attend to purchasing and resource administration for the Faculty. Provide a full range of proactive, professional and responsive executive support to the Dean/Head. Plan and coordinate delegated projects ensuring all project outcomes are achieved. Provide full graphic design service from concept development to finished product for the University and its clients. Provide responsive and professional reception support and administrative services to staff of the Division. Provide business, administration and executive support for the research office of the faculty. Facilitate the development and implementation of quality management systems across the faculty and develop and maintain the faculty s quality manual. Support the faculty in the quality audit and certification processes.

3 What are key accountabilities? Key accountabilities describe the following: Expected outcomes Key areas of responsibility Key targets/results Key performance indicators How many should each position have? There is no set minimum or maximum number. Ideally most positions would have between 5 and 10 key accountabilities however this can vary depending on the position. Typical Activity Statements Typical Activity Statements can be used as a tool to assist managers and supervisors in understanding the typical activities that can be performed at different HEW Levels. Key accountabilities can be modelled on the typical activity statements. Examples Establish and oversee quality administrative systems and ensure the continuous improvement of systems and processes, organisational performance, productivity, flexibility and effectiveness in achieving quality outcomes for clients. Provide a comprehensive and professional secretariat service to committees including preparation of agendas, reports, correspondence and follow up on action items. Ensure faculty management is provided with a prompt effective and reliable business advisory and support service. Effectively maximise integration and alignment of Faculty systems and processes with University systems and processes. Be responsible for the effective planning and implementation of resource management activities across the division. Be responsible for maintaining up to date knowledge and ensure the provision of accurate advice and information to clients relating to travel policies and procedures. Develop, maintain and enhance strong relationships with internal and external clients through support initiatives by ensuring services are available and that problems are resolved promptly. Active participation in quality improvement initiatives and adoption and promotion of new processes and practices.

4 What are selection criteria? Selection Criteria are made up of knowledge, skills and abilities (KSA competencies) required by a position holder to effectively perform in a position. KSA competencies can be rated as Essential and Desirable. Essential competencies are inherent to achieving the outcomes stated in the position. Desirable competencies are those that would significantly enhance performance within the position. KSA competencies should be relevant to the job and not reflect the attributes of the current/most recent incumbent. How many should each position description have? There is no optimum number of selection criteria that should be included in each position description. As a general rule each position description should have a minimum of four (4) essential selection criteria and maximum of eight (8) essential and two (2) desirable selection criteria. Education/Qualifications Do not include level of education or qualifications unless it is an inherent job requirement. Refer to the list of educational requirements applicable for general staff positions. Recruitment and Selection The KSA competencies will be used as selection criteria to objectively assess applicants for the position during recruitment and selection activities. Correctly defining KSA competencies help in assuring a stronger match between the person chosen through Recruitment and Selection. Equal Employment Opportunity and Anti-Discrimination legislation apply in all situations of Recruitment and Selection. Failure to identify competencies accurately may breach this legislation and could discriminate against a particular group. Selection criteria examples The Division of Human Resources has developed a list of sample selection criteria for each HEW Level. You may choose to use a number of selection criteria applicable to a HEW Level and also develop your own specific selection criteria or choose to develop your own in line with the terminology listed below.

5 Terminology Knowledge To define a body of knowledge please only use the following terms: Knowledge of or Awareness of The applicant should be able to demonstrate that have a reasonable level of knowledge about particular concepts stated and are expected to provide detail in respect to their level of knowledge. Understanding of - The applicant should be able to demonstrate an understanding of the particular concepts and provide detail in respect to the various linkages, roles and purpose and how they developed this level of understanding. Detailed understanding of The applicant should be able to demonstrate an indepth understanding of particular concepts and provide detail in respect to how they have applied this in the professional work environment. Competence Level When measuring the level of competence required in relation to specific skills abilities based selection criteria please only use the following terms: Ability to - The applicant should be able to demonstrate that they have the ability to develop a particular competency set through past experiences in applying similar competencies or through professional development/study/training. Demonstrated ability Applicants should be able to demonstrate that they have a particular competency set and have regularly applied this through past experience either through study, in the workplace such as while performing higher duties, or within the nonworkplace environment. Proven ability to Applicants should be able to demonstrate that they have a particular competency set and are proven in the application of this competency set through extensive experience in the professional work environment. Weightings Weighting is determined by considering the relative importance of each criterion in achieving the outcomes of the position. It is not a system of ranking and you may have more than one criterion with the same weighting. Weightings are a useful tool for applicants when addressing selection criteria and panel members during the shortlisting process. Weightings are usually allocated between 1 and 10, 1 being less important and 10 being most important.