In the constantly changing compliance environment it is important to take some time to review the business systems and approach to ensure that they reflect best practice and are appropriate for the business size, style and operation. It is staggering how quickly a business can outgrow a process that used to work for them, or how quickly a small change that is missed can lead to large issues later on. This latest HR Highlight Series is all about going back to basics – ensuring that the simple systems and requirements are understood and operational, so that we can build on them and focus on the growth of the business.
Employment Compliance BASICS – Part 2: Position Descriptions
Getting the basics right is important, especially when it comes to ensuring that all parties are on the same page. This weeks instalment will explore an often undervalued part of this process, the Position Description, and why it is worth the time and effort to draft, communicate and review them.
What is a Position Description?
Sometimes called a Job Description, a Position Description is a document that outlines the operation of a role.
Position Descriptions are not a required employment document, but they can play a very important role in setting clear expectations as to tasks, performance indicators and responsibility flows that can have great benefits to the business and the staff.
A clear Position Description allows staff to see what is expected of them from day one, and provides a formal framework for discussions around staff performance during initial probation and beyond. With a clear and detailed Position Description the business has a document to point to that outlines what the staff member should be able to do, what they were expected to do and what they were allowed to do. This is extremely helpful in performance management situations.
What should be included in a Position Description?
A position Description should describe the actual position, not the person who is in the role…this is a common trap.
Ideally it should start with a short section on the description of the role, then include Job Tasks (actual tasks of the role), Training (Learning and Development Requirements), Reporting Lines (supervising and reporting to), Financial Accountability (Budget allocations and expense allowances) and Physical Requirements (eg. stand for almost all of work time, lift and carry stock up to 25kg etc).
The inclusion of the Physical Requirements into a Position Description is an important element that is often overlooked. What an employees body is required to do is just as important to be clear and transparent about as their mind, and in an industry where the majority of retail workers are required to stand for almost all of their work time, it is vital that the business has communicated this clearly to allow for management of this element if required.
ACAPMA Position Description Guide – Retail
ACAPMA Members can access the Position Description Guide for Retail that includes draft Position Descriptions for Site Managers, Console Operators, Roadhouse Attendants and Driveway Attendants. Members should email employment@acapma.com.au to request their copy of the Guide.
More From This Series
Employment Compliance BASICS:
- Part 1 – The Employment Instrument: Award and Classification
- Part 2 – The Job: Position Descriptions
- Part 3 – The Offer: Engagement Documents
- Part 4 – The Expectations: Policies and Conduct
- Part 5 – The Onboarding: Skills and Induction
- Part 6 – The Issues: Performance Management
- Part 7 – The End: Resignation
- Part 8 – The End: Termination
- Part 9 – Change: Redundancy and Redeployment
Here to Help
HR Highlights are things to consider, implement and watch out for in your business.
They are provided as general advice and you should seek further advice on your situation. Members can do this by emailing employment@acapma.com.au.
ACAPMA Membership is affordable at only $860 per year for a single site and valuable with sites gaining HR advice support and representation as well as a raft of other benefits and discounts. Click here to learn more about ACAPMA Membership.
Elisha Radwanowski BCom(HRM&IR)
ACAPMA
