Free Position Description (Administration Officer) Template

Purpose of the Free Position Description (Administration Officer) Template

A clear Position Description is essential for any role, and our Free Position Description (Administration Officer) Template provides a solid foundation. It helps articulate not just the daily tasks, but also the role's purpose, reporting lines, and key performance indicators.

This clarity is fundamental to effective recruitment, onboarding, and performance management. A well-defined role is a cornerstone of strong WHS management systems, ensuring that safety responsibilities are understood from day one.

How to use the Free Position Description (Administration Officer) Template

This template is available as an editable DOCX file, allowing you to tailor it precisely to your organisation's needs. We also provide a PDF version for easy viewing and printing.

Your download will contain both file types.

Please note: this is a template and not a finished document. We have provided a comprehensive framework, but you must customise it for your specific workplace.

You need to add details relevant to your business operations, state/territory legislation, and the specific hazards present in your work environment. If you need expert assistance in tailoring safety documentation, our WHS consulting services can provide targeted support.

Key Sections to Customise

Pay close attention to sections like 'Key Responsibilities', 'Selection Criteria', and 'WHS Duties'. Be specific.

Instead of "Assist with office tasks," consider detailing responsibilities such as "Manage office supply inventory and reordering process" or "Coordinate meeting room bookings and catering." The more specific you are, the clearer the expectations will be for the candidate and the successful employee.

When to use it

This Position Description template should be used whenever you are creating or updating an Administration Officer role. This includes during recruitment for a new position, an internal promotion, or as part of a regular role review cycle.

Keeping position descriptions current ensures they accurately reflect the job's demands and supports continuous improvement within your organisation, a core principle of international standards. Many businesses integrate this process as part of their broader framework for occupational health and safety, often guided by ISO 45001 consulting principles.

Who should use it

This resource is designed for a range of professionals, including Human Resources (HR) Managers, small business owners who manage their own recruitment, and departmental Team Leaders or Office Managers. WHS Managers will also find it useful for ensuring that safety obligations are properly integrated into all roles across the business.

Regularly reviewing these documents is a common activity during a WHS compliance auditing process to verify that responsibilities are clearly assigned and understood.

Integrating WHS Effectively

An Administration Officer's role is critical to maintaining a safe office environment. Beyond generic statements, consider including specific duties that reflect their contribution to workplace safety.

This demonstrates that safety is a shared responsibility throughout the organisation.

• Acting as a Fire Warden or First Aid Officer (if trained and appointed).
• Conducting regular workplace inspections of the office area for hazards like trip risks or blocked exits.
• Assisting with the management of the contractor and visitor sign-in process.
• Promoting correct ergonomic setup for workstations and providing information to staff.
• Reporting hazards and incidents promptly through the correct channels.

By formalising these duties, you embed a positive safety culture and demonstrate due diligence. For more templates and checklists to support your safety management, browse our complete free WHS resources library.