Free Position Description (HR Officer or Coordinator) Template

Purpose of the Free Position Description (HR Officer or Coordinator) Template

A well-defined position description is a cornerstone of effective human resource management and a critical component of a safe workplace. This Free Position Description (HR Officer or Coordinator) Template provides a clear, structured starting point for outlining the role, responsibilities, and expectations for your HR personnel.

Defining these elements is essential for attracting the right talent, managing performance, and ensuring that key work health and safety (WHS) duties are clearly assigned and understood. A detailed PD helps integrate safety into the fabric of your organisation, demonstrating that WHS is a shared responsibility, not just a function of a dedicated safety manager.

How to use the Free Position Description (HR Officer or Coordinator) Template

Our template is available in both DOCX and PDF formats for your convenience. To get started, simply download the file and open it in your preferred word processor.

The document is structured with standard sections like Position Summary, Key Responsibilities, Qualifications, and WHS Duties. Carefully review each section and adapt the content to match the specific requirements, reporting lines, and operational context of your business. A strong position description should accurately reflect its place within your organisation's broader WHS management systems.

Important: This is a template, not a finished document. You must customise it to suit your specific workplace, equipment, processes, and legal obligations.

We are not providing legal advice, and the use of this template does not supports your compliance efforts. You should consult with an HR or WHS professional to ensure your final document is fit for purpose.

Key Elements of the Position Description

This template prompts you to define several critical areas to create a comprehensive and effective PD. Key sections include:

• Position Summary: A brief overview of the role's purpose and its contribution to the organisation.
• Key Responsibilities: A detailed list of the primary duties, including recruitment, onboarding, performance management, employee relations, and policy administration.
• WHS Duties: A dedicated section to articulate the role's specific safety responsibilities, such as coordinating training, participating in risk assessments, managing workers' compensation claims, and promoting a positive safety culture. Clearly defined roles are vital for achieving standards like ISO 45001 certification.
• Qualifications & Experience: The required educational background, certifications (e.g., Certificate IV in Human Resources), and practical experience needed to succeed in the role.
• Key Relationships: Outlines the internal and external stakeholders the position interacts with, clarifying reporting lines and communication pathways.

When to use it

A formal position description for an HR Officer or Coordinator should be used in several key situations. The most obvious is during the recruitment and hiring process to attract suitable candidates and provide clarity on expectations.

It is also essential when promoting an internal staff member into the role. Furthermore, PDs should be reviewed and updated periodically—at least every one to two years or whenever significant changes to the role occur.

They are invaluable documents during performance reviews and can be a key piece of evidence during WHS compliance audits to demonstrate how responsibilities are formally assigned.

Who should use it

This resource is designed for managers and business owners in any Australian industry, particularly small to medium-sized enterprises (SMEs) that may not have a fully developed HR department. It is typically used by:

• HR Managers
• General Managers or Operations Managers
• Business Owners or Directors
• Department Heads

For organisations needing more direct support in defining roles, responsibilities, and organisational structures to improve safety performance, engaging professional WHS consulting services can provide expert guidance and tailored solutions. This can help ensure your HR function is effectively supporting your overall safety objectives. For more tools to support your WHS framework, explore our complete library of free WHS resources.