Free Position Description (Office Manager) Template

Purpose of the Free Position Description (Office Manager) Template

A well-drafted Position Description is a cornerstone of effective people management and workplace safety. This free Position Description (Office Manager) template provides a structured starting point for organisations to clearly define the role, responsibilities, reporting lines, and authority of their Office Manager.

Using a detailed PD helps to align the employee's duties with business objectives, sets clear performance expectations, and formalises their specific WHS obligations. The Office Manager often plays a crucial role in coordinating and maintaining effective WHS management systems, making it vital that these responsibilities are explicitly documented.

This template is designed to help you articulate the key functions of the role, from general administration and facilities management to supporting HR and finance functions. By establishing these details from the outset, you create a foundation for a safer, more organised, and more productive workplace.

It serves as a vital tool during recruitment, onboarding, performance reviews, and succession planning.

How to use the Free Position Description (Office Manager) Template

This resource is available for download as a DOCX file for easy editing and a PDF for stable viewing and distribution. To get the most out of the template, you should open the DOCX version and methodically work through each section, tailoring the content to reflect the specific context of your business, its structure, and its unique operational risks.

Important: This is a template, not a finished document. We have provided a comprehensive framework, but you must customise it to your workplace.

Generic position descriptions are often ineffective and can overlook critical duties. If you require assistance in adapting this document or developing role-specific safety responsibilities, consider engaging our WHS consulting services for expert guidance.

Integrating with Business Systems

For organisations committed to best practice, the Office Manager's role is often integral to maintaining certifications and management system standards. This PD can be adapted to include responsibilities related to international standards for occupational health and safety.

If your business is pursuing or maintaining certification, clarifying these duties is essential for successful ISO 45001 consulting and implementation.

When to use it

A Position Description for an Office Manager should be used in several key situations. The most obvious is during the recruitment process when advertising a new role and interviewing candidates.

It should then be provided to the successful candidate as part of their employment contract and onboarding pack. It is also an essential document for conducting regular performance appraisals, as it provides objective criteria against which performance can be measured. Furthermore, this PD should be reviewed and updated whenever there is a significant change in the role’s duties, or as part of a routine review process, which is often a component of WHS compliance auditing.

Who should use it

This template is designed for use by anyone with responsibility for recruitment, human resources, or administration within a business. This typically includes:

• Business Owners
• Directors and General Managers
• Human Resources (HR) Managers
• Operations Managers
• Senior leadership responsible for defining organisational structure

It provides these leaders with a professional, structured document to ensure consistency and clarity when defining one of the most pivotal support roles in any organisation. For more templates and safety documents, browse our complete free WHS resources library.