Free Position Description Template

Purpose of the Free Position Description Template

A well-crafted Position Description is a cornerstone of effective people and safety management. Our free Position Description template provides a structured framework for defining a role's purpose, responsibilities, reporting lines, and essential WHS duties.

By clearly articulating expectations from the outset, organisations can improve performance, reduce role ambiguity, and strengthen their safety culture. A clear Position Description is a fundamental component of effective WHS management systems, ensuring everyone understands their contribution to a safe workplace.

This template is designed to help your organisation formalise and standardise how roles are defined. A comprehensive Position Description serves multiple functions: it's a recruitment tool, a performance management guide, and a critical WHS document.

It clarifies what success looks like, outlines the specific WHS obligations of the role-holder, and establishes their authority and reporting structure. For organisations aiming for higher standards, clearly defined roles and responsibilities are essential for achieving ISO 45001 certification.

How to use the Free Position Description Template

Download the template in your preferred format (DOCX or PDF). The DOCX version is fully editable, allowing you to tailor it to your specific needs.

It's crucial that you customise the document for each role within your unique operational context. Generic position descriptions are often ineffective and can create confusion.

Note: We have included comments and prompts to guide you, but it is your responsibility to ensure the final document accurately reflects the role and your organisation's legal and operational requirements. The content should be reviewed by a manager with direct knowledge of the role and, where appropriate, in consultation with workers.

Regularly reviewing position descriptions should also be a component of your WHS compliance auditing program to ensure they remain current.

When to use it

A Position Description should be created or updated in several key situations. The most common is during the recruitment process for a new role or when backfilling a vacant position.

It should also be reviewed and potentially updated when a role's responsibilities change significantly, during an organisational restructure, or as part of a regular performance review cycle. Keeping Position Descriptions current ensures they remain a relevant and useful tool for both managers and employees, accurately reflecting their day-to-day work and responsibilities.

Who should use it

This template is intended for use by business owners, HR managers, WHS professionals, and line managers responsible for recruitment and team management. It provides a solid foundation that can be adapted for roles at all levels, from entry-level positions to senior management.

For highly specialised or high-risk roles, it may be beneficial to seek expert WHS consulting to ensure all safety-critical functions and competencies are accurately captured.

Key Components of a Position Description

While this template provides the structure, understanding the purpose of each section is key. A strong Position Description typically includes:

• Role Summary: A brief, high-level overview of the position's purpose within the organisation.
• Key Responsibilities: A detailed list of the primary duties and tasks the employee will perform. Use action verbs to describe activities.
• WHS Responsibilities: A specific section outlining the individual's duties under WHS legislation, such as following safe work procedures, reporting hazards, and using PPE.
• Reporting Lines: Clearly states who the position reports to and any roles that report to it.
• Qualifications & Experience: The essential and desirable skills, qualifications, licenses, and experience required for the role.
• Key Performance Indicators (KPIs): Measurable criteria that will be used to assess performance in the role.

Integrating these elements creates a holistic view of the position, which is invaluable for performance management and operational clarity. For more tools to support your safety framework, you can explore our complete free WHS resources library.