It is all too common to assume 'everyone' knows what their job is. For entry level employees the tasks are often simple, but many. It's therefore easy for one or two tasks to be overlooked and upon discovery, become a point of needless contention.

A job description is of real benefit to both the employer and employee, as it clarifies the functions of the job, the reporting relationships and helps employees to understand exactly what their job is, the duties and expectations.

It also helps with recruitment, induction and performance management as it sets a basic standard to gauge performance against.

If you make the mistake of not preparing the job description before the person commences, at the first opportunity, draft a list of duties and responsibilities. Involving the new employee in this process is often helpful.

When preparing job descriptions, make sure to adopt a standardised format and unless covered in other documents, you should consider providing details on the following:

• Job title
• The tasks to be completed
• The supervisory position to whom the job holder will report to
  
  You may also wish to include details of:-
• Working hours
• Location of the job (eg. multi store rotation may be required)
• Any speciality or safety clothing and/or equipment required to do the job
• The qualifications, skills & experienced required, in order to do the job effectively
• Either the name of the relevant industrial award or, details of an enterprise bargaining agreement; whichever is applicable.

Remember that more detail is often needed in writing a job description for a young person than for other staff. Don’t assume they have an understanding of everything you think is common knowledge about the job or the business. Statements such as “office housekeeping” could do with clarifying points like 'tidy desks, take out rubbish and vacuum floors”. These can be included in either the body of the job description or in other documents.

Also, rather than trying to write a definitive list of odd jobs that may change over time, it is recommended that you add a general phrase to cover these things, such as; “Plus other fair and reasonable duties as may be required from time to time to aid in the smooth and efficient running of the business.”

Try to avoid using jargon and acronyms in the job description. These can be confusing for someone who is new to the workforce or to that particular industry, and the person may not feel confident enough to ask what the terms mean.

You want the young person to be clear on what the duties of the job entail, so keep it simple and easy to understand, while making it relevant to the position. In most instances, the document should be no larger than two pages.

In time, the duties of the job may change and/or new technology or skills may be required to do the job. It’s good practice to review and update job descriptions to reflect these relevant changes and ensure the Job Description is accurate. Many businesses now include this as part of an annual employee performance review.

Don't forget also to update the Job Description in regards to any business changes that occur, such as changes in the organisational structure or the reporting requirements.

Performance Management, Induction

Planning For Success

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