What's in this template?
This Position Description Template gives Australian healthcare practices a reusable structure for documenting any role, with four pre-filled worked examples at the back (Practice Manager, Registered Nurse, Medical Receptionist, NDIS Support Worker). It covers the structural elements an employer needs to record under Fair Work record-keeping obligations and is designed to survive review by the Fair Work Ombudsman, accreditors, and disability discrimination complaints.
The template covers 10 sections plus four worked examples:
- Position purpose — single paragraph stating why the role exists
- Reporting relationships — direct, indirect, internal and external relationships
- Key responsibilities — six to ten outcome-based responsibilities
- Selection criteria — essential and desirable, framed in capability terms
- Qualifications, registration and screening — Ahpra, WWCC, NDIS Worker Screening, police check, vaccinations
- Inherent requirements — physical, sensory and cognitive, psychosocial
- Workplace and working arrangements — hours, span of hours, rostering, penalty rates
- Conditions of employment — minimum employment period, award/NES alignment, ongoing requirements
- Review history — version control
- Acknowledgement — employee and manager signatures
Worked examples included
- Practice Manager (general practice)
- Registered Nurse (general practice)
- Medical Receptionist
- NDIS Support Worker
Editable placeholder fields
{{practice_name}},{{position_title}},{{reports_to}},{{department}},{{work_location}}{{employment_type}},{{award_name}},{{award_classification}},{{pay_range}}- Numbered fields for responsibilities, criteria, and inherent requirements
- Signature blocks for employee and manager
Who needs a position description?
Every healthcare employer that hires staff. A current, accurate position description is the foundation document that the rest of the employment relationship references — recruitment, induction, performance reviews, capacity assessments, and termination decisions all hang off it.
The template suits:
- General practices, day procedure clinics, and specialist medical practices
- Allied health practices — physiotherapy, podiatry, psychology, optometry, dental
- NDIS providers and disability support services
- Pharmacies, pathology, and diagnostic imaging providers
- Aboriginal Community Controlled Health Organisations
- Aged care providers, private hospitals, and outpatient clinics
Why position descriptions matter under the Fair Work Act
A position description is not strictly mandated by statute, but the Fair Work Regulations 2009 require employers to keep records of each employee's classification, ordinary hours, pay rate, and other terms. A current position description is the cleanest way to evidence those records. It also:
- Anchors the modern award classification decision — the single most common Fair Work Ombudsman audit finding for healthcare practices is incorrect award classification, which cascades into underpayments
- Supports inherent requirements discussions if a capacity assessment or reasonable adjustment question arises under the Disability Discrimination Act 1992
- Forms the basis for probation review decisions and annual performance reviews
- Defends the practice against unfair dismissal claims by evidencing what was reasonably expected of the role
- Frames the inclusive hiring conversation by separating essential capabilities from incidental experience
Modern award classification — the most important field
Two awards cover the vast majority of healthcare roles:
| Award | MA number | Roles covered | |---|---|---| | Health Professionals and Support Services Award 2020 | MA000027 | Practice nurses, receptionists, practice managers (some), pathology collectors, many allied health professions | | Nurses Award 2020 | MA000034 | Registered nurses in many private practice settings | | Social, Community, Home Care and Disability Services Industry Award 2010 (SCHADS) | MA000100 | NDIS support workers, community workers, home care workers |
This template asks for the award name, the classification, and the level — but never embeds a dollar figure. Rates change every 1 July in the Fair Work Commission Annual Wage Review, and an embedded rate goes stale within months. Reference the classification, then check the current rate on fairwork.gov.au before each hire.
GPs and other medical practitioners are not generally covered by a modern award and are typically employed under common-law contract.
How to customise this template
- Download the Word document and pick the closest worked example as your starting point
- Confirm the modern award and classification on fairwork.gov.au using the Pay and Conditions Tool — do not rely on what was used last time the role was filled
- Write the position purpose as a single 50 to 80 word paragraph — role-specific, not a generic mission statement
- List 6 to 10 key responsibilities using active verbs (deliver, ensure, lead, coordinate) — these are outcomes, not tasks
- Frame selection criteria in capability terms rather than years-of-experience proxies, which can create indirect discrimination problems
- Document inherent requirements honestly — physical, sensory and cognitive, psychosocial. Under-stating these is unhelpful, over-stating them risks indirect discrimination
- Issue with the offer letter, attach to the employment contract, and review at each annual performance review
- Version-control with a footer date so superseded versions are clearly identified
Related templates and tools
A position description sits at the start of the employment lifecycle. Pair it with:
- Staff Orientation and Induction Checklist — the PD is issued at the offer stage and acknowledged at induction
- Probation Review Form — review performance against the PD at 30, 60, and 90 days
- Annual Performance Review Template — review and refresh the PD annually
- Workplace Bullying, Harassment and Sexual Harassment Policy — referenced in conditions of employment
- Staff Confidentiality and Privacy Agreement — signed alongside the PD acknowledgement
- Staff Offboarding and Exit Checklist — closes the employment lifecycle the PD opened
Frequently asked questions
Is a position description legally required?
Not specifically by statute. The Fair Work Regulations 2009 require records of classification, hours, and pay; a current position description is the cleanest way to evidence those records. The Fair Work Commission consistently treats position descriptions as relevant evidence in unfair dismissal, general protections, and capacity hearings, so the practical answer is yes.
Should we list a salary or hourly rate in the position description?
Reference the modern award and classification, not a fixed dollar figure. Modern award minimum rates change every 1 July in the Annual Wage Review, and an embedded rate goes stale within months. Include the indicative pay range in your offer letter and contract instead, where it is easier to update.
How often should we review position descriptions?
Annually at performance review, and whenever the role's responsibilities materially change. An unreviewed PD that no longer describes what the employee actually does is a liability — it's the document referenced if a dispute about scope or capacity arises.
What is the difference between essential and desirable criteria?
Essential criteria are non-negotiable for the role — without them, the role cannot be safely or competently performed. Desirable criteria are nice-to-haves that differentiate candidates but are not gating. Framing this clearly supports defensible hiring decisions if a candidate later challenges a non-selection.
What are "inherent requirements" and why are they listed?
Inherent requirements are the genuine, role-essential physical, sensory, cognitive, and psychosocial demands of the role. Under the Disability Discrimination Act 1992 (Cth), an employer may refuse or end employment if a person cannot perform the inherent requirements of a role even with reasonable adjustments. A current, honest list of inherent requirements is the document the practice will reference if that question ever arises. Vague or absent inherent requirements are not the safe option — they're the liability.
Should we use this template for casual employees?
Yes — every employee benefits from a clear PD, regardless of employment type. For casuals, ensure the hours and rostering section accurately reflects that casual employment is not guaranteed, that shifts are offered and accepted on a shift-by-shift basis, and that the casual conversion entitlements under the NES apply.
Should contractors get a position description?
Contractors get a contractor statement of work, not a position description. The distinction matters under sham contracting protections in the Fair Work Act (s357 to s359) — if a contractor's "statement of work" looks indistinguishable from a PD with reporting lines and ongoing responsibilities, the relationship may be reclassified as employment.
Can we adapt these examples for non-healthcare roles?
The example structure transfers cleanly, but the award classifications and registration requirements are healthcare-specific. If the role is outside healthcare, confirm the applicable award on fairwork.gov.au — the answer may be the Clerks Private Sector Award 2020 (MA000002), the Manufacturing and Associated Industries and Occupations Award 2020 (MA000010), or another instrument entirely.