Recruitment Toolkit

This tool details the process required to review and update the Duty Statement. It contains detailed instructions on how to complete each part of the Duty Statement form.

Duty Statements

A Duty Statement is required for every Professional Staff position, and should be reviewed and updated each time the decision is made to recruit (a Role Statement is required for Academic positions). The Statement must conform to the requirements of the Collective Agreement.

Human Resources must approve the Duty Statement prior to advertisement or search.

When reviewing or updating a Duty Statement refer to the Guidelines below and the Model Duty Statements for examples.

Duty Statement Guidelines

What is the status of Duty Statements?

Duty Statements are considered by the University to be the official statements of the required duties of positions for professional staff.

Duty Statements are also of critical importance in relation to salary determinations and are required by Human Resources when new positions are to be created or existing positions are reclassified or transferred and when any vacant position is to be advertised.

The duties of positions may be altered as necessary by the Head to conform to the current needs of the School/Branch and such alterations must be done in consultation with the incumbent. The Duty Statement must then be forwarded to Human Resources for assessment of the classification level and approval.

How do I prepare a Duty Statement?

The Duty Statement should always be typed on the Duty Statement form.

Authorisation

The Head of the incumbent's School/Branch must authorise the Duty Statement to certify that the duties listed are the duties actually required of the position.

School/Branch, Discipline/Unit, Position No.

Enter in relevant School/Branch and Discipline/Unit names and position number (if a new position, Human Resources will assign the position number and add into the Duty Statement).

Classification

Each position needs an official Higher Education Officer (HEO) classification level. Be sure to include whether the position is Administrative, Technical or Professional, ie. use (A), (T), (P) after the HEO level. The General Manager, Human Resources (or nominee) authorises the appropriate classification level, in consultation with the School/Branch.

Immediate Supervising Position and Position No.

The title, classification and position number of the position to which the incumbent is responsible must be shown on Duty Statements.

Number of Immediate Subordinates

Only subordinates directly supervised by the incumbent should be shown on Duty Statements.

Highest Subordinate Position and Position No.

Enter the HEO level and position number of the highest subordinate position.

Local Title

Local titles should reasonably equate with the position's responsibilities.

Show Organisational Relationships

The duties should be prefaced with the statement best describing the organisational relationship or line of control, eg. under general direction, under limited direction. Refer to the Classification Standards Policy (Professional Staff) for "level of direction/supervision" for all HEO levels.

Description of Duties

• The listed duties should be brief but provide a clear indication of the essential features of the work being performed
• If possible list as the first word of each duty the active verb which emphasises the function, eg. supervise, despatch, provide, determine, record
• Use words which give a picture of the actual responsibilities of the position
• Statements should say what is to be performed not how it is to be performed
• List duties in order of importance
• Wherever possible duties should be concisely stated and not normally exceed one page in length
• Avoid convoluted sentences
• Omit minor duties

Duty(ies) Representing Highest Function and Most Time Consuming Duty(ies)

Show only the number(s) of the duty(ies) regarded as most responsible and most time consuming.

Prescribed Qualification for Position

List only those qualifications specifically required to perform the duties of the position, eg. accounting qualification in the case of a practicing accountant.

Special Features of this Position

List any special requirements that are necessary to perform the duties of the position, eg. first aid certificate, security licence, after hours work required.

Incumbent's Certification

The incumbent should sign here if their Duty Statement has been amended, to show that they have been consulted about the changes and are satisfied that the duties listed accurately represent the duties they are performing.

Model Duty Statements

• HEO 2(A)
• HEO 3(A)
• HEO 4(A)
• HEO 7
• HEO 9(A)