Position Management

The University is committed to providing accurate data and information regarding positions to enable effective workforce reporting and planning.

Position management refers to the relationship between the organisational structure, job family category, position data, position description and employees with all their associated characteristics. It incorporates the process of how positions are created and maintained within the University of Adelaide.

Hiring Controls

  • Position management

    Position management is undertaken in the PeopleSoft HR system which separates the concept of a ‘position’ from that of a ‘job’ and a person in that ‘job’. Position management determines the associated attributes of a role, such as job title, FTE, classification level, job family category and reporting relationships.

    Approval for a new position is part of the planning stage of recruitment although amendments can be made at any time a position needs to be changed in line with the Position Management Guidelines. Position Management is a distinct and different process to recruitment and requires a different set of approvals. An approved position must be in place in order to commence a recruitment process.

    Hiring Coordinator guides:

    Approver guides:

  • Job family

    The Job Family category helps to group jobs by the nature of the work, rather than by the organisational structure. A job family is a category of positions that involve work in the same functional occupation and have related core knowledge and background requirements.

    Each professional position is allocated to a job family and any amendments to that position which have a budgetary impact must be approved by the functional owner. Any new professional positions created within a job family must be approved by the functional owner.

    Hiring Coordinator and approver guides:

  • Position description library

    Position descriptions outline the objectives, responsibilities and outcomes, capabilities and behaviours for a professional position, and the knowledge and experience required to successfully perform the role. The Position Description (PD) Library provides access to all approved position descriptions across the University. It is administered through our recruitment system (PageUp).

    Benefits of the Position Description Library include:

    • Ability to search by position number and title and filter by Faculty/Division/School/Branch
    • View the most up to date position description for any professional position
    • Reduce time to hire overall by removing the PD Evaluation Step from recruitment process
    • Sharing of approved position descriptions across the University, improving overall quality and consistency.

    The PD approval process is completed in the planning stage of recruitment or at any time you need to make changes to a position description and is independent from the recruitment process. If an approved PD is already in the PD Library then you can proceed directly to recruitment.

    If you are a Hiring Co-ordinator you will be able to access the Position Description Library via PageUp
    For more information about position descriptions including the capability dictionary, position description guide and template please visit Position Descriptions for Professional Staff.

    Hiring Coordinator guides:

    Approver guides:

  • Change in reporting lines

    Change in reporting lines can only be requested by a Hiring Coordinator.

    • If you need to change the reporting line for 20 or less staff (fixed term or continuing) then use the HR eForm.
    • If you need to change the reporting line for more than 20 staff (fixed term or continuing), email the HR Service Centre and provide details of the School/Department the changes are for. They will export the appropriate data and send you the file to update and return so the mass updates can be processed.
    • If you need to change reporting lines for titleholders email the HR Service Centre and provide details of the School/Department the change are for.


Frequently asked questions