How to write a job description
A complete guide to writing job descriptions that attract the right candidates. Learn what to include, Australian legal requirements, and access 150+ free templates by industry.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about writing job descriptions for Australian businesses. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
What is a job description?
A job description is a document that outlines the responsibilities, requirements, and conditions of a role. It's used to attract candidates, set expectations, and form part of the employment relationship.
A well-written job description saves time by attracting suitable candidates, reduces turnover by setting clear expectations, and helps support compliance with Australian workplace laws. For businesses managing shift workers, job descriptions also clarify availability expectations and roster requirements.
5 essential components of a job description
Every effective job description must include these five core elements to attract the right candidates and meet legal requirements.
Job title and summary
A clear, searchable job title (e.g., "Barista" not "Coffee Superstar") plus a 2-3 sentence overview of the role's purpose and who it reports to.
Example:
"Barista — reports to Cafe Manager. Responsible for preparing quality coffee drinks and providing excellent customer service in a fast-paced cafe environment."
Key responsibilities
6-10 core duties listed in order of importance using action verbs (prepare, manage, coordinate). These should represent what the person will actually do daily.
Example:
"Prepare espresso-based beverages to a high standard | Provide friendly customer service | Maintain cleanliness of coffee station"
Requirements and qualifications
Essential requirements (must-haves) separated clearly from preferred qualifications (nice-to-haves). Include mandatory certifications, minimum experience, and critical skills.
Example:
Essential: "Minimum 1 year barista experience, Food Safety certificate". Preferred: "Latte art skills, specialty coffee knowledge"
Employment conditions
Employment type (full-time, part-time, casual), expected hours and shift patterns, work location, and Modern Award reference.
Example:
"Part-time, 20-25 hours/week, morning shifts 6am-12pm, Sydney CBD location, Restaurant Award Level 2"
How to apply
Clear application instructions, deadline, required documents (resume, cover letter), and contact details.
Example:
"Send resume and brief cover letter to jobs@example.com by 15 January 2026. Include your availability in your application."
Need help getting started? Use our free job description templates or learn about HR software that includes built-in Australian award compliance.
Sample job description
Here's what a complete, compliant job description looks like for an Australian hospitality role.
Barista
Urban Bean Cafe — Sydney CBD
About the role
Urban Bean Cafe is looking for an experienced barista to join our busy CBD cafe. You'll be responsible for delivering exceptional coffee and customer service in a fast-paced environment. This is a part-time role with morning shifts available.
Key responsibilities
- Prepare and serve espresso-based beverages to a high standard
- Provide friendly, efficient customer service
- Maintain cleanliness and organisation of the coffee station
- Process transactions accurately using POS system
- Assist with food preparation and service as required
Essential requirements
- Minimum 1 year barista experience
- Food Safety Supervisor certificate
- Availability for morning shifts (6am-12pm)
- Australian work rights
Preferred qualifications
- Latte art skills
- Experience with specialty coffee
- RSA certificate (if assisting with bar)
Pay & benefits
- $25.85/hour base (Restaurant Award Level 2) + penalties
- Free coffee and 50% staff discount on food
- Professional development and barista training
How to apply
Send your resume and a brief cover letter to jobs@urbanbean.com.au by 15 February 2026. Include your availability in your application.
5 steps to writing a job description
Short on time? Follow this streamlined 5-step process to create an effective job description in 20-30 minutes.
Define the role clearly
Create a clear job title, specify reporting structure, and write a 2-3 sentence role purpose.
List core responsibilities
Write 6-10 key duties using action verbs, ordered by importance.
Specify requirements
List essential qualifications, licences, and skills. Separate must-haves from nice-to-haves.
Add employment details
Include employment type, hours, location, and pay (award reference or range).
Review for compliance
Remove discriminatory language, verify award classification, ensure all requirements are genuinely necessary.
Pro tip: This quick method works well for common roles using templates as a starting point. For senior or unique roles, use the detailed 6-step guide below.
6 steps to writing a job description (detailed)
Follow this comprehensive step-by-step guide for complex or senior roles that require more detail and customization.
Define the role clearly
Start with the job title, reporting structure, and primary purpose of the position.
Tips:
- Use a clear, industry-standard job title
- Specify who the role reports to
- Write a 2-3 sentence summary of the role purpose
List key responsibilities
Outline the main duties and tasks the employee will perform on a regular basis.
Tips:
- Use action verbs (manage, prepare, coordinate)
- List 6-10 core responsibilities
- Order from most to least important
Specify requirements
Clearly separate mandatory requirements from preferred qualifications.
Tips:
- Include legal requirements (licences, certifications)
- List essential skills and experience
- Add preferred but not required qualifications
Include employment details
Add practical information about hours, location, and employment type.
Tips:
- Specify full-time, part-time, or casual
- Include expected hours and shift patterns
- Mention work location(s)
Add pay and benefits
Include indicative pay rates and any additional benefits offered.
Tips:
- Reference the applicable Modern Award
- Include pay range or "Award rates plus penalties"
- List benefits (staff discounts, training, etc.)
Review for compliance
Check the description meets Australian workplace law requirements.
Tips:
- Remove discriminatory language
- Ensure requirements are genuinely necessary
- Verify award classification is correct
Can ChatGPT write job descriptions?
Yes, but with limitations. Here's how AI tools like ChatGPT compare to manual writing and purpose-built HR software.
Using AI tools (ChatGPT, Claude, Bard)
Benefits:
- Fast first drafts (5-10 minutes)
- Consistent format and professional tone
- Good for multiple similar roles
- Free or low cost ($20/month)
Limitations:
- May not understand Modern Award nuances
- Generic language lacks company culture
- Requires human review for compliance
- Limited industry-specific knowledge
Best for: Quick first drafts, high-volume hiring for similar roles, or when starting from scratch. Always edit for accuracy and Australian compliance.
| Method | Time required | Award compliance | Customization | Best for |
|---|---|---|---|---|
| AI tools (ChatGPT, Claude) | 5-10 minutes | May not understand Modern Award nuances | Generic, requires human editing | First drafts, multiple similar roles, time-constrained situations |
| Manual writing | 30-60 minutes | Full control, but requires knowledge | Fully customized to company culture | Senior/unique roles, compliance-sensitive positions |
| HR software (RosterElf) | 10-15 minutes | Built-in award compliance and templates | Industry-specific templates with customization | Businesses hiring regularly, teams needing compliance assurance |
RosterElf recommendation: Use AI for first drafts, but verify against Modern Award requirements. For businesses hiring regularly, HR software with built-in compliance saves time and reduces risk.
Automate your hiring workflows
RosterElf HR Hub helps you create compliant job descriptions, manage applications, and streamline the entire hiring process. Built for Australian small businesses.
Legal requirements for job descriptions
Australian workplace law sets rules about what you can and can't include in job descriptions. Follow these requirements to avoid discrimination claims.
Anti-discrimination
You can't discriminate based on age, sex, race, disability, religion, or other protected attributes when advertising roles.
Fair Work discrimination guideInherent requirements
Requirements must be genuinely necessary for the role. A desk job can't require heavy lifting ability.
Inherent requirements explainedAward coverage
Most employees are covered by a Modern Award that sets minimum pay and conditions. Reference the correct award.
Award rates guideWorking rights
You can require proof of working rights in Australia, but not specify citizenship or visa type.
Work rights informationJob description templates by industry
Download ready-to-use templates tailored to Australian workplace requirements. Each includes the right award references and certifications for your industry.
Hospitality
20+ templates
Include RSA requirements, shift patterns, and Food Safety certification. Reference the Hospitality or Restaurant Award.
Retail
20+ templates
Specify weekend availability requirements and any product knowledge needed. Reference the General Retail Award.
Healthcare & Aged Care
15+ templates
Include mandatory certifications (First Aid, WWCC), NDIS requirements, and physical demands. Reference SCHADS or Aged Care Award.
Childcare
10+ templates
WWCC is mandatory. Include required qualifications (Cert III/Diploma), NQF requirements, and child-to-staff ratios.
Construction
10+ templates
White Card is mandatory. Include HRW licences, physical requirements, and site-specific conditions. Reference the Building Award.
Cleaning
10+ templates
Include chemical handling requirements, equipment operation, and multi-site expectations. Reference the Cleaning Award.
Logistics & Warehouse
15+ templates
Include forklift licence requirements, physical demands, and shift patterns. Reference applicable Transport or Storage Award.
Manufacturing
10+ templates
Include machinery certifications, safety requirements, and rotating shift expectations. Reference the Manufacturing Award.
Security
10+ templates
Security licence is mandatory. Include first aid, communication skills, and shift patterns. Reference the Security Award.
Accommodation
15+ templates
Include shift patterns (24/7 operations), language skills, and guest service standards. Reference the Hospitality Award.
Common job description mistakes
These errors can cost you good candidates or create legal risk.
Vague job titles
Consequence: Attracts wrong candidates and creates confusion about the role
Solution: Use specific, industry-standard titles like "Barista" not "Coffee Superstar"
Unrealistic requirements
Consequence: Excludes qualified candidates and limits your talent pool
Solution: Only list requirements genuinely needed for the role
Discriminatory language
Consequence: Breaches anti-discrimination laws and exposes you to legal risk
Solution: Focus on skills and qualifications, not personal characteristics anti-discrimination laws
Missing award information
Consequence: Candidates unclear on pay expectations, wasting everyone's time
Solution: Reference the applicable award and indicative pay range
No clear application process
Consequence: Fewer applications and frustrated candidates
Solution: Include how to apply, deadline, and what to submit
Tips for better job descriptions
Apply these principles to attract better candidates and improve your recruitment process.
Be specific
Concrete duties attract better-matched candidates
Use inclusive language
Avoid gendered terms and unnecessary barriers
Keep it scannable
Use bullet points and clear headings
Include the award
Reference pay rates and conditions upfront
Show your culture
A brief intro about your workplace helps
Update regularly
Review descriptions annually or when roles change
Related guides
More HR and employment resources.
Frequently asked questions
- Aim for 400-800 words. Include enough detail to attract qualified candidates without overwhelming them. Use bullet points for responsibilities and requirements to improve readability. The description should take 2-3 minutes to read.
- Including pay information attracts more relevant candidates and saves time. You can include a specific rate, a range, or reference the applicable award (e.g., "Hospitality Award Level 2 rates apply"). Check current award rates for guidance.
- Use clear, industry-standard titles that candidates will search for. Avoid creative titles like "Coffee Ninja" in favour of "Barista" or "Cafe All-rounder". Include the level if relevant (e.g., "Senior Chef", "Junior Sales Assistant").
- Avoid gendered language (use "they" not "he/she"), focus on skills rather than years of experience, and only include genuinely necessary requirements. Phrases like "young and energetic team" can be age discrimination. Focus on what the role needs, not who you imagine doing it.
Regulatory sources
This guide is aligned with official Australian workplace regulations.
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