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.
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 January 2026. Include your availability in your application.
What to include in a job description
Every effective job description should cover these key areas.
Job title & summary
Clear title, reporting line, and 2-3 sentence overview of the role's purpose.
Responsibilities
6-10 key duties the role performs regularly, listed in order of importance.
Requirements
Essential qualifications, skills, and experience. Separate must-haves from nice-to-haves.
Employment details
Full-time, part-time, or casual. Expected hours, shift patterns, and location.
Pay & benefits
Indicative pay range or award reference. Any additional benefits offered.
How to apply
Clear instructions on application process, deadline, and required documents.
6 steps to writing a job description
Follow these steps to create an effective job description in about 30 minutes.
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
Streamline hiring
RosterElf HR Hub helps you manage job postings, applications, and the entire hiring workflow. 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.
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.
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.
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.
Streamline your HR processes
Join thousands of Australian businesses using RosterElf to manage HR tasks efficiently. Built for Australian small businesses.