Templates

About the position

• Position title:
• Business name:
• Location and work arrangement (on site, hybrid or remote):
• Reports to:
• Employment type (full-time, part-time, casual or fixed term):
• Hours and days:
• Award or agreement that applies, and classification:
• Pay:

Purpose of the role

In two or three sentences, why does this job exist and what difference does it make?

• Purpose:

Key responsibilities

List five to eight main duties, most important first. Describe the work, not the person.

• Responsibility 1:
• Responsibility 2:
• Responsibility 3:
• Responsibility 4:
• Responsibility 5:

Must-haves

Only what the job truly needs from day one, such as a licence the law requires or a skill there is no time to teach.

• Must-have 1:
• Must-have 2:
• Must-have 3:

Nice-to-haves

Skills or experience that would help but can be learned on the job.

• Nice-to-have 1:
• Nice-to-have 2:

Physical and other requirements

Describe any physical tasks factually (for example, "lifting boxes up to 15 kg" or "standing for most of a shift"), any checks the role needs, and any travel.

• Requirements:

Approval

• Prepared by:
• Date:
• Reviewed with the employee on:

The basics

• The person's name and the position title
• Start date, place of work and who they report to
• Employment type: full-time, part-time, casual or fixed term (and the end date for a fixed term)
• Hours of work, or how hours are set for part-time and casual work

Pay and conditions

• The award or agreement that applies, and the classification
• Pay rate, how often they are paid, and that super is paid on top where it applies
• Any allowances, penalty rates or overtime arrangements
• Leave, by reference to the National Employment Standards and any award or agreement
• Probation period, if you use one, and how it will be reviewed

What comes with the offer

• The Fair Work Information Statement
• The Casual Employment Information Statement, for a casual employee
• The Fixed Term Contract Information Statement, for a fixed term contract
• The position description
• Any workplace policies they need to read
• Any conditions of the offer, such as a right to work check or a licence check

Accepting the offer

• How to accept and by when
• Who to contact with questions
• A place for both of you to sign and date

Details

• Employee name:
• Position:
• Start date:
• Probation end date:
• Reviewed by:
• Review date:

How the role is going

For each main responsibility in the position description, note what is going well and what needs work. Use examples.

• Responsibility 1, comments:
• Responsibility 2, comments:
• Responsibility 3, comments:

Working with others and the workplace

Teamwork, communication, reliability, and following safety and workplace procedures.

• Comments:

The employee's view

What has gone well? What has been hard? What support or training would help?

• Employee comments:

Outcome

• Employment confirmed
• Probation extended, if the contract allows it, to (date) with these goals:
• Employment not confirmed (get advice before this conversation)
• Agreed actions and support:

Signatures

• Employee signature and date:
• Manager signature and date:

Notice

• Resignation or termination confirmed in writing, with the last day of work
• Notice period checked against the contract, award or agreement and the National Employment Standards
• Handover plan agreed for their work

Final pay

• Outstanding wages and any amounts owed for the notice period
• Unused annual leave paid out, including leave loading where it applies (Fair Work: sick and carer's leave is not paid out)
• Any payment in lieu of notice, redundancy pay or long service leave that applies
• Super paid on final earnings where it applies
• Final pay slip given, and final pay made by the date required
• Payroll updated so the person is finalised

Property and access

• Keys, cards, equipment, uniform and documents returned
• Computer, email and system access removed on the last day
• Shared passwords changed
• Their personal belongings returned

Records and goodbye

• Employment records kept as the law requires
• Exit conversation offered: what worked, what could be better
• Team and customers told who will look after their work
• A thank you and a proper farewell