Position Descriptions can be used to define job roles as well as to recruit staff. A Job Profile sets out the competencies needed for a particular role. The competencies outline the knowledge, skills and attitudes necessary to perform that job role. By integrating Position Descriptions and Job Profiles, the role is more clearly articulated and a framework is then in place for performance appraisal and learning needs analysis. Below we provide competency based Job Profiles for the major disability specific job roles and provide advice on how to use them with Position Descriptions to meet a number of Human Resource management needs.

Contents

• What is a Position Description?
• What is a Job Profile?
• Why have a Job Profile?
• A range of Job Profiles
• How to use a Job Profile when interviewing?
• How to use a Job Profile for Learning Needs Analysis?
• An Integrated HR management tool

What is a Position Description?    [top]

Position Descriptions outline the type of work involved in the job and provide information about the organisation. It is common practice for a Position Description to contain the following five sections:

• Job Data - A position title, work location, whether the job is full-time, part-time or casual and the salary range
  
  
• Work Environment - Including information about the organisation (a Mission Statement) and the attitudes, behaviour and values that the organisation promotes and expects of its staff (a Values Statement)
  
  
• Duties and Responsibilities - What is actually involved in doing this particular work role
  
  
• Key Selection Criteria - The knowledge, skills and attitudes and maybe qualifications that the organisation is looking for in job candidates
  
  
• General Information - Some organisations may request a Police Record check, a medical examination and that candidates possess a current Driver's License.

For a Position Description to accurately describe a work role, it is recommended to base it upon a Job Profile. It is common practice for a Job Profile to be given to job candidates as an attachment to the Position Description.

What is a Job Profile?    [top]

A Job Profile sets out the competencies (knowledge, skills and attitudes) necessary to perform the job role and meet duty of care requirements.

Job Profiles for disability sector work draw mainly on competencies from the Community Services Training Package (CSTP). Competencies from other training packages have also been included in Job Profiles where they reflect particular unique aspects of job roles, e.g. the special needs of a particular client group.

The selection and inclusion of competencies will depend upon the type of service and support needed by the client group and the typical day-to-day duties performed by staff performing that work role.

Why have a Job Profile?    [top]

Job Profiles add meaning to Position Descriptions. Job Profiles are also used to help employers and staff to identify current skills held and skills needed for professional development planning. By aligning to the National Competency Standards, Job Profiles can also be used to determine progress towards qualifications, if desired.

A range of Job Profiles    [top]

Below is a collection of 26 Job Profiles developed for the disability sector.

• Administration Assistant
• Administration Manager
• ATSS Assistant Manager
• ATSS Instructor Band 1
• ATSS Instructor Band 2
• ATSS Instructor Band 3
• ATSS Manager
• Attendant
• Attendant Supervisor
• Bus Driver
• Case Manager
• Case Manager Advanced
• Chief Executive Officer
• Client Services Team Leader
• Community Support Worker
• Employment Services Assistant Manager
• Employmet Services Manager
• Outreach Team Leader
• Outreach Worker
• Residential Support Worker
• Residential Team Leader
• Respite Coordinator
• Respite Worker
• Support Worker (Cert. III level)
• Support Worker (Cert. IIV level)
• Team Manager

How to use a Job Profile when interviewing    [top]

Employers and applicants can use Job Profiles.

Employers

The interview panel can use the following steps as a guide when using the Position Description and Job Profile to interview applicants:

1. Read the Position Description and clarify any unclear areas
   
   
2. Read the Job Profile and clarify any unclear areas
   
   
3. Align the duties on the Position Description to the ones on the Job Profile
   
   
4. Clarify how the Key Selection Criteria support the implementation of these duties and responsibilities on the job
   
   
5. Develop a method to assess candidates. For example, plan specific questions to ask all applicants, base some questions upon case studies and work simulations
   
   
6. Use the Job Profile to develop a check sheet to be used during the interview to monitor the progress of the applicant against the competencies needed
   

Applicants

The Position Description and Job Profile can assist with your application. Follow the steps above and then use the Position Description and Job Profile as a checklist to gather your evidence for the interview.

How to use a Job Profile for Learning Needs Analysis    [top]

1. Ensure the Job Profile reflects the requirements of the position. Make changes where necessary.
   
   
2. Have staff undertake a self-assessment against each of the competencies in the Job Profile using a rating scale of 0-5:
        0   Not applicable
        1   Have no skill/no competency
        2   Mostly competent
        3   Competent
        4   Able to supervise others
        5   Able to train others
   
   
3. Have a supervisor/manager discuss the outcomes of the self-assessment with the staff member. It is useful to discuss both areas where competencies exist and areas where gaps in competency exist. Where competencies exist, the staff member may be interested in supporting the professional development of other staff. Where competency gaps exist, it is useful to have a discussion to ascertain the preferred and most suitable means of addressing them, e.g. mentoring from another staff member, attending a workshop or enrolling for a relevant qualification.

An integrated HR management tool    [top]

A Job Profile can be used as a tool to integrate many of an organisation's Human Resource management needs:

• Recruitment - By helping with the development of a Position Description and a method to assess job applicants, e.g. a checklist of preferred skills, knowledge and attitudes and as a basis for relevant questions
  
  
• Self-assessment or performance analysis - As a checklist to rate performance against
  
  
• Learning Needs Analysis - As a means of determining level of competency or lack of competency, so that appropriate learning or training can be organised
  
  
• Agency Training Plan - If an agency follows the advice provided above about using Position Descriptions and Job Profiles with all their staff, the information can be easily transferred into their Agency Training Plan.

Copyright 2003 Disability In-Service Training Support Service (DISTSS). 

The DISTSS website has been redesigned and maintained by: Linda Budd