Administer position descriptions

Position description panel

From the position description panel a position description can be:

• Added
• Edited
• Copied
• Archived

Position descriptions are critical foundational documents for HR process. Information contained within the position description is used for recruitment advertisements, KPI and performance management, training management etc.

At first, a list of position descriptions will be created automatically in 94six for each position title created for each staff member. These initial position descriptions are essentially a shell and will require additional information relevant to the position. Once completed, these position descriptions are automatically linked to any staff with that position title. They can be customised on a staff member by staff member basis by via an individual staff employee function.

Organisations require a wide variety of functions to ensure operational consistency and efficiency. These functions can then be selected in position descriptions, the performance review process to identify areas of improvement, training opportunities and compliance breaches etc. Functions often span multiple position descriptions but should only be added to the function list once. Updating a function will update the function across all areas of 94six.

Function categories enable position functions to be categorised for easy reference.

• Select ‘View functions’ from the position description panel on the 94six dashboard or via 94six > Recruitment

Create function category

To create function categories:

• Select ‘Add’ – a new function category will open
• Enter details as required
• Select ‘Save’
• Once created, edit or delete as required

Examples of function categories could include:

• Administration
• Client services
• Culture
• Executive
• Finance
• Human resources
• Marketing
• Sales
• Training

Create function

To create a function:

• Select ‘Functions’
• Select the relevant function category
• Select ‘Create function’
• Enter the function name + description
• Enter function category, competency measure + training requirements
• If required, upload relevant documents
• Select ‘Save’ or ‘Save + close’

NB: The documents created in this section also appear in myDocs (for myDocs Subscribers) and in the Organisation/Documents section of 94six.

NB: Competency measures listed here are identified in the performance review process with a green ‘CM’ button.

To edit, copy or archive a function Identify the relevant function and select the relevant button.

Import functions

To import multiple functions:

• Select ‘Import functions’

• Download spreadsheet

To download the spreadsheet in CSV format, click the download button. Paste function information into the appropriate columns of the spreadsheet, ensuring all relevant columns are completed.

Content:

• Do not amend column headings or column order in any way
• Function categories are case-sensitive

Overwriting:

• The import process will not overwrite existing functions. Functions in the spreadsheet with the same name as existing functions will be created without modifying existing functions.
• Upload completed spreadsheet

Browse for the completed spreadsheet file. Once selected it will automatically upload.

The import CSV file has the following import fields:

• Name – it is recommended unique names are used for ease of choice when applying to position descriptions
• Description      
• Category – The category must be created within 94six prior to import
• Competency measure
• Training requirement
• Include in performance reviews

Export functions

To export functions:

• Select ‘Export functions’ icon

A CSV file will download with existing functions from 94six.

Create position description

To create a position description:

• Select ‘Create position description’
• Select the appropriate options from the drop-down menus + fill in details
• Position title
• Team
• Reports to
• Direct reports
• Status
  • Permanent
  • Fixed term
  • Part time
  • Casual
  • Contract
  • Temporary
  • Volunteer
• Wages payment frequency
• Weekly
• Fortnightly
• Monthly
• On timesheet approval
• Entity responsible for position – prepopulated from 94six > Settings > Entity
• Location – prepopulated from ARM > Customisation> Teams + locations
• Organisation chart – prepopulated from 94six > Organisation chart panel
• Position description approved by
• Select ‘Next’
  • On the ‘Categories’ page, identify the objectives and categories to be included in the position description and select the relevant checkboxes. Each selection will open the relevant area to capture the appropriate data.
  • Add or delete items as required

Categories to include in position description:

• Corporate objectives
  • Category
  • Description
  • Measurement
  • KPI for position
• General outline
• Role purpose
• Primary functions – function + description prepopulated from 94six > Position descriptions > Functions
• Secondary functions – function + description prepopulated from 94six > Position descriptions > Functions
• Objectives + KPIs
• Authority limits
• Education + qualifications
  • Description
  • Requirement – mandatory or preferrable
• Experience
  • Description
  • Requirement – mandatory or preferrable
• Knowledge + skills
  • Description
  • Requirement – mandatory or preferrable
• Behavioural requirements
  • Description
  • Requirement – mandatory or preferrable
• Select ‘Finish’

To edit, copy or archive a position description:

• Select the relevant position description from position description panel on 94six dashboard or via 94six > Recruitment.
• Identify the relevant position description + select the relevant button