OliverT Recruitment and selection
Procedure R ECRUITMENT AND S ELECTION
Policy The recruitment and selection of new employees will comply with all relevant legislation and internal policies and procedures. Every effort will be made to
ensure that vacant positions are filled by people who best meet the
requirements of the position.
Recruitment
New positions
Department staffing levels must not be exceeded without the approval of the General Manager. If a new position is deemed to be necessary, the position must be justified by the relevant Department Manager/ Supervisor in terms of the following:
?workload of existing employees
?expanded departmental activity
?skills shortage
?increased productivity.
A staffing profile and job analysis should be completed. The Department
Manager/Supervisor must liaise with the Human Resources Officer to develop a Job Description and Person Specification for the position as well as Performance Standards. They should also assist with the development of selection criteria for higher level positions. Replacement positions
The relevant Department Manager/Supervisor must initiate the recruitment process as soon as an employee submits their resignation or is given notice of dismissal. They should review the Job Description and Position Specification for the position. If necessary, they must liaise with the Human Resources Officer to revise these documents to ensure they meet current and future requirements. Department Managers/Supervisors should also assist with the development of selection criteria for higher level replacement positions.
Advertising
Recruitment methods may include:
?newspaper advertisement
?internet
?job agency
?internal recruitment.
All advertisements should comply with legislative requirements, A dvertising Policy and Equity and Anti-discrimination Policy.
All enquiries and applications must be directed to the Human Resources Officer. Closing dates for applications will be determined by the Human Resources Officer in consultation with the Department Manager/Supervisor.
Applications
Higher level positions
Applicants should be asked to prepare written applications which address the pre-determined selection criteria.
Lower level positions
Applicants may be asked to prepare written applications identifying their skills and experience in relation to the position.
If the selection timeframe is short, applicants can be asked to telephone the Human Resources Officer for details of the position. If the telephone interview indicates that the applicant is appropriate for the position, an Application for Employment should be sent to the applicant by email or post. Alternatively, successful telephone applicants may be given an interview appointment and asked to complete an Application for Employment before the interview.
Processing employment applications
The Human Resources Officer will consult with the relevant Department Manager/Supervisor to shortlist applicants for the position from applications within 5 working days of the closing date of written applications. The Shortlisting Form must be used to document the results of the shortlisting process. Successful applicants will be notified of the time and date for their interview. Unsuccessful applicants will be notified in writing after the successful applicant has accepted the position.
Selection process
Short-listed applicants will be required to participate in a selection process to determine the most suitable applicant for the position.
Selection methods
The Human Resources Officer will consult with the relevant Department Manager/ Supervisor to determine the most appropriate selection methods. These may include:
?interviews
?skills testing
?psychological testing (higher level positions).
Selection panel
The selection panel must consist of at least 2 members, the relevant Department Manager/ Supervisor and the Human Resources Officer. The panel will meet before the interview to determine the questions to be asked of applicants. All applicants for higher level positions must be asked questions relevant to workplace health and safety, equity and anti-discrimination.
The Human Resources Officer will chair the panel to ensure that legislative and policy requirements are met and that applicants are treated consistently.
Documenting the selection process
The assessment of all those interviewed must be documented on the Interview Assessment and the tentative selection decision recorded. (Selection decisions are tentative until references/referees are checked.) The selection of the successful applicant must be based on merit.
Checking references/referees
Before a job offer is made, the references/referees of the successful applicant must be checked by the Human Resources Officer. The applicant should have given permission to contact any referees. If references/referees do not support the selection decision, consideration should be given to the next most suitable applicant.
Notifying the selected applicant
The successful applicant must be notified of the job offer, any special employment conditions and probationary period (if relevant) in writing. A copy of the Conditions of Employment must be enclosed with the letter. The applicant must sign the letter formally accepting the job offer and return it to the Human Resources Officer.
Unsuccessful applicants must be notified in writing after the successful applicant has accepted the position. No feedback is to be provided to unsuccessful applicants on any part of the selection process.
Probationary periods
Successful applicants for lower level positions may be given a period of probation of
3 months. The Human Resources Officer and Department Manager/ Supervisor will decide if a probationary period is appropriate. A successful applicant should be advised of this probationary period when the job offer is made.
The employee’s Department Manage r/Supervisor will use this period to evaluate the employee’s capabilities, behaviour and performance. Under-performance and other problems should be identified as soon as possible and the employee dismissed or the probationary period extended.
Induction
New employees must be provided with an induction program within one calendar month of commencing employment. This program is to be a two-hour session coordinated by the Human Resources Officer and must include the following:
?introductions to key employees
?overview of the organisation’s history, vision and mission
?conditions of employment
?Code of Conduct
?workplace health and safety
?equity and anti-discrimination.
Department Managers/Supervisors should follow up with employees after their induction program to ensure that they are clear about the organisation’s expectations and to answer any additional questions which they may have.