Recruitment, selection & appointment policy and procedures

Policy

The aim is that the Recruitment and Selection Policy and Procedures document tabled at the meeting be endorsed by Council.

The recruitment and selection process is based on merit, expressed in terms of the essential and desirable criteria established, and is in line with the policy of equal employment opportunity. These procedures cover all positions other than those of General Manager, Directors of Council and other senior staff identified under the Local Government Act, 1993. However, the principle of merit will also apply to the selection of the General Manager, Directors of Council and senior staff.

Recruitment, selection and appointment

1.0 Definitions

1.1 Recruitment is the process of attracting interest and applications for a vacant position in Council's organisational structure. This process involves identifying the requirements to perform the duties of a position and advertising the position in a manner to attract suitable applicants.
1.2 The Selection function is the process of choosing the best person for the vacant position. This process includes the shortlisting of applicants for interview, developing questions for the interview, interviewing of applicants and selecting who should be offered the position based on merit.
1.3 Appointment covers the administrative processes to place and start the successful applicant.
The purpose of these functions is to attract, select and appoint the most suitably experienced and qualified applicant based on merit.
1.4 The Merit of a person eligible for appointment to a position is to be determined according to:

the nature of the duties of the position; and
the abilities, qualifications, experience and standard of work performance of those persons relevant to those duties.

2.0 Process

2.1 Vacancy Arises
A vacancy arises when an employee leaves Council or a new position is established within Council's organisational structure.
2.2 Need to Fill Position Confirmed
When a vacancy arises as a result of an employee leaving Council's service, the Director must re-examine the Departmental Structure to determine whether job redesign will be more efficient and whether the position needs to be filled. Where a position changes as a result of job redesign, the employees who may be affected by the proposed changes and the Unions to which they belong will be notified. It will then be referred to the Consultative Committee for information. The General Manager will make the final decision to proceed to the recruitment stage.
2.3 Review Job Description, Job Specification and Selection Criteria with the Director/Manager
The following procedures need to be followed:
- 2.3.1 Examine the job description to ensure that it accurately reflects the current/future duties of the position. Update the job description where necessary (see attached example specification to ensure that it accurately reflects the current/future qualifications, experience, etc. required of the successful applicant. Update the job specification where necessary. (see attached example - Attachment 2). (Director/Manager)
- 2.3.3 Consider whether any special conditions apply to the position, ie. open spread of hours, casual, temporary, etc. Where new or special conditions are introduced for a position, the conditions will be notified to the appropriate union and referred to the Consultative Committee for information.
- 2.3.4 Re-evaluate the grading of the position using the Wyatt Job Evaluation System, only if the duties and responsibilities of the position have changed. (Director/Human Resources)
- 2.3.5 Develop the selection criteria (essential and desirable) based on the job description and job specification. (Director/Manager/Human Resources)
- 2.3.6 Place a weighting on each of the essential and desirable criteria to reflect the importance of each criterion to the overall job. (Director/Manager/Human Resources/Selection Committee Members)
2.4 Prepare for Advertising (Internal and External)
When preparing to advertise a vacant position, it is necessary to:
- 2.4.1 Draft the job advertisement which shall include:
- 2.4.2 Determine where the position will be advertised and for what duration, ie. internally, externally, Illawarra Mercury, Sydney Morning Herald, etc. All positions must be advertised for a minimum of five working days. Consideration must be given to the requirements of the Local Government Act, 1993 and the Local Government (State) Award, 1997 which prescribe that a position must be advertised in a manner sufficient to enable suitably qualified persons to apply for the position. (Director/Human Resources)
- 2.4.3 Prepare information packages including:
  - (a) employment application form;
  - (b) job description;
  - (c) job specification;
  - (d) general information about Council (only if advertised externally).
- 2.4.4 The information package shall be approved by the Human Resources Manager before being forwarded to applicants.
2.5 Advertise
- 2.5.1 In accordance with the provisions of the Local Government Act, 1993, vacant positions must be advertised in a manner sufficient to enable suitably qualified persons to apply for the position.
- 2.5.2 Where Council deems that there are sufficient suitably qualified internal applicants to meet this requirement, vacant positions will be advertised internally only, in the first instance.
- 2.5.3 Where there are not sufficient suitably qualified internal applicants, Council may advertise internally and externally concurrently. The Union shall be notified that such a decision has been made.
- 2.5.4 All advertisements whether advertised internally only or internally and externally concurrently, will be placed on the following noticeboards and/or forwarded to the following locations:
  - a) Corporate Services Noticeboard
  - b) Switchboard
  - c) Customer Service Counter
  - d) Depot Noticeboard
  - e) Community Centre
  - f) Leisure Centre
  - g) Waste Management & Recycling Centre
  - h) Library
  - i) Family History Centre

In addition 10 copies of each advertisement will be forwarded to the Works Overseer and Parks and Gardens Overseer to be distributed to employees who do not frequent the Depot on a regular basis.

2.5.5 External advertisements shall be placed in publications in a manner specified by the particular publisher after being approved by the Human Resources Manager.

2.6 Confidentiality

All enquiries and applications will be treated with the utmost confidentiality.

2.7 Application Forms

2.7.1 Applications will only be accepted on Council's prescribed employment application form where such positions require the completion of an application form.

2.7.2 The application form should be completed in full and a resume may be attached if the applicant considers it necessary. Merely notating the employment application form "See Attached Resume" in the relevant sections will not suffice. This advice will be supplied to applicants in the information package.

2.8 Selection Committee

2.8.1 The composition of the Selection Committee is the responsibility of the Human Resources Manager in consultation with the relevant Director in accordance with the following.

2.8.2 The Selection Committee shall normally consist of a minimum of three representatives being:

a) the Director/Manager and/or his/her nominee;

b) an employee from within the Section/Department where the vacancy exists, who has a knowledge of the duties and responsibilities of the vacant position; and

c) a representative from the Human Resources Section.

However, on occasions where Council considers that a selection committee can function effectively with two representatives, the Union shall be notified.

2.8.3 Notwithstanding 2.8.2 above the gender of all applicants will be represented on the Selection Committee. Where an additional Selection Committee member is required to meet the requirements of this section, the Director/Manager shall give consideration to removing the representative outlined in either 2.8.2(a) or 2.8.2(b) above.

2.8.4 In the event that the position being filled is a joint appointment between Kiama and Shellharbour Councils, Shellharbour City Council will be invited to provide appropriate representation to participate on the Selection Committee.

2.8.5 In the event that the position being filled is a grant-funded position, other than labour market positions, a representative from the respective Government Department will be invited to participate on the Selection Committee.

2.8.6 At no time will a Selection Committee consist of more than four employees/members, unless otherwise determined by the General Manager.

2.9 Duties of Selection Committee Members

The duties of the Selection Committee are categorised as follows:

2.9.1 Shortlisting of Applicants

a) Each Selection Committee member shall independently assess the applications having regard to the essential and desirable criteria set out in the job advertisement and the job specification.

b) The Committee shall then meet to shortlist the applications. In general terms, where the majority of the Committee members has shortlisted a particular applicant, that applicant should be interviewed.
Note: However, an applicant meeting all the essential and desirable criteria, will not automatically be guaranteed an interview. There will be occasions where numerous applicants meet the established criteria but it is not practical to interview more than six to eight applicants. In such cases those applicants considered to best meet the criteria should be shortlisted for interview.

c) Applicants, whether internal or external, who do not meet the essential criteria, will not be interviewed.

d) Where the Selection Committee is unable to agree on whether an applicant should or should not be shortlisted, the Committee shall refer the matter to the General Manager for determination.

e) Where an applicant is a relative or close friend of a Selection Committee member or has a business/professional relationship with that member, the Selection Committee member shall disqualify himself or herself from sitting on that Committee. The Human Resources Manager will appoint another person in accordance with 2.8.

2.9.2 Notifying Shortlisted Applicants

a) The Human Resources Section representative on the Selection Committee shall be responsible for arranging interview times with shortlisted applicants. This process where possible will be done by telephone.

b) Where practical, applicants shall be given three clear working days' notice of interviews. Where that is not possible, a shorter timeframe may be agreed to by the Human Resources Manager.

c) Equal time shall be scheduled for each applicant interviewed.

2.9.3 Developing Interview Questions

a) Questions addressing the essential and desirable criteria contained in the job specification and job advertisement shall be prepared jointly by the Selection Committee prior to the interview.

b) A written copy of the questions with provision for recording applicants' responses will be provided to each Selection Committee member by the Human Resources representative on the Committee.

c) Questions not relevant to the position or in contravention of the Anti-Discrimination Act 1977, shall not be included in the list of questions.

d) A decision on the duration of interviews and format of the interviews, ie. who should ask which questions, etc., should be decided jointly by the Selection Committee prior to the interviews.

2.9.4 Conducting Interviews

a) It is the Selection Committee's responsibility to ensure that each applicant is made to feel comfortable at the interview and treated equally during the interview in accordance with equal employment opportunity principles.

b) Each applicant shall be asked the same questions. However, the eliciting of further information from applicants is permissible only in relation to the question being asked.

c) Under no circumstances is any Selection Committee member to ask any question which is not relevant to the position or which contravenes the NSW Anti-Discrimination Act, 1977.

d) At the completion of each interview each Selection Committee member shall independently rate the applicant based on the evaluation system previously established.

e) Where a particular skill/knowledge is an essential or desirable requirement of the position, and that skill/knowledge can be tested, eg. typing speed, a test may be arranged and conducted at the completion of the formal interview process. In such cases, applicants shall be advised at the time of arranging the interview that a test will form a component of the interview process.

2.10 Verifying Credentials

2.10.1 The Selection Committee shall ask to see formal evidence of each applicant's qualifications, licences, etc. during the interview process. The sighting of such qualifications, licences etc. shall be noted on the evaluation sheet.

2.10.2 The Selection Committee shall also ask each applicant to provide evidence of his or her right to work in Australia, ie. Australian birth certificate, passport, work visa, etc. during the interview process.

2.11 Ranking Applicants

2.11.1 At the completion of interviews the Selection Committee should independently rank each of the applicants based on individual ratings to each of the established essential and desirable criteria.

2.11.2 The Selection Committee shall, where possible, reach consensus on the applicant with the most merit to fill the position. Where consensus cannot be reached, or where two or more applicants are considered equal by the Selection Committee, the relevant information will be referred to the General Manager for determination.

2.11.3 The Selection Committee shall recommend a commencing salary in accordance with the qualifications and experience of the selected applicant, having regard to the constraints of Council's salary structure.

2.11.4 Unsuccessful applicants who are considered suitable shall be ranked in order of preference.

2.12 Reference Checking

2.12.1 The Director or his or her nominee on the Selection Committee shall be responsible for completing relevant reference checks.

2.12.2 The reference checks shall be based on the applicant's ability to carry out the duties of the position in accordance with the essential and desirable criteria.

2.12.3 Reference checks will generally only be carried out on the applicant ranked number one after the interview process. However, where two or more applicants are ranked closely, reference checking of more than one applicant may be undertaken.

2.12.4 Reference checks should only be carried out with referees nominated by the applicant. If the Director or his/her nominee wishes to approach referees who were not nominated, he/she should first obtain permission from the applicant.

2.12.5 A member of the Selection Committee shall not act as a verbal referee for any applicant. If an applicant submits a written reference provided by a Selection Committee member, that reference shall not be considered as part of the application.

2.13 Writing Selection Report

2.13.1 The Human Resources representative on the Selection Committee shall be responsible for compiling the Selection Report, which shall include a recommended commencing salary and any review conditions if applicable.

2.13.2 The Selection Report shall be signed by each Selection Committee member and forwarded together with all evaluation sheets to the General Manager for approval to appoint.

2.14 Responsibilities of Selection Committee Members

2.14.1 Each Selection Committee member is to :

a) be fully conversant with these selection procedures and with Council's EEO Policy;

b) ensure that they have been provided with the advertisement, job description and job specification and that the selection criteria are based on these documents;

c) ensure that no applicant is unfairly excluded from an opportunity to be interviewed;

d) ensure that all matters associated with the Selection Committee are kept strictly confidential;

e) examine requirements and qualifications carefully without the use of personal bias or irrelevant criteria; and

f) make recommendations on the basis of the applicant with the greatest merit as it relates to the requirements of the position and as defined in Section 349 of the Local Government Act, 1993, and Clause 23 Appointment and Promotion of the Local Government (State) Award, 1997 and having regard to 2.11.3 and 2.11.4 above.

2.14.2 Each Selection Committee member will receive formal training in recruitment and selection techniques. This training will be phased in during the 1998-99 year.

2.15 Pre-Employment Medical Examination

2.15.1 When the Selection Committee has made a recommendation, and the General Manager has approved the recommendation, the Human Resources representative on the Selection Committee shall make an appointment for the selected applicant to undertake a medical examination conducted by Council's consulting doctor at Council's expense.

2.15.2 The Human Resources representative in consultation with the Director/Manager shall complete Part A of the Pre-Employment Medical Form, indicating the nature of work and conditions under which the work will be performed. A copy of the job description will be attached. The selected applicant will be required to take the pre-employment medical form to Council's consulting doctor.

2.15.3 On receipt of the doctor's advice, a decision on whether to proceed to appointment based on medical assessment will be made by the Human Resources Manager in consultation with the Insurance/Risk Manager and EEO Officer.

2.15.4 No formal offer of employment shall be made by any Selection Committee member prior to this stage.

2.16 Advice to Applicants

2.16.1 The Human Resources representative shall be responsible for advising the selected applicant that he/she has been selected for appointment, subject to appeal. Such advice shall, where possible, firstly be given over the telephone and shall be within 24 hours of receiving the medical assessment.

2.16.2 Unsuccessful applicants who were selected for interview shall be advised by the Human Resources representative by telephone that their application was unsuccessful, on the same day that the selected applicant is advised, where possible. Such advice shall be followed up in writing.

2.16.3 Unsuccessful applicants who were not selected for interview shall be advised in writing at this time.

2.16.4 The Human Resources representative shall negotiate a commencement date and notify the appropriate Director/Manager.

2.16.5 The Human Resources representative shall then prepare for signature by the appropriate Director a letter of appointment containing all conditions discussed with the successful applicant.

3.0 Appeals Process

3.1 In accordance with Clause 23(iv) of the Local Government (State) Award, 1997, where requested in writing, internal applicants shall be given the reasons in writing for not being appointed.
3.2 This advice must be requested by an unsuccessful applicant within one (1) working day of being notified that the applicant was unsuccessful.
3.3 The Human Resources Representative on the Selection Committee on behalf of the Committee shall provide the unsuccessful applicant with the reasons he/she was unsuccessful within two (2) further working days.
3.4 If the unsuccessful applicant is not satisfied with the advice supplied by the Selection Committee, he/she has two (2) further working days to lodge an appeal against the appointment with the General Manager.
3.5 An appeal against an appointment may be lodged only on the grounds that the unsuccessful applicant believes that the process outlined in the Recruitment and Selection Policy and procedures was not followed, or believes he/she was treated unfairly.
3.6 If an appeal is lodged against an appointment within the prescribed time, the selected applicant shall be advised accordingly.
3.7 The General Manager has the absolute discretion to dismiss an appeal without hearing, if the appeal is not based on the grounds outlined in 3.5 above.
3.8 Appeals, when required, shall be heard alone by the General Manager. In the course of hearing an appeal, the General Manager shall interview whoever he considers necessary and consider whatever information he considers appropriate and his decision will be final.
3.9 In any case no appointment will proceed until the appeals process has been finalised.

4.0 Induction

4.1 On commencement of employment, the new employee will complete an induction program conducted by the Human Resources Section.

5.0 Advice and Assistance

5.1 Any enquiries concerning these procedures should be directed to the Personnel Officer on Ext. 281 or the Personnel Manager on Ext. 259.

6.0 Review

6.1 This policy was endorsed on 20 April 1999 and shall be reviewed in 12 months from that date.

Appendix 1

Recruitment Selection Flowchart

Last updated: Wednesday 11 November, 2009