Preparing to recruit

Preparing to recruit

When preparing to recruit, the hiring manager should give due consideration to the overall work area staffing needs and develop an appropriate recruitment strategy.

A decision to recruit should be made in the context of:

  • current and future workforce requirements of the work area
  • available current and future financial resources
  • relevant workforce planning strategies including for staff retention, succession planning and career development within the University and work area.

Conduct job analysis and define selection criteria

Determine requirements of the role

Consider essential characteristics of the job, such as:

  • outcomes the job is required to achieve
  • key areas of responsibility, tasks and functions
  • organisational context of the role and how the job relates to other jobs within the team, work area, department and the University as a whole.

Consider qualities of an incumbent required for successful performance in the job, including:

  • skills
  • experience
  • knowledge
  • qualifications
  • behavioural attributes.

Develop Position Description (professional roles only)

For professional roles, develop or update a Position Description in consultation with HR.

HR will evaluate the Position Description in one of the following circumstances:

  • the position is new
  • there has been significant change to the existing position
  • the Position Description has not been evaluated in the last three years.

When the Position Description is evaluated by HR, an appropriate classification level will be determined by HR using the Professional Staff Position Classification Descriptors in the Enterprise Agreement.

Define selection criteria

Selection criteria are the critical skills, knowledge, qualifications, experience and behavioural attributes required for competent performance in the role.

As a guide, between four and eight selection criteria should be developed.

HR can assist with developing appropriate selection criteria for the position.

Consider your recruitment and selection strategy

Planning ahead your recruitment and selection methods and making sure they are well-designed and appropriate to the role, can help you get the right pool of applicants and save time and costs.

See below some considerations to help you with planning.

Timing of recruitment

  • It can take up to 3-4 months to recruit via a competitive selection process. It may take longer (up to 6 months) to recruit for senior or specialist roles.
  • Work areas with busy periods during certain times of the year may wish to defer recruitment to a quieter period.
  • Certain times of the year, such as Christmas or Easter breaks may mean a smaller pool of candidates may be applying.
  • If other work areas or universities are advertising for a similar role, it may limit the pool of candidates available.

Budget

  • Consider position classification level, step and salary increases as set out in the Enterprise Agreements’ salary schedules
  • Salary on-costs
  • Salary loadings where applicable
  • Costs of recruitment, e.g. costs of advertising and costs of engaging external recruitment agencies
  • Time costs of recruitment e.g. consider duration of the recruitment process and time commitment of the hiring manager and selection committee members

Candidate sourcing strategy

  • Will you advertise internally only or broaden your search to external market? See Sourcing applicants for more information.
  • Appropriate advertising channels – for more information see Sourcing Applicants.
  • Recruitment materials, i.e. job advertisement

Selection committee

Consider membership of the selection committee in advance. Check the selection committee composition guidelines (see Selection) and advise the individuals you wish to include on the committee, that you are recruiting.

Selection methods

Structured interviews are required for all positions and can be conducted in person, via telephone or video call.

The hiring managers are encouraged to use additional selection methods to supplement the interview for a more robust selection.

For more information see Selecting Candidates.

Engagement of external recruitment agencies

At times, it may be appropriate to use an external recruitment agency to assist in finding a strong pool of candidates. Recruitment agencies charge a fee for this service.

HR manages a panel of approved recruitment agencies and acts as the central point of contact with them. All requests to engage external recruitment agencies should be directed to HR.

For more information see Sourcing Applicants.

Gain approval to recruit

Set up a job card in the online recruitment system Talent to raise a job requisition. When completing a job card, include a brief rationale:

  • critical reasons for requiring the position now 
  • operational impacts of not hiring at this time 
  • any other relevant budget information.

Approvals are done via Talent, which is already set up to escalate a job requisition to appropriate delegates. Depending on the faculty or office, this may involve approval from relevant Head of Department, Faculty General Manager and Executive Dean, or Head of Office.

Once the Faculty or Office approval is granted, submit the job requisition to the University Central Recruitment Panel. The Panel is coordinated by HR and consists of:

  • Chief Operating Officer
  • Director, Human Resources
  • Deputy Vice Chancellor (Academic).

The Panel will review the job requisition and will approve (or deny) the request.

Once the approval is granted, you can start advertising.

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