Once a pool of applicants has been drawn through the advertising process, the most appropriate candidates are identified through a selection process.
Form the selection committee
As per the Recruitment Procedure, the hiring manager should nominate the Chair of the selection committee. Commonly the hiring manager is also the Chair, however in some instances this may not be the case.
The hiring manager/Chair will nominate members of the selection committee before starting the selection process in accordance with the following composition guidelines (also see Selection Committee Composition Schedule in the Recruitment Procedure):
Composition requirements for all selection committees
- Members should have relevant and sufficient expertise in the area of appointment.
- At least one male and one female with gender balance as far as possible.
- Include representatives from diverse backgrounds (e.g. Aboriginal and Torres Strait Islander Australians, people from culturally and linguistically diverse backgrounds, people with a disability) as far as possible.
- Selection committees for positions identified as requiring an applicant to be an Aboriginal and Torres Strait Islander Australian as a genuine occupational qualification must have at least one Indigenous member.
Position-specific composition requirements
As per the Selection Committee Composition Schedule in the Recruitment Procedure, the following specific requirements apply depending on the nature of a position (i.e. level, academic/ professional, leadership responsibilities). These are minimum composition requirements. You can have additional members if required, but avoid having unnecessarily large selection committees.
Number of members
Members of the Executive Group
Head of Department
Senior professional management roles (above HEW 10) other than members of the Executive Group
Faculty General Manager
Professional roles, HEW 10
Professional roles, HEW 7-9
Professional roles, HEW 1-6
Conflict of interest
Individuals involved in the selection process must declare any conflict of interest (actual, potential or perceived) to the Chair of the selection committee.
If a conflict of interest is declared, the Chair will, in consultation with the selection committee, determine an appropriate method for managing the conflict. Normally, the conflict can be effectively managed with disclosure and transparency being the key principles. If the member remains on the selection committee, their views should be canvassed last. In rare circumstances (e.g. when a candidate is a family member) a person may need to step down from the committee.
If changes to the selection committee are necessary, they should occur prior to the commencement of interviews. When this is not possible, the Chair is responsible for ensuring this does not affect the equity and fairness of the process.
When a large number of applications is received, the hiring manager or HR may wish to longlist applications and/or conduct telephone screening.
Shortlisting involves reviewing applications against the selection criteria to determine the candidates who should continue to interview and other assessments.
The hiring manager/Chair should determine shortlisting method in consultation with the selection committee and provide the selection committee with all relevant documentation.
For more information see Selecting candidates.
Notify applicants unsuccessful at shortlisting
The hiring manager should provide HR with the list of applicants unsuccessful at shortlisting. HR will notify unsuccessful applicants they were not shortlisted.
The hiring manager should notify any internal applicants who were not shortlisted, and provide them with feedback on request (particularly when the internal applicant is known to the hiring manager).
For more information see Selecting candidates: Providing feedback.
Prepare for interviews
Develop interview questions
The hiring manager should develop interview questions in consultation with the selection committee and HR. The interview questions should relate directly to the selection criteria and, for professional roles, Position Description.
The core set of interview questions should be the same for all candidates. You may also ask additional questions (which will be different for each applicant) to clarify information given by the applicant in the interview or specific questions about the individual’s application, work history, etc.
For more information on developing interview questions see Selecting candidates: Interview.
Organise interview venue
The hiring manager should ensure:
- the interview venue is comfortable, welcoming and creates a professional environment
- the venue is accessible as necessary, i.e. in a room on the ground floor without steps, or in a room accessible by a lift where there are applicants with physical disabilities.
It is good practice to ask all candidates proceeding to interview if they have any access requirements or need any adjustment to participate in the interview.
The hiring manager should ensure the candidates proceeding to interview receive all relevant information, including:
- the time and location of the interview
- who will be interviewing them
- any preparation requirements
- any additional assessment methods (if relevant).
A formal interview is required for all academic and professional positions. The interview should be a structured discussion during which the selection committee ask questions and seek clarification about the candidates’ skills, experience and behavioural attributes relevant to the selection criteria for the position.
For more information on how to conduct effective interviews see Selecting candidates: Interview.
Other selection methods
Hiring managers are encouraged to use additional selection methods to supplement the formal interview. Additional selection methods may be used before, after or in conjunction with the interview. Candidates should be advised in advance about the additional selection methods to give them enough notice to prepare.
For more information on different types of additional selection methods see Selecting candidates: Other methods.
Select a preferred candidate
After the interview and any other selection activities, the selection committee should select the preferred candidate based on who best meets the selection criteria. The final decision should be based on all the information about the candidate gathered during the selection process, including the written application and CV, the interview and any other assessment information (if relevant).
See Offer for information on the next steps.