Recruitment/ Selection Process

1. Overview

2. Legislative Requirements

Template forms and consistent processes are used for recruitment and selection at Flinders Shire Council. The forms and processes are designed to ensure that fair and transparent decisions are made in the hiring of staff, and that Council complies with legislative anti-discrimination and Equal Employment Opportunity (EEO) requirements. An important aspect of Council’s hiring processes is that decisions are made based on the principle of merit – that is, that a vacant position is offered to the person who demonstrates that they have the most relevant experience, skills, knowledge and qualifications in relation to the job. This process promotes fair hiring of people, in that the job is offered to the “best person for the job” rather than a particular person because of traits such as ethnic background, age, religious background and gender; or because they are friends or relatives of current Council employees. 

3. Acknowledgement of Applications

All applicants should receive written acknowledgement of receipt of their application within a fortnight of submitting their application. Applicants will generally only receive verbal acknowledgement or advice from Council if they are invited to interview.

4. The Shortlisting Process

The process of selecting applicants for interview (or “shortlisting”) is:

• all applications are forwarded to the Selection Panel members. There are typically two (2) to four (4) Selection Panel members for a vacancy;
• each Selection Panel member is also provided with a Shortlisting Assessment Sheet, which they use to independently rate each applicant against the Key Selection Criteria from the Position Description;
• the applicants who demonstrate that they best meet the Key Selection Criteria of the role will be invited to interview. Typically these applicants are the highest-scoring applicants from the shortlisting assessment process. Between one (1) and four (4) candidates will be invited to interview, depending on the role;
• Should an applicant be invited to interview and they have to travel a reasonable distance to attend, Council will generally reimburse for the costs involved in travelling to attend the interview, depending on the distance and preferred method of travel. Some interviews may be conducted via telephone in the first instance.

5. The Interview Process

The interview process will include:

• interview questions that are designed to assess each candidate’s experience, skills, knowledge and qualifications in relation to the Key Selection Criteria of the role;
• the candidate may be asked to participate in testing to help determine their level of competency.
• the candidate will be asked to present any original tickets, licences and qualifications that they possess which are relevant to the role;
• each Selection Panel member is provided with an Interview Guide for each candidate, that the Panel Member uses to independently rate each candidate against the questions (and therefore the Key Selection Criteria of the role). The Panel Members will take notes throughout the interview of your responses to the questions to assist them in assessing the overall merits of each applicant’s claim to the role in question;
• the candidate who demonstrates that they best meet the Key Selection Criteria of the role will typically become the “preferred candidate” (i.e. who the position will be offered to).

6. Other Assessments

Other assessments which may take place or be required to determine a candidate’s suitability for the role include:

• referee checks – typically only conducted on the preferred candidate after interview however they may also be used as a shortlisting tool. Typically a minimum of two (2) work-related referee checks will be conducted on the preferred candidate;
• computer tests – for relevant positions;
• literacy and numeracy tests – for relevant positions;
• evidence – for some positions, candidates may be requested to present evidence of previous work at an interview (e.g. present a written report to demonstrate their research/report-writing skills).

7. The Recommendation Process

Once the Selection Panel has independently rated the interviewed candidates and a preferred candidate has been selected, and other assessments have been conducted as appropriate, the Selection Panel will make a formal written recommendation (using the Appointment Recommendation Form) and forward it with the Vacancy File up the chain of management to the Chief Executive Officer for consideration. Once the Chief Executive Officer has approved an appointment, the Vacancy File will be returned to Human Resources who will advise all candidates and Council staff of the outcome as appropriate.

The Selection Panel does not need to reach consensus on their recommendation. If the Selection Panel is split, the Director or Chief Executive Officer may, after reviewing the vacancy documentation, determine the successful applicant.

8. Tips and Advice for Interviews

• do not assume that the Panel Members know about your suitability for the position. Be prepared to give examples of your experience and knowledge which demonstrate how you meet the Key Selection Criteria of the role, and how you have performed Key Duties and Responsibilities similar to those of the role you have applied for;
• take time to answer each question. A well thought-out answer presented clearly and concisely will be appreciated by the Selection Panel, even though you may take a few moments to put your thoughts together
• you may wish to bring relevant reports or physical examples of your work into the interview;
• dress as you would for performing the role;
• When the opportunity is presented, ask any questions you may have relevant to the position or Flinders Shire Council.

9. Communication with Applicants

All unsuccessful applicants will receive written advice of the selection process outcome once the selection process has been finalised and the position has been offered to and accepted by a candidate. All unsuccessful candidates who were interviewed will also be advised via telephone.

10. Appointment Process

Human Resources will prepare and forward the Employment Contract and associated documentation to the successful applicant.

A Criminal History Check is required for all new appointments, and confirmation of employment depends on this being successfully completed and obtained. The Criminal History Check is only requested by Council during the appointment phase of the successful applicant. The results of the Criminal History Check will generally be received by the new employee between two (2) and four (4) weeks after they request the Check, and therefore may only be received after the successful applicant has commenced work with Council. A criminal history will not necessarily discount a candidate from the position. The Chief Executive Officer will determine whether or not the criminal history may pose a concern to Council.

A pre-employment medical is required for all new appointments, and confirmation of employment depends on this being successfully completed. Human Resources will liaise with the successful applicant during the appointment process to arrange the pre-employment medical, which will be at Council’s expense. The medical assessment will include a breath alcohol and urine drug test.