Selecting CatholicCare Staff Cnt/1111/cCare · 2017-11-14 · APPENDICE H Selecting CatholicCare Staff Cnt/1111/cCare Capability Based Recruitment J'anuary 2015 Proposed changes and

APPENDICE H

Cnt/1111/cCare Selecting CatholicCare Staff

Capability Based Recruitment J'anuary 2015

Proposed changes and enhancements

• Use of a standard Selection Panel report format

• Use of a ratings scale for Shortlisting

• No local unilateral changes to Position Descriptions - central approval from Gen Mgr People and Culture (P & C) or delegate required

• Recruitment Coordinator to acknowledge all applications and send the unsuccessful letters

• All applications to be sent to Selection Panels via email at [email protected] not hard copy

• All advertising to be online unless approved by Gen Mgr P & C or delegate

• Use of a Delegate to approve recommended appointments

• Use of Assessment Tasks to supplement the Interview process

• Establishment of Eligibility Lists with candidates ranked in order of suitability

• Two referee checks to be provided on each person recommended for appointment and incluslon on an Eligibility list

• Offers of employment not made until Delegate approves the Report and it is reviewed by the Recruitment Coordinator

• Entry on duty possible ahead of Criminal Record Checks but employment subject to satisfactory completion of check.

• No employment in child related employment without a valid WWCC

• Metrics to be collected on each recruitment process to inform trend analysis and future improvements to processes

Outcomes

• Reduced timeframes

• Less administration for Hiring Managers

• More evidence to support recommended appointments

• Less cost

• Better capacity to assess and improve processes

• Improved information provided to applicants

CAT.0001.001.0096

Recruitment: Key tasks and responsibilities With the appointment of the Recruitment Coordinator, CatholicCare now has the capacity to fully support Hiring Managers undertake the recruitment process. Key tasks and responsibilities at the various stages of the process include:

Position becomes vacant • The Hiring Manager and senior manager review need to recruit - decisions taken as

to whether to recruit or take other action with the role. • The Recruitment Coordinator will facilitate a review of the Position Description using

CatholicCare's new capability-based Position Description format • The Recruitment Coordinator will arrange for an evaluation of the role if necessary

Advertising • Standard advertisements will be used however Hiring Managers can request that

wording and Selection Criteria be tailored to the role • All positions to be advertised in CatholicCare and using online media however

specialist publications can. be used if appropriate • Standard closing periods for all advertised jobs • Hyperlinks to be included In advertisements to enable applicants to request

Applicant Information Kit onllne • Applications will be sent to [email protected] • The Recruitment Coordinator will acknowledge all applications received and forward

the applications and Hiring Managers Kit to the Hiring Manager

Resources for Hiring Managers and Applicants • A Hiring Managers Kit has been developed to provide guidance on how to manage

the recruitment process • An Applicant Information Kit has been developed to provide applicant's with advice

on how to construct and lodge an application for a position in CatholicCare • A standard Selection Panel Report has been developed for use by Selection

Panels. This report will be part-populated by the Recruitm.ent Coordinator with applicant details and Selection Criteria

• A database of interview questions will be maintained by the Recruitment Coordinator to support Hiring Managers

• All CatholicCare recruitment procedures and forms have been updated and will be regularly reviewed

lnltlal Review • Selection Panel reports will be reviewed by the Recruitment Coordinator to ensure

compliance with CatholicCare recruitment procedures before sending on to the Delegate for approval

Making the Offer • Verbal offers can be made by Hiring Manager's once approval is given to do so

Administration and Induction • The Recruitment Coordinator will arrange for and complete all administrative action in

relation to the appointment including advising unsuccessful applicants

Analysis and Improvement • A central database has been established to collect data designed to improve the

quality of the recruitment process and the experience for both Hiring Managers and job applicants

CAT.0001.001.0097

CatholicCare

I AGENCY PROCEDURE: RECRUITMENT & SELECTION

~ form D filing I copy

1. General Policy

Procedure Number: 5.2/6 Issued: October 2013

Contact Person: Human Resources Manager Ph: (02) 9390 5377

CatholicCare is committed to ensuring that recruitment and selection decisions are based on merit. That is, selected employees meet the selection criteria, have the necessary skills, qualifications and experience to perform the role. Conversely, CatholicCare does not accept appointment decisions based on irrelevant factors such as gender, race, or nepotism.

CatholicCare is an equal employment opportunity employer and is therefore committed to ensuring that applicants for selection or promotion are protected from discrimination and unlawful recruitment practices.

In order to ensure that recruitment practices are based on merit, this procedure has been developed to assist and guide management involved in recruitment at various levels throughout the organisation. Should you require further assistance please contact Human Resources.

2. Definitions I Acronyms

Delegate The Chief Executive Officer; Executive Director; Director; Manager or any person with authority and budget to approve an employee hire.

Convenor The employee appointed by the Delegate to co-ordinate the recruitment process.

Selection Committee A Selection Committee should consist of persons of mixed gender (where practical) with appropriate knowledge of the role and the selection criteria. For specialist positions, it may be appropriate to include a person with expertise in the area for which the position is responsible, and/or other representatives as deemed applicable. The Delegate approves the composition of the selection committee.

For positions up to but excluding Managers, the committee will generally include:

• The relevant Director or nominee and/or;

• The Manager to whom the appointee will report;

• One other representative selected by the appointee's Manager who has an understanding of the position's requirements.

For positions of Manager level and above, the committee may generally include: • The CEO (for the most, senior appointments) • The relevant Executive Director • One or more representatives nominated by the Executive Director.

Employee File Part A The primary employee file held by CatholicCare City Office at Level 10, or "File A" 133 Liverpool Street, Sydney. Employee File Part B A secondary employee file held by the employee's direct Manager or or "File B" Director.

HR Human Resources

Discrimination Direct discrimination occurs if a person treats, or proposes to treat, someone unfavourably because of a personal characteristic protected by law.

Ref: HR PS.2- Recruitment and Selection Revised: October 2013 Page: 1of8

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CatholicCare Quality Management System Printed documents can no longer be controlled by the Quality Management System

CAT.0001.001.0098

Selection Criteria The selection criteria are set as the essential standards by which an applicant may be considered for employment. Selection Criteria are the factors that job applicants are tested by when a decision to interview or not to interview; to hire or not to hire is in the balance.

wwcc Working with Children Check

NPCS National Police Checking Service process

3. Responsibility

3.1 Human Resources is responsible for ensuring recruitment practices in CatholicCare are conducted in a professional and lawful manner and, that discriminatory practices are not applied at any stage in the process. The Convenor is responsible for guiding all parties through the recruitment process and for ensuring all parties are informed of pending actions and outcomes. The Convenor is responsible for ensuring that pre-employment checks and other documentation is checked, collected and received, sent to and duly actioned by Human Resources. Human Resources may also be required to coordinate interview times and to provide administrative support during the recruitment process.

3.2 The Convenor is responsible for ensuring that the timing of the recruitment process is contained; that confidentiality of job applicants is maintained; decisions are communicated in a timely and confidential manner and that documentation is forwarded to HR as soon as it is available.

3.3 The Selection Committee's role is to determine who best meets the selection criteria and is best qualified for the position and, to recommend them for employment. Prior to this, the Selection Committee is required to short-list applicants and to prepare for interviews. After all scheduled interviews have taken place the Selection Committee can make a selection pending pre-employment checking.

3.4 The Delegate's role is to make final approval on the recruitment selection decision.

4. Procedure

4.1 The recruitment procedure is guided by the following forms: 4.1.1 Pre-Interview

• Recruitment and Selection Process Checklist • Recruitment Brief: Advertising Vacant Position • Reference Check • Short Listing Report

4.1.2 Post Interview • Selection Committee Statistical Report • New Employee Appointment Form

5. Advertising and Sourcing Job Applicants

5.1 Generally, CatholicCare utilises on-line recruitment advertising networks including the CatholicCare intranet and CatholicCare website for advertising job vacancies. These networks are efficient in attracting applicants and for filling job vacancies, successfully. There is a selection of recommended online recruitment websites listed on the Agency Form: Recruitment Brief - Advertising Vacant Position to select for publishing job vacancies.

5.2 Other preferred methods include the choice of advertising job vacancies internally in the first instance by advertising on the CatholicCare intranet and by internal email, requesting "Expressions of Interest."

5.3 The popular (and widely used by job seekers), online recruitment website www.seek.com.au is generally the most successful in attracting a volume of applicants. However, it is recommended that job vacancies are advertised as broadly as practical via a range of on-line advertisers, within budget.

5.4 Online recruitment advertising is the fastest and most efficient method of attracting job applicants as it is instant and applicants can respond immediately by sending their application by email; therefore there is no delay in waiting for applications to be received by regular post.

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Ref: HR P5.2 - Recruitment and Selection Revised: October 2013 Page: 2 of 8


CAT.0001.001.0099

5.5 Print Advertising Print advertising (newspaper, magazines, journals) is generally very expensive and has become the least popular method of employment advertising in the advent of online recruitment advertising methods. Applicant response tends to be sparse and slow considering that there is a lead time to the publishing date and that potential applicants may not become aware of the advertisement on the day it is published. Therefore, print advertising would only be considered for very senior or highly specialised positions where national interest may be required. If it is justified that print advertising is necessary for recruitment, please request an initial quote from Human Resources.

5.6 Recruitment Agencies There may be instances when the use of external recruitment agencies is required. In this case, approval from the Human Resources Manager is necessary prior to making contact with an external agency. Fees arising from the use of recruitment agencies can be costly and CatholicCare attracts discounted rates when negotiated by Human Resources. A business case may be requested prior to the engagement of a recruitment agency by the Human Resources Manager to justify the need and the cost.

5.7 Job Ads The Convenor is responsible for drafting the job vacancy advertisement. If assistance is required, please contact Human Resources for guidelines and help. The Agency Form: Recruitment Brief -Advertising a Job Vacancy includes an information template attached which will assist you in structuring a job vacancy advertisement and indicates the essential information required. The draft Job Vacancy Advertisement is to be forwarded in Word format, when submitting the Recruitment Brief documentation to HR so it can be copied and pasted easily across multiple online advertising websites.

5.8 Information for Applicants 5.8.1 It is important that a job title, job location and brief description of the role's responsibilities

and other "essential criteria" are included in advertising a vacant position. In order to attract the right candidates, a list of qualifications and relevant work/industry background should be included so that those who do or do not meet essential criteria can make an informed decision to apply.

5.8.2 First Essential Criteria. A first essential criteria - "Commitment to the Mission, Vision and Values of CatholicCare" - is mandatory and must be placed in all advertisements and positions descriptions.

5.8.2 Application details, including email contacts and mailing address and the Convener's name, job title and contact information must be included.

5.8.3 Pay Rates are generally not advertised but is required by some websites for search criteria. It is recommended that a broad salary range be included. Remuneration details should take account of salary packaging benefits .

5.8.4 A closing date for applications is optional but, preferred so that applicants have the opportunity to apply within a reasonable time-frame; and timing of interviews can be arranged with selection committee members in advance in order to minimise delay in the recruitment process. Application closing dates may be 2 to 4 weeks from the advertising date. Most recruitment websites lapse job vacancies after one month

6. Application Process

6.1 It is important to include details of the application process for interested job applicants so that they can apply for the position advertised. This may be as simple as requesting they send their resume by email to the Convenor. However, it is recommended that an Employment Application Pack be provided to interested applicants, on request.

6.2 An Employment Information Pack may include:

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• Current Position Description • Application For Employment form • Program specific information related to the role • A current Program or organisation chart • CatholicCare printed material (eg: Annual Report) • Code of Ethics and Conduct



CAT.0001.001.0100

7. Applicant Short-Listing

7.1 When applications are received, they are sorted (culled) in the following order: i) Ineligible applicants e.g. applicants who reside overseas or/don't have an appropriate work visa

or residency status

ii) Applicants that do not meet the essential selection criteria for the position; and,

iii) Applicants that meet the selection criteria but whose skills and experience levels are not competitive with other applicants.

iv) Applicants that are suitable and to be requested for a face-to-face interview

7.2 The Selection Committee undertakes short-listing of applicants as soon as practical after the closing date for applications. Where tertiary or other qualifications form part of the selection criteria, original documents or certified copies are to be sighted by the Committee at the interview.

7.3 If a member of the Selection Committee is also a referee for an applicant, that selection committee member is to advise the other member(s) before short-listing or interviews occur. If that applicant is selected for an interview that committee member (who is also the referee for that applicant) must provide a written Reference Check (describing in detail the extent of their professional experience with the applicant- see Agency Form: Reference Check) prior to the interview taking place.

7.4 The Short Listing Report form is included in this Procedure as a guideline, which if appropriate may be used to help with the short-listing process.

7.5 HR recommends that each Convenor retains electronic copies, of job applications until the time that all unsuccessful applicants have been notified and the successful applicant has commenced.

7.6 CatholicCare recognises that some Aboriginal and/or Torres Strait Islander applicants may not possess formal qualifications. Selection committees are encouraged to consider life experience, informally acquired skills and community link in lieu of formal qualifications when determining whether an Aboriginal and/or Torres Strait person might be suitable for interview.

8. Employment Interviews

8.1 The aim of assessing applicants for positions during the interview process is to select the best qualified person for the job. Assessment processes which match the requirements of position with the abilities, qualifications, experience, standard of work performance and (where relevant) personal qualities of individual applicants should be used to enable selection decisions to be based on merit.

8.2 Job Interviews should be held within ten (10) working days of the closing date for the applications. It is recommended that applicants are given at least three working days notice of the interview and at least 2 options for the interview time, respecting that the applicant may already be in full-time employment. Applicants should be asked if they require any special access or support services to assist them at the interview (see 8.10 below).

8.3 A preliminary telephone interview may be conducted to ascertain basic expectations or to check essential criteria however, this is optional. A face to face interview is compulsory for all successful placements.

8.4 If the assessment strategy is to include a test or exercise or other activity supplementary to the interview, applicants should be advised of this when they are contacted by telephone or when notified of the interview details.

8.5 Applicants should be informed (if known) of the names of the members of the Committee and advised that a second interview may be required.

8.6 Selection Committees are encouraged to use structured interview questions and to select questions designed to assess the capabilities and experience of candidates. Behavioural based interview questions should be used to draw accurate and meaningful responses. The duration of the interview will depend on the position however "first" interviews should generally take between 30 to 45 minutes and involve the asking of six to eight primary questions on the selection criteria.

CalholicCare

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CAT.0001.001.0101

8.7 Before commencing the interview, applicants should be asked if there is anything they would like to add to their written application or if there is any additional information the Committee should be aware of before commencing the interview.

8.8 A technique that many Committees find useful is to give the questions out 15 minutes before the interview and to ask the applicant to work through the questions in any order at their own pace within the allotted time.

8.9 The Convenor should then advise the applicant of the duration of the interview and that the applicant will have an opportunity to ask questions or to clarify information provided at the end of the interview.

8.10 If required, the Convenor should ensure that the physical or cultural needs of applicants to be interviewed are supported through (for example); • accessibility issues (eg: lifts, parking, toilet) for applicants with a disability; • interpreter services for applicants with a speech or hearing disability; and • inclusion of employee or consultant (who is an Aboriginal or Torres Strait Islander person) as a

Selection Committee member, where the applicant is also an Aboriginal or Torres Strait Islander.

8.11 CatholicCare recognises that some Aboriginal and/or Torres Strait Islander applicants may not possess formal qualifications. Selection committees are encouraged to consider life experience, informally acquired skills and community link in lieu of formal qualifications when determining whether an Aboriginal and/or Torres Strait person might be suitable for employment.

9. Behavioural Based Questions

9.1 Research indicates that competency-based and behaviour based questions are the best indicator for testing the skills, knowledge and experience of applicants. Competency based questions are designed to test the applicant's skills and knowledge. Behavioural questions are designed to test how the applicant responds to situations they are likely to encounter in the role they have applied. The theory rests on past behaviour as an indicator of future behaviour.

9.2 Committee members should take notes during the interview to assist with forming their views on applicants and for feedback purposes.

10. Post-Interview Checking Requirements

10.1 An offer of employment may be made to the preferred applicant subject to satisfactory reference and pre-employment checking. This offer is usually made by contacting the successful applicant by telephone.

10.2 When a preferred applicant has been identified, pre-employment screening checks are to be undertaken. Criminal background checks and verbal referencing checking should commence as soon as possible to prevent delays in commencing the new employee, or existing employee in a new position. Convenors must advise the preferred applicant a National Police Checking Service process will be conducted.

10.3 If the position is child-related, the applicant will need to show proof of a New South Wales Working with Children Check clearance before an offer of employment can be made.

11. Pre-Employment Screening Checks

11.1 Preferred applicants are required to complete the following documentation:

FORM WHY WHO

Applicant statement of criminal Employment Screening Interview background in reference to Preferred applicant(s) who are Questions working with children when not in "child related" employment

WWCC is not required.

National Police Checking Service To check criminal records history

Application/Consent form as per policy of CatholicCare

All preferred applicant(s) Guidelines


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CAT.0001.001.0102

FORM WHY WHO 100 points of identification Proof of identity All preferred applicant(s)

Proof of identification and job eligibility; For internal

Original Academic qualifications development managers require Preferred applicant(s) when the evidence of qualifications qualification is relevant to the or transcripts establish training and requirements of the position. development requirements and succession planning via ConnX

Three (3) current referees Convenor to undertake, to provided (and telephone contact confirm the applicant's

All preferred applicant(s) numbers.) employment background and to check performance record

11.2 Verbal reference checks are to confirm information already established by the preferred applicant(s) in the interview and to gain a performance report on the applicant(s) previous employment. Only referees provided by the preferred applicant(s) should be contacted. It is a breach of privacy to contact a referee not provided by the preferred applicant(s). The Agency Form: Reference Check form provides appropriate questions for reference checks and will guide the process for verbal reference checking discussions.

11.3 When contacting the referee it is important to qualify their professional relationship to the preferred applicant(s). Referees may have worked with the applicant in a senior relationship to the applicant or in a position of higher expertise or skill. The referee must be able to confirm their own identity, position title and employer name at the time they were in contact with the applicant; and be able describe in detail the extent of their professional experience with the job applicant. In some cases, where 2 reference checks are insufficient, a third reference check may be carried out.

11.4 Where a successful applicant refuses to provide sufficient detail for reference checks or employment screening, the applicant will not be considered further for employment.

11 .5 Where an employment screen reveals a conviction, the information will be treated confidentially. Based on the advice received, a decision will be made to determine the applicant's suitability for the position at the discretion of the appropriate Director in consultation with the Human Resources Manager.

11 .6 *Child-Related Employment • In addition to the points listed above, preferred applicants in a child-related position must show a

New South Wales Working with Children Check clearance (see 10.3 above).

12. Remuneration Offers

12.1 The Selection Committee may recommend an offer of salary/pay rate from within the range for the Award classification or within pre-approved remuneration budget with approval from the relevant Delegate. This offer may be discussed within the context of a formal interview or, at any other time with the preferred applicant(s) post-interview.

12.2 The Convenor must not provide salary details or make a salary offer to the applicant until authorised to do so by the Delegate.

13. Committee Selection

13.1 When the Selection Committee has reached a selection decision, the Convenor is required to send the completed Selection Committee Statistical Reports to the Delegate as soon as possible of completing interviews for approval on the selection decision. The Delegate is responsible for reviewing the decision-making factors and applicant's credentials and, to confirm the selection decision that is, generally based on the Selection Committee's recommendation to the Delegate).

13.2 The Delegate should then sign approval and forward a copy of the report to the Human Resources for statistical analysis and compliance with relevant standards and laws.

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CAT.0001.001.0103

14. Offer of Employment

14.1 Upon approval by the Delegate, the Convenor contacts the recommended applicant to make a verbal offer of employment. The Convenor is to ensure that the applicant is aware that the offer of employment is pending a "clear" status from the pre-employment checking process which may take up to ten (10) working days. A tentative commencement date with the employee can be provided so that sufficient lead time can be negotiated. It is recommended that at least 3 weeks of notice of the commencement date should be provided. The official commencement date should not be confirmed until pre-employment checks are received. The official commencement date is the date the employee will be paid from.

14.2 An employment agreement is provided when the pre-employment checks have been cleared and, when the Convenor has provided the HR Administrator with the pre-employment forms completed and signed by the successful applicant, where applicable When the pre-employment check reports have been received by HR Administrator the Convenor will be informed of the status. In the event of any result other than "clear" refer to 11.4 of this guideline.

14.3 If the offer is accepted the Convenor is required to complete a New Employee Appointment form to indicate the new employee will be commencing and to notify Human Resources to commence payment to the employee. This form is to be sent to the HR Administrator for processing who will forward to payroll for action.

15. New Employee Pack

15.1 The Human Resources Administrator will forward an employment agreement to the successful applicant with a New Employee Pack by overnight courier service. The New Employee Pack includes the following documents:

• Letter of Offer • 2 x copies of the Employment Contract • 2 x copies of the Position Description (forwarded from Manager) • CatholicCare's Code of Ethics and Conduct • Confidentiality Agreement • Employee and Banking Details Form • Tax File Number Declaration Form • Choice of Superannuation Fund - Standard Choice of Fund Form • Salary Packaging Information for registering with Maxima • MAXXIA Salary Packaging Information brochure • Australian Catholic Superannuation & Retirement Fund Product Disclosure Statement & Financial

Services Guide • EAP Information brochure (ACCESS Programs Australia) • Catholic Social Teaching booklet

16. Notification to Unsuccessful Applicants

16.1 The Convenor will advise unsuccessful applicants within ten (10) working days of receiving the Delegate's approval for a selection decision. For applicants that participated in the interview process, this notification should be provided by telephone call. For all others, email notification is suitable.

16.2 To assist with providing feedback to unsuccessful applicants, the Convenor should make sufficient notes on unsuccessful interviewees to enable the applicant to understand why he/she was not successful. Advice from HR should be sought on when and how to deliver feedback considering the potential sensitivity involved.

16.3 Resumes/applications by unsuccessful applicants should be shredded.

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Ref: HR P5.2- Recruitment and Selection Revised: October 2013 Page: 7 of 8


CAT.0001.001.0104

17. Reference Documents

• Australian Human Rights Commission Act 1986

• Age Discrimination Act 2004

• Disability Discrimination Act 1992

• Racial Discrimination Act 1975

• Sex Discrimination Act 1984

• Anti-Discrimination Act 1976

• Agency Procedure: Advertising Positions Vacant

• Agency Form: New Employee Appointment Form

• Agency Form: 100 Points Check Validation List

• Agency Form: Employment Screening Interview Questions

• Agency Form: Selection Committee Statistical Report

• Agency Form: Short Listing Report

• Agency Form: Reference Check

• Agency Form: Recruitment Brief -Advertising Vacant Position

• Agency Form: Recruitment and Selection Process Checklist

• CCER Form: National Police Checking Service Application/Consent Form

• Agency Form: Position Description Template

• Agency Procedure: Background Checking & Document Processing

• Agency Procedure: National Criminal History Background Checking

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CAT.0001.001.0105