Recruitment Toolkit: Preparation

Review needs

Prior to commencing the recruitment process, Areas are advised to conduct a review of the need for the position that will take into account the following:

• Strategic and Operational plans for the area and the University
• budget/funding
• current staffing structure
• qualifications and specialisations – current and future requirements
• current staffing and skill levels
• any foreseeable changes which might impact on the area or the role
• how the needs for the position might best be met.

Consider Equity & Diversity issues

Tools

• Equity and Diversity issues that should be considered in the recruitment process.
• Equity and Diversity website

Plan Role

Develop a Duty Statement (Professional Staff positions)

A Duty Statement is required for every Professional Staff position, and should be reviewed and updated each time the decision is made to recruit (a Role Statement is required for Academic positions). The Statement must conform to the requirements of the Collective Agreement and Human Resources must approve the Duty Statement prior to advertisement or search.

Tools

• Guidelines for reviewing and updating Duty Statements
• Duty Statement form.

Determine classification

Determine the most appropriate level for Professional, Academic and Research-Only Academic staff using the following classification policies and guidelines.

Tools

• Professional Staff
• Academic and Research-only Staff
• Grant-funded Research-only Staff

Develop Selection Criteria

Selection Criteria form the list of skills, knowledge, experience and attributes:

• that a candidate requires to do the job
• that a candidate should use when completing his or her applications
• against which the selection committee will assess the candidate.

The Appointment Committee is responsible for drawing up the Selection Criteria, based on the guidelines and having care to ensure that equity and diversity issues are considered. The Committee is also responsible for making sure that the criteria are available to candidates. The Selection Criteria are recorded on the Selection Criteria proforma.

Tools

• Guidelines for writing and using Selection Criteria
• Examples of Selection Criteria:
  • Academic Staff positions
  • Professional Staff positions
• Selection Criteria proforma

Plan Recruitment Process

Decide whether to use External Consultants

Use of an external recruiter can improve the quality of the selection process. However, the responsibility for meeting the University of Adelaide policy requirements, for appropriate conduct of the process and for the final solution decision rests with the delegated manager.

Tools

• Using External Consultants in Recruitment
• Recruitment Consultancy Services Agreement
• Recruitment Agencies Database

Establish Appointment Committee

The Appointment Committee should have a minimum of two and ideally a maximum of five people (minimum of three for Academic positions) and be capable of testing the skills and attributes required of the position. It is up to the Convenor to determine the size and composition of the Appointment Committee depending upon the nature of the appointment, and to consult with the Area Manager about their nominee. The following guidelines are provided for the constitution of an Appointment Committee:

• a person who has an understanding of how the role contributes to the effectiveness of the area (this will usually be the supervisor)
• a person with expertise in the field of the position
• one nominee of the Area Manager
• at least one person, preferably the Convenor, trained in recruitment and the principles of equity
• gender balance where possible
• the Convenor of the Appointment Committee who will usually be the Head of School or their nominee. The Convenor for Chair appointments will be the Vice-Chancellor and President or their nominee.

A member of the Appointment Committee may contribute more than one of the above attributes. The composition of the Appointment Committee must accord with the University's policy on Close Personal Relationships. Any potential conflict of interest must be raised with the Convenor as it becomes apparent.

Tools

• Checklist for Convenors and Members of Appointment Committees

Selection

The minimum tools that should be used in the selection process are an interview and referee reports, however there are other tools that can improve the selection process. Human Resources staff are available to assist in planning the process and choosing appropriate tests, tools and questions. The tests chosen must be valid that they allow a process that is rigorous and fair. It is important that the same selection process be applied to all candidates.

Tools

• written applications and resumés
• interviews
• search plans
• public seminars and lectures
• assessment centres
• aptitude tests
• psychometric tests

Timetable