The success of Thongsook College relies on its ability to attract the best staff and volunteers available. Recruitment methods must be fair, efficient, and effective.
The Staff Recruitment Policy has been established to Thongsook College has the opportunity to attract the best available staff and volunteers for all vacant positions. This policy relates to employment of all staff and volunteers other than the CEO.
Thongsook College is committed to providing high quality programs and services to our community. To support the achievement of this objective we recognise the importance of employing the most suitable applicant for all vacant positions.
Thongsook College will ensure it has the best opportunity to attract the best available staff by broadly advertising (internally and externally as deemed appropriate) all vacant remunerated positions and volunteer vacancies.
Thongsook College will take all reasonable steps to ensure that applicants may be safely entrusted with the duties of their position.
Thongsook College will internally advertise all vacant positions to current staff and volunteers to encourage career advancement and increase participation.
Thongsook College is committed to providing a work environment that is free from harassment and discrimination.
All recruitment and selection procedures and decisions will reflect Thongsook College’s commitment to providing equal opportunity by assessing all potential candidates according to their skills, knowledge, qualifications and capabilities. No regard will be given to factors such as age, gender, marital status, race, religion, physical impairment or political opinions.
It shall be the responsibility of the CEO (or a delegated authority) to implement this policy and to monitor its performance.
It is the responsibility of Managers and Supervisors to ensure that:
< >They are familiar with the recruitment policies and procedures, and that they follow them accordingly;Staffing levels for their department are determined and authorised;All roles have current position descriptions that specify role requirements and selection criteria.
It is the responsibility of the Human Resources Department to ensure that:
< >All Managers are aware of their responsibilities in the recruitment and selection process;Managers are given continuous support and guidance in regards to recruitment and selection issues.
When it becomes necessary to recruit for a position, Managers should carefully consider the requirements for the position, and the key selection criteria including skills, experience and qualifications.
If no position description exists for the available position, or if it requires revising, this is the responsibility of the appropriate Manager. Once the new position description or amendments have been drafted, it should be forwarded on to Human Resources and, if appropriate, approved by the CEO and/or Board. Selection criteria will be drawn up based on the basis of a position statement.
Where the position description is for a new role, the Human Resources Officer or Manager will review and evaluate the position and draw up a position statement that will then, if appropriate, approved by the CEO and/or Board.
Prior to commencing the recruitment process, the responsible Manager is required to gain approval from the CEO / Board or delegated authority and forward this to the Human Resources Officer.
Direct Internal Appointments/Promotions
In situations where a Manager wishes to promote an employee who meets the specific selection criteria for the vacant position into the internal vacancy, the appointment must be authorised by the appropriate Manager, and the approval is to be forwarded to the Human Resources Department.
Where appropriate, Thongsook College will advertise all vacancies internally.
Exceptions to this rule may occur when:
< >The position is of such a specialised nature, and / or appropriate skills are not available within the organisation; orThere is a need to make a direct appointment or promotion into the vacant position. Position title;Outline of the position;Skills required for the role;Closing date for applications.
The short-listing and interview process will be conducted by a selection panel which will be appointed by and will include the CEO or their nominee and the relevant manager or supervisor for the position.
If any member of staff finds that they are assessing any applicant where there is a perceived or actual conflict (eg. Where the applicant is a family member, friend or past colleague) they shall declare the perceived or actual conflict to the panel.
Managers are to ensure that, where possible, a minimum of two reference checks are conducted prior to an offer of employment being extended to a candidate.
Details of the reference checks should be attached to the candidate’s application for future reference.
New Starter Paperwork
If an internal candidate is selected, the Manager is required to notify the successful candidate and their Manager. If an external candidate has been selected, the Manager is to make a verbal offer to the candidate.
To authorise the commencement or transfer of an internal employee, the Manager must notify the Human Resources Department and provide confirmation of the CEO’s approval. The Manager should ensure that all recruiting documents are completed and returned to the Human Resources Department for filing.
The Human Resources Department will prepare a written letter of offer for the successful candidate. The letter of offer and or contract of employment will confirm the start date, salary (if any), position and the terms and conditions of employment pertaining to the employee.
Once the Human Resources Department or Manager has received the candidate’s signed letter of offer, the Human Resources Department is to notify all unsuccessful candidates. If an external recruitment agency has been used, the Manager is to notify the agency, who will notify the unsuccessful candidates.
The Manager is responsible for liaising with the Human Resources Department to ensure that the necessary documentation, equipment and access privileges are prepared for the new employee.
The Human Resources Department will forward an induction kit which includes the Staff Handbook to the new employee for their completion and reference.
Records and Correspondence
All contact regarding the position is to be directed through reception, with all applications marked “Confidential” and posted to the CEO.
Letters/emails of acknowledgment should be posted to all applicants prior to the short-listing of final suitable applicants. Short-listed but unsuccessful applicants should be advised that their CV will be retained by the Human Resources Department for future reference, unless the applicant advises otherwise.
Applicants who do not meet the key selection criteria and are not suitable to be short-listed for an interview should be sent a written letter advising them that their application has been unsuccessful.
The purpose of an interview is to provide and obtain information that will assist in making a decision about a candidate’s suitability.
Whilst each interviewer will develop their own interviewing styles, there are a number of essential characteristics of an interview that must be present in all interviews.
Prior to Conducting the Interview
Review the candidate's resume before commencing the interview. This will help you feel more comfortable when the candidate arrives.
Review the similarities or differences in qualifications relating to the performance factors of the job, including:
< >education or basic paper qualifications for the job;related work experience and areas of specialisation;additional experience (such as special interests or volunteer activities) in which the candidate might have developed skills related to the position.reduce communication barriers;maintain control of the interview;ensure that the candidate reveals what the interviewer wants to know, not simply what the candidate wants to tell; andcreate a friendly, conversational atmosphere.Make arrangements for a private meeting room in which to conduct the interview.Do not allow interruptions (e.g. telephone calls etc.).Interviews are more comfortable if conducted in an informal "around the table" setting rather than across a desk, particularly when more than one interviewer is involved. Position the candidate so that they can comfortably direct conversation to anyone in the room.Introduce yourself and all members of the interview panel to the candidate (the panel members may prefer to introduce themselves). Body language should be relaxed and open.Be friendly and courteous throughout the interview. The tone should be like a slightly structured conversation.Sometimes it helps to begin by entering into a general conversation, for example talking about the organization and then asking the applicant to give a summary of their background. Identify areas to be covered (e.g. the duties and responsibilities involved in the job; the candidate's education and experience and how they relate to the position; the use of hypothetical situations). Suggest the length of time that the interview is expected to take, and any additional time that might be spent touring the work site etc.Provide the candidate with a description of the duties and responsibilities of the job and an overview of the workings of the organisation. Avoid confusing or overly technical language. Don't oversell the job or mislead the candidate about the actual duties and responsibilities involved or the future growth expectations of the position.Advise the candidate that there will be an opportunity later in the interview for them to ask questions or add information that may not yet have been covered. "Now that I've described the job, do you have any relevant skills that we haven't yet heard about?"
Thank the candidate for coming to the interview and explain the time frame for decision-making and what the next step in the process will be.