This page provides useful tools and tips to support you through the recruitment, selection and appointment process, helping you to find the most suitable person for the job in the most efficient and effective way.
Recruitment steps
1. Identify and gain approval for the vacancy
2. Develop a Position Description and determine remuneration
3. Advertise the position
4. Interview and select
5. Check references
6. Make a job offer(s)
7. Advise unsuccessful candidates
8. Organise orientation
1. Identify and gain approval for the vacancy
Review the current situation:
- Is there still a need for this position?
- Can the duties of the position be performed in any other way?
- Does the position or its responsibilities need to change?
Confirm details such as location, cost centre(s), Full Time Equivalent, duration of the position (fixed term or ongoing, full-time or part-time, etc), and reporting requirements.
Note: All new positions require approval from the relevant General Manager or the manager designated to approve appointments.
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2. Develop a Position Description and determine remuneration
All positions need to comply with the DHSV standard Position Description format. Review, and if necessary, modify an existing Position Description. Employee Services can assist with the development of a new PD if required.
Samples and guides are available from our HR resources section.
Pay and conditions for DHSV staff are legally enforceable through Agreements and rates of pay underpinned in most cases by Awards made by Fair Work Australia. Recruiting Managers (the line manager of the vacant position) are required to ensure that they set salaries and conditions in accordance with these industrial instruments.
Note: Salaries for new positions will need to be approved by Employee Services.
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3. Advertise the position
Vacant positions will be posted on the e-recruit system (www.dentaljobs.org.au). If you need assistance in using the system, please contact Employee Services. All positions should be advertised internally as a minimum throughout DHSV. In some circumstances, Employee Services may approve requests without advertising.
Online advertising is the most cost-effective method to reach prospective candidates. Unless you request otherwise, advertisements placed on e-recruit will also be posted on www.seek.com.au. The closing date will usually be at least two weeks after posting.
In addition to online advertising, you should consider displaying the advertisement internally on the Intranet and via emails, staff noticeboards and internal publications.
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4. Interview and select
a. Shortlist applications
- Start shortlisting as applications come in; don’t wait until the advertising period is over.
- Assess each application against the agreed selection criteria (according to stated experience, qualifications and skills).
- Don’t be influenced by factors such as the age or personal situation of the candidate.
Internal Candidates
- Interview all internal candidates who meet the selection criteria.
- Provide verbal feedback for internal candidates who are not interviewed.
b. Prepare interview questions
- Prepare interview questions based on the Position Description and selection criteria.
- Tailor interview questions to the advertised position.
Need help?
Download sample questions from our HR resources page. Employee Services can assist if required.
c. Establish selection panel
The selection panel should consist of:
- at least two members. Ideally, an Employee Services representative would form part of the panel.
- male and female members wherever possible.
- panel members who have participated in the Employee Services recruitment/selection training.
Panel members should familiarise themselves:
- with the questions.
- with each shortlisted application before the interviews.
- with the advertisement and Position Description.
Use standard note taking and rating procedures to help you to make an objective decision, endorse your decision and provide feedback to unsuccessful candidates.
For interview resources, visit our HR resources page.
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d. Arrange interviews
Interviews are arranged at a time mutually convenient for the selection panel and the shortlisted candidates. When arranging interviews, remember to advise candidates of details including time, location and expected duration of the interview.
Proof of qualifications
If qualifications and/or registrations are required for the job, and not attached to the application, request the candidate to bring these to the interview. Originals of the qualifications/registrations of the selected candidate must be sighted and certified as a copy.
Clinical staff must be correctly credentialed and approved before commencing work. Find out about Credentialing and Scope of Clinical Practice.
e. Conduct interviews
Interviews present an opportunity for candidates and managers to determine potential suitability.
Remember the following:
- The candidate is interviewing you just as much as you are interviewing them.
- Questions should be consistent for each interviewee for the same position.
- You need to check evidence of qualifications and/or registrations.
- You should write comprehensive interview notes to assist making a decision.
- You need to forward interview notes to Employee Services where they will be stored for six months.
At the end of the interview, inform the candidate what happens next and when they should hear from you. Also check:
- that they have provided at least two referees.
- that they have given consent to contact referees.
The selection panel should meet as soon as possible after the interviews to discuss each candidate and reach a decision. Decisions must be based on the selection criteria.
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5. Check references
Only check references of those candidates who are in serious consideration for the job. Before making an offer:
- ensure you have the candidate’s consent to contact the referees.
- contact at least two referees, one of which was a direct manager or supervisor of the candidate.
Prepare a list of questions to ask referees before contacting them. Download the Reference check form.
6. Make a job offer
Once reference checks have been conducted and the Selection Panel has made a decision, you will need to confirm:
- grading and salary
- commencement date
You can then make a verbal offer.
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Contract
The Recruiting Manager will need to complete the e-recruit process by nominating the successful candidate(s). A contract request is then emailed to Employee Services to prepare the employment contract and other necessary paperwork.
7. Advise unsuccessful candidates
After you have confirmed and received acceptance from your successful applicant, unsuccessful candidates must be notified in a timely fashion.
Those who were interviewed are:
- advised verbally (internal candidates in particular) and provided verbal feedback.
- provided reasons to support the decision wherever possible.
All other applicants are advised either via e-recruit or verbally if preferred.
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8. Organise orientation
When an offer is made and accepted, the new staff member is booked in for the next DHSV induction session and an individualised program is developed by their line manager to cover specific aspects of the role.
See Orientation and induction for more information.
Probationary period
Appointments are subject to a three month probationary period prior to confirmation of appointment, unless otherwise stated in the relevant industrial instrument (see certified agreements).
The purpose of the probationary period is to give support and guidance to recently appointed employees to ensure that the person can perform the requirements of the Position Description.
Download the Probationary employment policy from our Policies and procedures page.
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