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Staff Selection Workshop

Staff Selection Workshop

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Staff Selection Workshop

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  1. Workforce Capability & Development Unit Staff Selection Workshop Facilitators: Luci Fittler, R/Workforce Services Coordinator Joanne Albronda, R/Team Leader Workforce Services Regional Human Resources Unit

  2. Staff Selection Workshop • Participants will be able to: • Implement appropriate policies and procedures pertinent to selection. • Convene or participate as a panel member in a merit selection process to: • Shortlist applications • Formulate job-related questions • Structure and conduct a selection interview • Collect referee reports • Undertake a comparative assessment of applicants • Write a selection report that outlines the demonstrated merit of each applicant throughout the selection process • Provide post-selection feedback


  4. Merit Selection The process of selecting the best person for the job. • Open competition • Measured against selection criteria • Comparative assessment of applicants • Equity (principles of EEO, anti-discrimination) • Integrity • Transparency • A panel decision(confidentiality)

  5. Group Activity 1 The steps in the recruitment process

  6. Recruitment Overview • Initiating the recruitment • Advertising • Selection Process • Approval Process • Job Offer/Induction • Feedback

  7. Initiating the Recruitment • Vacancy occurs or new position created • Job Analysis • Delegate approves filling of vacancy (Application to Recruit) • Advertisement is prepared, including Selection Criteria • Excess Officer checks • Transfer checks • Eligibility List or Suitability List checks

  8. Selection Criteria • Valid selection criteria are fundamental to the success of the selection process. • Conveners are asked to confirm content of advertisement prior to publication. • Reviewing the selection criteria carefully before advertising assists in attracting the right candidates and avoids unnecessary delays. • Every aspect of the selection process relates to the selection criteria. • Selection criteria must relate directly to the duties of the job and specifically to the skills, attributes and knowledge that a person requires to perform the duties of the position. • Consider what capabilities are required to perform the role. Capability Framework

  9. Advertising • Advertisement published • Gazette • Jobs@SWSI • Jobs@DET • • Inquiry Officer responds to queries • Please ensure the nominated contact is aware and available to answer job related questions • Recruitment Officers send Information Packages • Applications received & registered • Staff Selection Panel formed and approved by HR

  10. Forming the Panel The Selection Panel, as a minimum, consists of two members: • Convener • Independent • Panel Member (optional)

  11. Forming the Panel (cont.) The independent can be: • an employee from within the Department (including the TAFE Commission Division) provided that the person is not from the same faculty, functional unit or teaching centre to that in which the vacancy exists. The independent should also be familiar with the staff Selection policy and procedures within TAFE NSW.

  12. Forming the Panel (cont.) • There must be at least one female and one male on the panel; • At least one member should be thoroughly familiar with the position, its duties, its environment, and the knowledge, skills, aptitude required of the successful applicant; • Identified positions must have a representative panel member • Members of the selection panel who are employed in the Department of Education and Training, or the TAFE Commission Division, must be of a salary or wage level above that of the vacant position.

  13. Selection Panel Responsibilities • Ensuring that the selection process is conducted in a fair and impartial manner so that suggestions of bias on the grounds of sex, race, pregnancy, age, marital status, disability, homosexuality, transexuality, carer’s responsibilities, ethnicity and ethno-religious background cannot be made • Panel members need to declare to the panel any close personal relationship with, or bias for or against an applicant. • Each panel member will be an equal participant in discussions, analysis and decision making; • The confidentiality of the selection process must be observed during and after the selection process. Selection panel members must not divulge information about the process or any applicant to anyone outside the selection panel.

  14. Convener Responsibilities • Organising the dates, times and venues for the panel to convene for both short listing and interviewing of applicants; • Organising the Trade Test / Skills Test (where applicable); • Ensuring that all supporting documentation (compulsory forms, proof of ID, certified copies of qualifications) is provided by the applicants • Completing all administrative work associated with the Selection Panel Report. • Ensuring that the recruitment process is finalised in a timely manner. You must advise a member of the Workforce Services Team where this is not practical.

  15. Selection Process • Convener receives pack including applications • Selection panel meets to discuss selection process • Applications short-listed

  16. Short Listing the Candidates Group Activity 2 Task • Discuss selection criteria • Determine how panel will measure applicant’s merit • Review applications against selection criteria • Make a decision as to who you will interview Resources • Short Listing page from Staff Selection Report • Job Applications

  17. Evidence • Selection Criteria - How it can be measured: • Application • Skills/Trade Test • Interview performance • Referee Reports • Additional information provided at interview • Other Evidence Sheet

  18. Selection Process (cont.) • Trade or Skills Test (where applicable) • Interviews organised (Minimum three working days notice, time, day, location, duration, any special requirements, access breaks, selection panel) • Questions prepared based on Selection Criteria

  19. Question Types & The Interview Group Discussion: • Should interviews questions be given to applicants before the interview? • Learning from personal experiences

  20. Question Types There are a number of different kinds of questions. • Use: • Selection Criteria • Open • Hypothetical • Scenarios • Avoid: • Closed • Leading • Double Barrelled • Heavily Prefaced • Jargon Question Types

  21. Recommended Question Types • Selection Criteria • Open: • "How…” • “What…” • “Why…” • “Describe…” • “Explain…” • “Tell me about…” • “In what ways…” • “What were some…” • “Could you tell us…“ • Hypothetical or Scenarios • "What would you do if . . . . ?“

  22. Question Types to Avoid • Closed • Closed questions are framed to elicit YES or NO answers. • Leading • "Surely you didn't agree with that?“ • Double Barrelled • "What did you think of the comment.... and do you agree with it, and if not why, and what other comments would you like to make in any case?“

  23. Question Types to Avoid cont. • Heavily Prefaced • "In TAFE we have a diverse range of clients. Our clients range from industry to the community. In the classroom situation students are also many and varied - ranging from young students to mature students returning to study. Could you tell us how you might accommodate this diverse student group in your teaching and learning strategies?"

  24. Question Types (cont.) Group Activity 3 Task • Make up three or four questions you might ask at interview Resources • Presentation paper & pens

  25. Role of the Convener at Interview • Ensure interview environment is appropriate. • Managing the time aspect of the interview. • Meeting and greeting the applicants. • Introducing the panel members. • Outlining the structure and purpose of the interview. • Ensuring the applicant is at ease. • Structuring the Interview

  26. Role of the Convener at Interview(cont.) • Commencing with the first question. • Ensuring that all questioning is relevant and thorough. • Clarifying any questions that the applicant misunderstands. • Asking applicants at the end of the interview if they have any questions or anything they would like to add. • Advising the applicants of the process and expected timeframes until they receive advice of their result. Convener Checklist for the Interview

  27. Role of Panel Members at Interview • Ask questions as allocated • Observe applicant reactions • Take detailed notes • Follow the lead of the convenor • Maintain a positive attitude

  28. Referee Reports • Two referee reports for any successful applicant, include compulsory child protection question. • Ask questions based on selection criteria • Follow up claims by applicant • Panel assesses referee comments

  29. Staff Selection Report The purpose of the report is to: • Document recommendations and summarise decisions • Provide a summary for the delegates • Provide a reference document for post selection feedback and appeals

  30. Staff Selection Report (cont.) The following should be included: • Selection panel details • Short-listing details • Blank copies of interview questions and trade/skills test. • Trade Test/Skills Test results • Referee reports

  31. Staff Selection Report (cont.) • Recommendations for: • Appointment • Eligibility/Suitability list • Unsuccessful NOTE: Comments for each applicant should include reference to their performance at each stage of the selection process: • Application • Trade/skills test • Interview and • Referee reports • Alternate report if required Report Example Report Example

  32. Report Writing Group Activity 4 Task Write a recommendation for an unsuccessful applicant. Resources • Short Listing page from Staff Selection Report • Unsuccessful page from Staff Selection Report • Job Applications

  33. Submitting the Report for Approval What you need to return to HR: • Staff Selection Report, signed by all panel members and local delegate • All applications • The following must be included for each successful applicant: • Declaration and Employment Screening Consent form • 100 points of proof of identification • Certified copies of relevant qualifications • Verification of Qualification form Report Example

  34. HR Responsibilities Report checks conducted to ensure transparency, equity, accuracy and supporting documentation Employment Screening checks Not to be Employed checks Conduct and Service

  35. Delegates Responsibilities • The selection panel makes the recommendation of the best applicant for the position. • It is the delegates who actually make the final decision by approving or not approving the recommendation. • The selection report must provide enough information for the delegates to make their decision. • Delegates may request additional information where insufficient evidence is provided.

  36. Post - Approval • Job offer • Applicants notified of outcomes, including letters • Post-interview counselling/feedback • Induction for new employee (Job Demand Checklist)

  37. Appeals When an applicant believes they have more merit to a position, they may lodge an appeal. In all cases the appointment must be a promotion for the recommended officer and for the appellant. To GREAT - Government & Related Employees Appeal Tribunal : • For positions with salary up to Clerk Grade 12. Must be lodged within 21 days of appointment being published. Excludes Teachers & Related Employees. To the Managing Director: • For Institute Managers. Must be lodged within 10 calendar days of receiving verbal or written notice. To the Regional Manager Human Resources under the DET Complaints Handling Policy Guidelines: • For all other positions , including Teachers and Related.

  38. Recruitment Overview • Initiating the recruitment • Advertising • Selection Process • Approval Process • Job Offer/Induction • Feedback

  39. Overview Group Activity 5 Task Complete Review Questions Resources • Handout

  40. Recruitment Forms • Application to Recruit v8 • Selection Panel Approval form v7 • Recruitment Checklist for Convenors v3 • Staff Selection Report All v4 • Staff Selection Report – PTCT v5 • Proof of Identity Checklist March 2010 • Declaration and Consent March 2010 • Qualification Verification • Referee Check Template