PSC POLICY INSTRUMENT

INTERPRETATION WORKSHOP

Recruitment & Selection

May / June 2011

Today’s workshop

• Welcome

• Housekeeping

• Workshop Objectives

• Workshop Program

Program• Recruitment and selection instruments

• Role descriptions

• Before advertising

• Advertising

• Assessment, selection and feedback

Recruitment and selection instruments

Purpose of recruitment & selection

• To get:

The right person with the skills, knowledge and organisational fit needed to succeed in the role in its current context.

Basis for determining the right person

• Public Service Act 2008– Merit Principle (ss27 – 29)

• Directive (ss47 -55 Act)

– Type of ruling – Binding

• Agency Policies

Resources

• Frequently Asked Questions

• Good practice recruitment and selection resources

• Case studies

Role descriptionsDirective 1/10: Recruitment & Selection – clause 7.2

Role descriptions

• Directive requirements– Context

– Key duties

– Key attributes for assessment

– Mandatory qualifications

– Pre-employment checks

– Lobbyist disclosure

Context & duties

• Opportunity to focus on what is needed in the role in its current context.

• Start of the assessment planning process.

Key attributes for assessment

• The basis on which merit is determined

• Reflects core CLF capabilities (or similar)

• Clear, relevant and assessable

Before advertising

Before advertising

• Priority Placement Employees (PPEs)– Directive 14/09 Placement of employees

following machinery-of-government changes or service delivery reform

• Employees Requiring Placement (ERPs)– Directive 12/09 Employment Arrangements

following workplace change

Before advertising• Considerations

– Exemptions (generally)

• R&S Directive provides exemptions from Advertising [see s7.6 (a)]

• Example: Progressional scheme for X officers in X Department

Exemptions from advertising Directive 1/10: Recruitment and Selection – clause 7.6(b)

• CEO’s can exempt a vacancy from advertising.

• Where proceeding WILL result in either:– Significant detriment to achievement of

service delivery outcomes; or– Unfair treatment of an employee.

Appointing a temporary employee to tenured status

- Advertised according directive, and

- Undertaken the role for a continuous period of

at least one year, and

- Performance of a sufficiently high standard, and

- PPEs have been considered.

Appointing a temporary employee to tenured status

Scenario

A temporary position was advertised in scientific journals/websites but not on Smart Jobs. This position is now required for the long term. Can they direct appoint the temporary employee in the position?

Direct Appointment (higher duties)

• Undertaken the role for one of the preceding two years, and

• Performance of a sufficiently high standard, and

• Advertised according to Directive.

Direct Appointment (higher level)

Scenario

An employee has been on maternity leave for 14 months in the last 2 years – does this exclude her from direct appointment in the higher duties position?

Direct Appointment (reclassification)

• Undertaken the role for one of the preceding two years, and

• Performance of a sufficiently high standard, and

• Substantive occupant, and

• Reclassification only one level higher, and

• Not previously direct appointed in role.

Direct Appointment (reclassification)

Scenario

An employee is appointed to a role which has been reclassified 2 classification levels above their substantive position – does this exclude them from direct appointment?

ReportingDirective 1/10: Recruitment and Selection - clause 7.17

• Annual reporting.

• Audit requirement to keep records for at least three years.

Recurring vacancies Directive 1/10: Recruitment and Selection - clause 7.7

• Same or similar vacancies up to 12 months.

• Must specify the similar roles in Advertising - example:

• Recurring Vacancy for Project Officer – X role – AO5 in Unit X

• Specifies can be appointed to Project Officer – Y role – AO5 – Unit Y / Unit Z

Advertising

Specified advertising Directive 1/10: Recruitment and Selection - clause 7.5

• Invitation to individuals / groups of employees to apply for a particular vacancy.

Targeted advertising Directive 1/10: Recruitment and Selection - clause 7.4

• Limits applicants to those employed by the agency or specified other agencies.

Lapsing vacanciesDirective 1/10: Recruitment and Selection – clause 7.3(d)

• 12 months from close of vacancy to make a permanent appointment

Assessment, selection and feedback

Merit criteriaPublic Service Act 2008 - Section 28

Must take into account:

• abilities, aptitude, skills, qualifications, knowledge, experience and personal qualities relevant to doing the role;

• If relevant – way previous employment undertaken and their potential for development.

Assessment processes must:Directive 1/10: Recruitment and Selection – Clause 7.9

• Be appropriate;

• Consider experience and potential for development;

• Assess merit as opposed to performance;

• Be procedurally fair and evidence-based;

• Be consistent employment equity principles; and

• Be reviewable – comparative statement.

Assessment

• Consider the assessment process before advertising.

• Criteria set out in role description.

Assessment – Common Myths• Myths about bias

– Panel members with a working or personal relationship with an applicant

– Panel composition

– Applicants who have relieved in the role

– Invitations to apply

– Late applications

• Myths about personal knowledge– Personal knowledge of an applicant’s work history

Screening & Short Listing

• Mandatory qualifications and requirements

• Skills and ability

Do-It-Yourself options• Work samples

• Skills test

• In-tray exercises

• Role plays

• Presentations

• Structured interviews (behavioural questions or situation/scenario questions)

Options you can buy-in

• Psychometric testing– ability/aptitude tests– behavioural style/personal trait tests

• Assessment centres

Referee checking• Job performance

• Disciplinary history

• Workplace behaviour

• Attendance

• Ability to operate in a specific work environment

• Validation

• Clarification

Selection report requirements

• Must be able to be reviewed;

• Must contain a comparative statement about the applicants;

Feedback

• Think about the feedback from the applicant’s perspective

• Don’t keep the applicant waiting for feedback

• Make the feedback relevant to the applicant

Feedback

• Make it interactive

• Deliver the message respectfully and constructively

• Provide specific information about how to improve their application

Appeal of a promotion decision

• Section 208 of the Act states the appeals officer may set the promotion decision aside if the recruitment or selection process was deficient.

Further Questions?

• Resources

• PSC Advisory Service

1300 038 472

pscenquiries@psc.qld.gov.au