CHECK LIST FOR NTPS RECRUITMENT AND SELECTION PROCESSES

To be used in conjunction with NTPS Selection Templates and reference to relevant sections of the NTPS Recruitment and Selection Policy for more detailed information / Completed
Job Description (JD) has been reviewed and written up on new Whole of GovernmentJD template.
Obligations toRedeployees have been fulfilled.
If a Special Measures Plan is in place, the advertisement must statethis in the Information Box at the top of the JD and use the appropriate wording for the plan shown on the JD Template.
Animpartial and competent Selection Panelconsisting of members who understand the requirements of the job and are of appropriate level of seniority has been formed.
Panel members have attended approved Merit Selection Trainingor completed the NTPS Simplified Recruitment: Merit Selection eLearning course.
The vacancy has been uploaded to be processed through eRecruit. Panels must ensure that the JD matches the information logged in eRecruit (i.e. job title, primary objective etc).
Applications are received and considered as they arrive in eRecruit.
Conflicts of interest have been discussed and dealt with appropriately.
If the vacancy is being considered under a Special Measure Plan, applicants from the identified EEO group (i.e. Aboriginal applicants or persons with a disability) must be afforded priority consideration and preference in selection. Selection panels must first consider Special Measures applicants and no others.
What To Do at Panel Meeting 1:
Shortlist and schedule a time for panel to speak with Referees / Completed
Shortlist Discuss and agree on the basis to be used for deciding which applicants will be considered further(i.e. Set a standard to use for reducing the field of applicants to those who appear to be most suitable).
Begin to populate the Selection Report at the shortlisting stage. Note the total number of applicants, list the names of the applicants not shortlisted for further consideration and provide a short explanation why the applicant was not shortlisted. (Template available)
Finalise the decision as to which applicants will be considered.
Start from the top - Identify at least two relevant referees for those who appear to be the strongest/most outstanding applicants. Discuss applicants merit with the referees to assess their suitability for the vacancy. Continue to populate the selection report in the relevant section detailing the applicants’ skills, knowledge, experience and qualifications.
Now consider the merit of the other shortlisted applicants and decide whether further consideration, such as referee checking is warranted given the outcome of the investigation into the strongest/most outstanding applicants has been completed.
Next, contact referees or arrange a suitable time for the panel to ‘interview’ referees either in person or over the telephone.
Provide referees with a copy of the vacancy JD so that the reference provided can be more specific, detailed and relevant to the vacancy being filled.
The panel may ask referees (or applicants) to provide a copy of the applicant’s current (or past relevant) JD and any relevant work samples.
What To Do at Panel Meeting 2:
Referee ‘Interviews’ regarding Applicants / Completed
Ensure all panel members are present for the referee ‘interviews’.
Conduct interviews of referees, in person or on speaker phone – strongly preferred over written references) for the strongest applicants first. (Template available)
Continue to populate the selection report by including the referee comments about the applicants.
Once references for the stronger contenders have been obtained, as a panel, discuss and consider whether other applicants warrant further consideration. It may be at this stage that the panel realises that the less experienced/less skilled applicants are no longer contenders in terms of work history, skills and experience and that speaking with referees, even those who may confirm all of the claims by the applicant, will not further the selection process.
Examine and consider all of the information obtained about the applicants whose referees you have contacted and consider if you require anything more. If so, the panel may wish to set up interviews, obtain work samples or locate other relevant information about the applicants.
Discuss whether Applicant Interviews may also be of use. Although it is unlikely that incumbents and well known agency employees will warrant interviews, panels may schedule Applicant Interviews for applicants they wish to meet to further discuss the duties and responsibilities of the position.
If necessary, provide applicants with Natural Justice.
As a panel, decide whether further information is required about any of the applicants.
GO TO - ‘Gathering Further Information’ section ORFinalising the Selectionsection.
Optional: Gathering Further Information / Completed
Advise applicants if there will be a significant delay in the process.
Arrange for any further steps which you may wish to conduct to assess merit. For example:
  • Applicant interviews with some or all of the applicants (Template available)
  • Additional referee interviews (perhaps with non-nominated persons)
  • Gathering of further work samples, or
  • Readvertising the position.

If necessary, schedule an additional panel meeting to further discuss applicants and agree on a majority selection decision.
Finalising the Selection / Completed
Finalise the selection report via majority decision, (Template Available) including meaningfuland specific comparison and the reasons for the decision.
In addition to the Selection Report to the delegate, populate the Selection Outcome Advice for all Applicants template which will be provided to all applicants notifying them of the outcome of the selection process.
Once completed, send the finalised Selection Report to the delegate for approval.
If for any reason the selection report is not approved, redo areas where there were concerns, or contact OCPE Public Sector Appeals & Grievance Reviews Unit on 8999 4129 for assistance.
Following the selection report’s approval by the delegate: Contact the selected applicant(s) to confirm acceptance of the job.
Upload to eRecruit:
  • Selection Report
  • Summary of the Selected Applicants Merit, and
  • Any other relevant information including referee notes, work samples and interview notes.

As a courtesy, advise unsuccessful applicants of the outcome by direct contact wherever it is reasonable (especially in the case of existing employees of the Agency).
A Successful Merit Selection Process Should Now Have Been Completed!