Department of Health and Human Services
This check list will assist the selection panel chairperson and selection panel members to run a fair and consistent recruitment and selection process.
The check list will also act as a guide for selection panel members and the selection panel chairperson, on their roles and responsibilities. (For more information see A Step by Step Guide to the Roles and Responsibilities of the Selection Panel)
This check list should be used in conjunction with the Right Job, Right Person! Recruitment and Selection Framework.
Human Resources can provide support and guidance to you once you have identified that you have a vacancy and have convened an appropriate selection panel.
Job title: ______Job Number: ______ / Completed
Hiring Manager/Selection Chairperson Forms Selection Panel
Selection panel members :
Name of selection panel members and contact numbers:
1. …………………….. ph: ……………………..
2. …………………….. ph: ……………………..
3. …………………….. ph: …………………….. /
Name of the chairperson of the selection panel
……………………………………………………… /
Chairperson calls selection panel members and clears dates and times to define the vacancy, short list the applicants and then conduct interviews. The chairperson then books the meeting rooms and sends out meeting requests to selection panel.
Define the Vacancy & Determine the Job Market (Stage 1 & 2):
Name/location of the meeting room:
……………………………………………………………………….
Time room has been booked (if applicable) allow 2-3 hours:
………………………………………………………………………
Meeting request sent to selection panel members:
…………………………… …………………..(date request sent)
Shortlist the Applicants:
Name/location of the meeting room:
……………………………………………………………………….
Time room has been booked (if applicable):
………………………………………………………………………
Meeting request sent to selection panel members:
…………………………… …………………..(date request sent)
Structured Interviews for short-listed applicants:
Name/location of the meeting room:
……………………………………………………………………….
Time room has been booked (if applicable):
………………………………………………………………………
Meeting request sent to selection panel members:
…………………………… …………………..(date request sent) /
Stage 1 Define - Role Review
Role has been reviewed in line with Right Job, Right Person Stage 1 (step 1– 4) Define. /
Selection Criterion has been identified using the Right Job, Right Person! Capability Cards. /
The Statement of Duties (SoD) has been written/amended, using the approved Statement of Duties template. /
Stage 1 Define - Selection Options
The amended / new statement of duties has been approved by the appropriate delegate and forwarded to Recruitment Services () via the appropriate process.
For more detailed information on the appropriate process see the information sheets:
A Step by Step Guide to the Approval Process for Amending Existing
Statements of Duties
A Step by Step Guide to Varying your Establishment /
The selection panel has identified the selection options and the selection methods to be used for testing applicants’ claims against the selection criteria of the vacancy. This has been done in line with Stage 1 (step 6) – Define Right Job, Right Person! A Step by Step Guide for which Selection Options you should Use for your Advertised Vacancy. /
A Selection Options Matrixhas been completed and all selection panel members have been given a copy. /
The selection panel develops the specific selection methods to be used at interview and determines the interview format. The selection panel will develop the behavioural based questions and work tests, etc to be used at interview. Selection options, such as work sample tests are to be trialled prior to the interviews, to ensure that theyadequately test for the required capabilities.
At this point the selection panel also identify any materials that will be required at interview, for example materials required to conduct the work sample test. The selection panel chairperson will ensure that these requirements are organised.
The Selection Chairperson completes aInterview Guide and aInterview Question and Notes Template and all selection panel members are given a copy.
For further information on behaviourally base questions see the Appendix B – A Guide to Behaviourally Based Questions of the Right Job, Right Person! Recruitment and Selection Framework. /
Selection Panel to determine and agree on a short listing and ranking system to be use for this vacancy.
The Step by Step Guide to Short listing Applicants for Interview will provide more information. /
Stage 2 – Attract – Advertising & Marketing the Role
Determine your labour market and define the selling points of the role, this should be done in conjunction with Right Job, Right Person! Recruitment and Selection Framework, in particular Stage 2 Attract - Step 1, Step 2 & Step 3. /
Selection panel to determine the best place for placing advertisement, in consultation with the relevant Recruitment Liaison Officer and Communications and Marketing.
For further information on recruitment and marketing please see the Recruitment and Marketing Policy. /
Selection Panel determines the qualitiesof the vacancyand identifies where potential applicants may be found. This information can be placed on the sourcing channel of the job card or alternatively the selection panel can complete the Advertisement Information form, which can be attached to the job card.
For more information on please see the information sheet titled A Step by Step Guide to the DHHS process of Advertisement Placement and Content /
Develop the applicant kit (For more information see the information sheet titled A Step by Step Guide on How to Develop an Applicant Kit) /
Selection Panel Chairperson/Hiring Manager to submit a job card via the Page Up Online Recruitment System (See Recruitment Handbook – Section 4).
NB: Information detailing the placement and qualities of the role which will help attract quality applicants should also be attached to the Job Card on the notes tab. /
Stage 3 Select - Selection Process – Short listing
Chairperson to send to panel members (prior to short listing): a copy of all the applications; the final Statement of Duties; the agreed Selection Options Matrix; copy of the advertisement; and the agreed short listing system and short listing ranking system. /
Selection panel meet and shortlist applicants (for information on how to short list effectively (A Step by Step Guide to Short listing Applicantscan provide further information.) (Please note that if further evidence is required for short listing purposes, the Chairperson can undertake referee checks for the applicants at this stage.) /
Chairperson to ensure all panel members have a clear and consistent understanding of the role and a clear understanding of which selection options are being used to test the applicants competency against the vacancies capabilities. /
Stage 3 Select - Selection Process – Interview
Chairperson contacts all short listed applicants and notifies them of the interview times, panel members and interview format. This is also the time for the chairperson to provide any written material that the applicant requires for work sample tests etc. /
Chairperson to ensure all material required for the interviews, is available and provided at the time of interview (i.e. water, glasses, questions etc.)
Chairperson to provide the selection panel members (prior to the interview day) with a completed copy of the Interview Guide and Interview Questions and Notes. /
Selection panel undertakes the interviews.
A Step by Step Guide Interview Guide in the Right Job, Right Person! Recruitment and Selection Framework can provide you with further information on conducting interviews. It is highly recommended that you use this format as a guide for your interviews. /
Chairperson to undertake reference checks using behaviourally based questions.
A Step-by-Step Guide to Undertaking Referee Checks can provide you with more information and assistance with conducting referee checks. It is highly recommended that you use this guide when conducting referee checks. /
The Selection Panel undertake Pre-employment checks if applicable. These checks include conviction checks, disciplinary action in previous employment check, identification check and/or essential qualification check if applicable.
A Step by Step Guide to Undertaking Pre-employment Condition Checksinformation sheet provides further assistance on this process. /
Stage 3 Select - Selection Process – Selection Report
Chairperson to complete selection report.
For further information on completing a selection report, see the information sheet, A Step-by-Step Guide to Writing a Selection Report. /
Selection Panel to endorse and sign the selection report.
(For questions in relation to the rights and responsibilities of selection panels see the Information Sheet titled A Step by Step Guide to the Roles and Responsibilities of a Selection Panel) /
Chairperson to forward completed selection report to delegate for authorisation.
Name of Delegate:
……………………………………………………
Date Selection Report Forwarded to Delegate:
……………………………………………………. /
Chairperson notifies both successful and unsuccessful applicant(s) verbally.
(Remember this is especially important if there are other internal applicants, it is also good practice and builds positive relationships with potential applicants or future employees).
For hints and tips on contacting successful and unsuccessful applicants see the information sheet titledA Step by Step Guide to Advising Applicants of Recruitment Outcomes. /
Chairperson forwards completed selection report including applications, referee reports and supporting documentation to the Recruitment Liaison Officer via PageUp. (Refer to the Recruitment Handbook) /
Chairperson to provide post interview counselling.
For further information on conducting post selection interviews, refer to A Step by Step Guide to Conducting Post Selection Feedback /