1. Recruitment, Selection & Appointment Processes

2. Today’s Session Focus on:
the regulatory framework for Public Sector recruitment
the Department’s 5 Step Staffing Process
options and flexibilities for filling a vacancy
advertising
expressions of interest
subsequent appointments
recruitment pools
current issues with recruitment processes

3. Public Sector Employment
Employment activities are regulated by:
Public Sector Management Act
Public Sector Standards, and
Public Sector Commissioner’s Instructions
Filling a Public Sector Vacancy
Employment Standard
Employment Decisions
Ethical and accountable
Comply with legislation

4. Public Sector Employment
The Employment Standard
The following principles must be complied with:
Merit
Decisions based on merit
Equity
Impartial
Free from bias, nepotism & patronage
Transparency
Decisions are capable of review

5. Public Sector Employment
The world in which schools recruit
The WA Public Sector Code of Ethics
The Public Sector Management Act
Section 8 – General Principles of HR Management
Section 9 – General Principles of Official Conduct

6. Public Sector Employment
Commissioner’s Instructions
Filling a Public Sector Vacancy
Establishes the requirements and standards to be met when filling a vacancy
Identifies options for filling vacancies

7. Public Sector Employment
Commissioner’s Instructions
Filling a Public Sector Vacancy
A vacancy can be filled by:
A permanent or fixed term appointment;
Redeployment;
Transferring an employee at level;
A secondment; or
An acting opportunity.
Vacancies should be filled on a permanent basis, unless there is an appropriate reason to use a fixed term (temporary) arrangement.
(For example: backfilling a defined period of leave, project or limited funding, season work, workers compensation)

8. Filling a Vacancy 5 Step Staffing Process
All vacancies are filled using RAMS
All vacancies (or additional hours)
All extensions to fixed term appointments
All appointments from recruitment pools
Except fixed term teacher vacancies 0.2 FTE or less

9. Five Step Staffing Process
Identify
Register
Consider
Recruit and Select
Appoint and Finalise

10. Five Step Staffing Process
Vacancy is identified
What is the best position to address your need? Is it in your Workforce plan? Does a JDF need to be created? Is it affordable?
Is it permanent or fixed term? What is the tenure and work fraction?
Vacancy registered
Principal registers vacancy on RAMS (except for f/t teacher vacancies of 0.2FTE or less).
1. Identify
2. Register

11. Five Step Staffing Process
The pool of employees requiring placement is considered
Principal/ Manager Corporate Services must select from suitable employees who require placement. (Optional for IPS)
For permanent teaching vacancies, transfer pool is considered (Optional for IPS)
For other permanent vacancies, if no suitable match, consider applicants in other relevant transfer pools (Optional for all)
For teaching and school administrator vacancies:
If no employee requiring placement or transfer applicant is to be placed – principal choses how to fill.
3. Consider

12. Five Step Staffing Process
Transfer Pools (Public Servants, Ministerial Officers, Education Assistants)
Applicant applies via JobsWA
Indicate desired schools
Indicate eligible and desired job types and FTE
Schools view pool via RAMS
No need to have a vacancy to view interested applicants
If vacancy cleared, select from pool
Optional for schools to use as a recruitment tool
Schools facilitate
Contact applicant in the transfer pool directly
Finalise in RAMS

13. Five Step Staffing Process
For vacancies other than teaching or school administrator positions:
If no employee requiring placement or transfer applicant is to be placed - consider any external registered redeployee referred for consideration.
If no external redeployee found suitable – principal or line manager chooses how to fill.
3. Consider

14. Five Step Staffing Process
A. Vacancy filled by varying hours of an existing staff member OR
Vacancy filled through school-based pool
Vacancy advertised and filled
Vacancy filled by extending appointment of staff already appointed (The vacancy is re-registered and cleared first.)
Subsequent Appointment i.e. Vacancy is filled by appointing a suitable applicant from a previous process
Appoint a new employee - if your vacancy is for less than 6 months
Vacancy filled through the graduate or fixed term teacher pools (for teacher vacancies)
4. Recruit and Select

15. Advertising
All vacancies six months and greater must be advertised in some way (if not filled by an employee requiring placement, by transfer or by appointment from a pool).
All advertising is undertaken online.
Additional advertising at the school’s expense.
Overseas applicants must have appropriate working visas.
Cannot be appointed permanently.

16. Advertising
Future possibilities need to be considered prior to advertising to avoid unnecessary advertising in the future.
Temporary vacancies that may be extended or become permanent.
Additional vacancies that may occur in the near future.
If advertised appropriately you can avoid unnecessary recruitment processes in the future (Known as ‘Subsequent Appointments’)

17. Subsequent Appointments
Where a vacancy has been advertised and a recruitment process conducted, the process can be used to fill subsequent vacancies occurring within the next six to twelve months.
At same level
Identical or similar job requirements to the original vacancy
Selection documentation supports that the person was considered to be suitable for the original vacancy
The possibility of appointment to a similar vacancy stated in the original advertisement.

18. Subsequent Appointments
A seconded or acting employee or an employee on a fixed term contract of employment may be permanently appointed if:
The possibility for permanency was stated in the original advertisement;
The possibility of permanency was documented as part of a recruitment decision;
Acting / seconded / on contract for no less than 12 months and the conversion to permanency occurs no later than 2 years after the vacancy was advertised;
Satisfactory performance management has been undertaken; and
An individual assessment of merit is undertaken prior to permanent appointment to confirm suitability.

19. Expressions Of Interest
An Expression of Interest may be used to fill a fixed term vacancy where there is no possibility of the vacancy becoming permanent (including vacancies over 6 months in duration).
The vacancy is able to be circulated within a school, group of schools or within the Department.
A merit selection process is still required if the vacancy is greater than 6 months.
An online facility restricted to employees of the Department is available for advertising Expressions of Interest – the DOE Internal Jobs Board.

20. Recruitment Pools
Recruitment (or applicant) pools are used when a large number of similar vacancies are predicted to become available over a particular period (usually a year).
It’s a single recruitment process to identify a number of suitable applicants to fill vacancies that may occur during the specified period, including any current vacancy/s.
The recruitment pool process involves a standard advertising and assessment process.
Successful applicants have been assessed as suitable and competitive.

21. Recruitment Pools
Appointments can be full-time, part-time, contract or permanent, as outlined in the pool advertisement.
Placement into a recruitment pool does not guarantee an appointment - it is an undertaking that for the duration of the pool, appointments to vacancies will be made from applicants in the pool.
Where a school advertises an appointment pool, all relevant vacancies that arise throughout the life of the pool, for the tenure specified in the advertisement (permanent and/or fixed term, full-time and/or part-time) must be filled using that pool.

22. Recruitment Pools Operating Principles
Proper planning with consideration given to:
What the school aims to achieve in its staffing profile;
Whether an appointment pool is the most appropriate method for attracting applicants;
The likelihood of vacancies arising during the life of the pool.
Where a valid pool is in place with suitable and available applicants, advertising separately outside of the existing pool process is not possible.
Do not place an applicant into a pool unless you would be willing to appoint them.
Do not rank applicants in a pool.

23. Recruitment Pools Establishing a pool Closing a pool
Pools should be established at a single level (Deputy Principal Level 3, Teacher Primary, Education Assistant - Auslan)
Appointment pools are advertised on JobsWA
Closing a pool
Recruitment pools may be closed prior to the specified duration period. Early closure of an appointment pool must be transparent and capable of review.
All suitable applicants must be notified of the rationale for the early closure.

24. Recruitment Pools Breach of Standard Claims
A person who has applied unsuccessfully to an appointment pool has a right of review under the Public Sector Management (Breaches of Public Sector Standards) Regulations.
Breach claims can only be lodged in relation to the selection process for inclusion to a recruitment pool.
The breach period needs to be a minimum of 4 days and should be as long as required to give good feedback to all applicants.
Breach claims cannot be lodged in relation to appointments made from the pool to a vacancy.

25. Five Step Staffing Process
Applicant eligibility/suitability confirmed
Identity, Working with Children Check, National Police History Check, eligible visa and appropriate qualifications and registration.
Confirm suitable for rehire in HRMIS.
Applicant offered position
Offer appointment to suitable applicant via RAMS – where relevant.
If not via RAMS, template offers available.
RAMS Process finalised
5. Appoint and Finalise

26. Five Step Staffing Process
Commencement Process:
Complete an offer of employment.
When the signed acceptance is received, send the Employee Details Form (online via RAMS)
Submit an electronic advice (via HRMIS).
Screening number required for commencement advice.
Provided to applicants following a successful National Police History check.
Department ID number issued after commencement.
5. Appoint and Finalise

27. Five Step Staffing Process
Once electronic advice completed in HRMIS:
Delete row in ‘New Appointments’
The staff member will now appear in ‘Appointed Staff’
5. Appoint and Finalise

28. Current Recruitment Issues
Vacancies not being registered on RAMS.
Remember – register all vacancies on RAMS
No outcome letters.
All applicants to a process must be advised of the outcome of their application and given the opportunity to seek feedback and (if vacancy over 6 months) an opportunity to lodge a breach claim.
No signed selection reports supporting the selection outcome.
All selection processes must be documented and endorsed by all panel members.
Incomplete RAMS processes.
All vacancies need to be completed by updating the applicant status – so it is clear when an applicant has been appointed.

29. Current Recruitment Issues
No offers of employment.
Offers of employment are required for all types/periods of employment other than casual employment – fixed term/permanent/temporary deployment (acting)
Before submitting an online commencement or movement on HRMIS, check that an offer of employment has been made – and accepted.
Making offers of a different tenure to the original vacancy.
Any changes to tenure impact the redeployment clearance and vacancy record on RAMS for reporting purposed – you must advise SRES of the change before making an offer
Editing offer templates.
Offers of employment are binding contracts, so any changes to the text in a template offer may have unexpected impacts – please check with SRES before making any changes

30. Support Available
Recruitment support for principals, school administrators and line managers:
Staff Recruitment & Employment Services
Recruitment Hotline E: T:
RAMS Support/Training E: T:
(RAMS User Guides and Training Schedule available on the Staffing Portal)

31. Discussion
Any Questions?