1. PSC P OLICY I NSTRUMENT I NTERPRETATION W ORKSHOP Recruitment & Selection May / June 2011

2. Today’s workshop Welcome Housekeeping Workshop Objectives Workshop Program

3. Program Recruitment and selection instruments Role descriptions Before advertising Advertising Assessment, selection and feedback

4. Recruitment and selection instruments

5. 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.

6. Basis for determining the right person Public Service Act 2008 –Merit Principle (ss27 – 29) Directive (ss47 -55 Act) –Type of ruling –Binding Agency Policies

7. Resources Frequently Asked Questions Good practice recruitment and selection resources Case studies

8. Role descriptions Directive 1/10: Recruitment & Selection – clause 7.2

9. Role descriptions Directive requirements –Context –Key duties –Key attributes for assessment –Mandatory qualifications –Pre-employment checks –Lobbyist disclosure

10. Context & duties Opportunity to focus on what is needed in the role in its current context. Start of the assessment planning process.

11. Key attributes for assessment The basis on which merit is determined Reflects core CLF capabilities (or similar) Clear, relevant and assessable

12. Before advertising

13. 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

14. 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

15. 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.

16. 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.

17. 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?

18. 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.

19. 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?

20. 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.

21. 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?

22. Reporting Directive 1/10: Recruitment and Selection - clause 7.17 Annual reporting. Audit requirement to keep records for at least three years.

23. 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

24. Advertising

25. Specified advertising Directive 1/10: Recruitment and Selection - clause 7.5 Invitation to individuals / groups of employees to apply for a particular vacancy.

26. Targeted advertising Directive 1/10: Recruitment and Selection - clause 7.4 Limits applicants to those employed by the agency or specified other agencies.

27. Lapsing vacancies Directive 1/10: Recruitment and Selection – clause 7.3(d) 12 months from close of vacancy to make a permanent appointment

28. Assessment, selection and feedback

29. Merit criteria Public 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.

30. 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.

31. Assessment Consider the assessment process before advertising. Criteria set out in role description.

32. 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

33. Screening & Short Listing Mandatory qualifications and requirements Skills and ability

34. Do-It-Yourself options Work samples Skills test In-tray exercises Role plays Presentations Structured interviews (behavioural questions or situation/scenario questions)

35. Options you can buy-in Psychometric testing –ability/aptitude tests –behavioural style/personal trait tests Assessment centres

36. Referee checking Job performance Disciplinary history Workplace behaviour Attendance Ability to operate in a specific work environment Validation Clarification

37. Selection report requirements Must be able to be reviewed; Must contain a comparative statement about the applicants;

38. 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

39. Feedback Make it interactive Deliver the message respectfully and constructively Provide specific information about how to improve their application

40. 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.

41. Further Questions? Resources PSC Advisory Service 1300 038 472 pscenquiries@psc.qld.gov.au