OPERATIONAL DIRECTIVE. Superseded

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1 OPERATIONAL DIRECTIVE Enquiries to: Cate Law OD/IC number: OD 0280/10 Communications Directorate Phone number: Date: 21 April 2010 Supersedes: OD 0268/10 File No: RSD Subject: Employment Advertising Policy From 1 May to 30 June 2010, all WA Health job vacancies will be automatically advertised on Seek and CareerOne websites as an extension of the three month trial. This is in addition to advertising on the State Government jobs website ( and the Department of Health website. Staff, therefore do not need to complete the Employment Advertising Exemption Request form to advertise on Seek and CareerOne websites during this period. This modification to the Employment Advertising Policy ends on 30 June This policy modification applies to all Managers/Supervisors and staff who are required to recruit for and advertise positions (medical and non-medical) within WA Health, which incorporates the following entities: Department of Health; Metropolitan Health Services; Peel Health Services; and WA Country Health Service. It is the responsibility of managers/supervisors to distribute the operational directive to all staff who are involved in recruitment advertising. Queries about the policy should be directed to HCN on , to HCN.advertising@health.wa.gov.au or contact your local human resource service. A copy of the policy is attached for your information. KIM SNOWBALL A/DIRECTOR GENERAL DEPARTMENT OF HEALTH WA This information is available in alternative formats upon a request from a person with a disability. 1

2 EMPLOYMENT ADVERTISING POLICY SCOPE This policy applies to all managers/supervisors and staff who are required to recruit for and advertise positions within WA Health, which incorporates the following entities: Department of Health; Metropolitan Health Services; Peel Health Services; and WA Country Health Service. This is a system wide policy and supersedes all policies related to advertising of positions. POLICY STATEMENT WA Health is committed to cost-effective recruitment practices. Since the majority of applicants for positions now source information about employment vacancies via the internet, this will now become the primary source of advertising for employment opportunities in WA Health. A single standardised process will be implemented as follows: 1. All WA Health employment listings are required to be booked and processed through the Health Corporate Network (HCN) Employment Services for placement on the WA Government Jobs Board and WA Health website. Prior arrangements for direct on-line access to recruitment advertising are no longer permitted. 2. Advertising of individual positions will no longer occur. Instead, a generic advertisement will be placed in the West Australian, the Australian, selected community and regional newspapers and other selected media on a regular basis. This generic advertising will direct potential job applicants to the employment opportunities section of the WA Health website, EXEMPTIONS The following recruitment advertising is excluded from part 2 of this policy: 1 System-wide recruitment intakes of no more than four per year for specific industry, occupational or work groups such as Graduate program intakes. It is important to note that when undertaking any such recruitment campaign for a specific occupational group, WA Health will require a standard JDF be used across all sites; 2 Section 50D and 51 positions (that are required to be filled by a person of a particular race, e.g. Aboriginality) 3 This is an individual position deemed essential by an Area Chief Executive. 19 February 2010

3 4 This is a local level vacancy in a country area that has already been advertised once on the WA Health website during the last three month period and not filled; 5 This is an individual position that has already been advertised twice on the WA Health website during the last three month period and not filled; and 6 This is a pooled position that has already been advertised for three months on the WA Health website during the last three month period (HCN Employment Services Coordinator/Manager endorsement required). EXEMPTION PROCESS Exemptions listed under 4, 5 and 6 above will require approval from the Director General (DG) or his delegate as follows: Managers/supervisors must submit an application to undertake recruitment advertising (see attached Employment Advertising Exemption Request form which can be downloaded from Holii, Policies, Whole of Health Policies detailing reasons for exemption from this policy to their CEO/ED for approval and forward to the DG. The application needs to state where the recruitment advertisement will be placed. In all cases, advertising will be limited to one media e.g. newspaper, internet recruitment website or professional journal only and will be required to comply with the Government Media Office Recruitment Advertising Policy. If DG approval is obtained, managers/supervisors must then forward approval to HCN Employment Services to process individual positions in their selected medium. FREE ADVERTISING It is acknowledged that opportunities exist for free print advertising in other publications and websites. This policy does not alter any current arrangements in place. Free advertising of an individual job vacancy or pool in any media must still be booked and managed via HCN Employment Services. Staff with queries should contact HCN Employment Services on or your query to HCN.advertising@health.wa.gov.au. EFFECTIVE DATE This policy is effective from 13 February This policy will be monitored and reviewed every 12 months. RELATED POLICIES AND OTHER RESOURCES Government Media Office, Recruitment Advertising Policy and Recruitment Advertising Template Examples Health Corporate Network Employment Services, Advertising a Position IF YOU HAVE A QUERY Managers, supervisors and staff with queries should contact HCN Employment Services on or to HCN.advertising@health.wa.gov.au or contact your local human resource service. 19 February 2010

4 Revised January 2010 Employment Advertising Exemption Request The following must be satisfied before your request can be considered: Discussed a recruitment strategy with Health Corporate Network Employment Services (HCN ES) to attract applications to the role. (If not, please contact HCN ES Recruitment.) Reviewed the online job advert and amended where appropriate. (If not, please review your advert online and contact HCN ES Recruitment.) Reviewed the online application instructions and amended where appropriate. (If not, please review the application instructions within your advert online and contact HCN ES Recruitment). Checked the JDF to ensure it is concise and relevant. (If not, please review the JDF attached within your online advert and contact HCN ES Recruitment). Before any requests for employment advertising exemption are considered the initial recruitment process must be closed. A recruitment process is considered closed if one of the following has occurred: 1) No applicants have applied to the process and the application period has been closed. 2) A recruitment process is withdrawn through formal notification by the requesting manager or Delegated Officer. 3) Where applicants have applied and the selection report/s have been completed and signed by the respective Delegated Officer, applicants to the process have been notified of the outcome, and the breach claim lodgement period is complete with no claims lodged against the process. 4) Where a recruitment pool: has been advertised during the last three month period and there have been no suitable applicants; or, is currently open ended and there is one vacancy (or more) but all suitable applicants to the pool have been exhausted and there have been no new applicants during the last three month period. Area health service name: Date: Ref no (HCN use only): Position/pool title: Position/pool number: Justification for exemption (please tick one only) This is a local level vacancy in a country area that has already been advertised once on the WA Health website during the last three month period and not filled. This is an individual position that has already been advertised twice on the WA Health website during the last three month period and not filled. This is a pooled position that has already been advertised for three months on the WA Health website during the last three month period. (HCN Employment Services Coordinator/Manager endorsement required) Continue next page 1 Level 3, 81 St Georges Terrace, Perth WA 6000 PO Box 8545, Perth Business Centre WA 6849 Phone HCN.Advertising@health.wa.gov.au

5 Revised January 2010 How many applications were received for this position? How many shortlisted applicants were there for this position? When was this previously advertised? Date(s) media used Where was this previously advertised? Date(s) media used What other strategies have you considered in attracting applicants? Recommendation for placement (Media type). Select ONE only: Professional journal Internet recruitment site Local newspaper Newspaper Other Requested placement date: Rationale for placement (Validation of the aforementioned proposal to attract suitable applicants): Contact person: Title: Contact number: CE/ED use only Approved Signature For Director General use only Approved: Yes No Comments: Signature: Date: HCN Employment Services use only Media quote: Publication: Funds available: Reference no: 2 Level 3, 81 St Georges Terrace, Perth WA 6000 PO Box 8545, Perth Business Centre WA 6849 Phone HCN.Advertising@health.wa.gov.au