RECRUITMENT AND SELECTION PROCESS. Before commencing recruitment it is important to carry out the following:

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1 QUICK GLANCE RECRUITMENT AND SELECTION PROCESS Before commencing recruitment it is important to carry out the following: If you are recruiting due to a resignation, ensure: o You have received the Resignation in writing o Send a copy of the resignation letter to the People and Capability Administrator who will send a letter of acknowledgement to your outgoing employee o The outgoing employee will be invited an online Exit interview Complete a Position Analysis and update the Position Description o Consider reviewing the current type of contract the previous job incumbent had. o For example if the person was on a part-time contract are those hours sufficient for the role? Do you need to replace this person? Can the position be contracted out? Remuneration if the role is to be a true Independent Employment Agreement it must have been sized as per WCDHB remuneration guidelines. If you are unsure, please contact your People and Capability Advisor in the first instance. Approval to Recruit ALL vacancies must be approved before recruitment can commence. Hiring Manager to complete a Request to Appoint form (found on the People and Capability [HR] forms page of the intranet) Hiring Manager to send completed Request to Appoint form to the relevant General Manager for approval. Please note that any establishment of a new position or increase in FTE requires Programme Director approval. Hiring Manager receives approved Request to Appoint form and forwards to Recruitment Team. The Recruitment team is not able to commence any recruitment activity until they have been sent a copy of the Request to Appoint form. West Coast and Canterbury DHB Recruitment Centre The West Coast and Canterbury DHBs operate a joint Recruitment Centre, with a team of Recruitment Specialists available to support managers through the hiring process. Contact details for the Recruitment Centre can be found on the People and Capability (HR) Forms page of the Intranet. Recruitment and Selection Process Fact Sheet Page 1 of 5

2 The following guidelines apply: ALL vacancies must be lodged with the Recruitment Centre For Permanent and Fixed Term vacancies over 3 months a full behavioural recruitment process is carried out, led by a Recruitment Specialist For vacancies less than 3 months including casuals and locums, the Hiring Manager is responsible for leading the process, with guidance from the Recruitment Specialist as required Permanent and Fixed Term Vacancies greater than 3 months: PREPARATION, SOURCING AND ATTRACTION 1. The Recruitment Specialist will arrange a time to take the job brief with you. The aim of this is to gather information on the vacancy and develop a recruitment plan. 2. The Recruitment Specialist will write and place any advertising that is required, and will carry out any other agreed sourcing activities. Note: as a minimum, a vacancy must be advertised internally for at least 5 days i.e.: on the internal job board (this is accessed via the main menu on the intranet). SHORTLISTING & SELECTION 1. Applications These are made online via the Careers Website, and received by the Recruitment Specialist, who will ensure they are acknowledged immediately. Should you receive a direct application or enquiry, please forward this to the Recruitment Specialist. 2. Pre-Screening After the advertising closing date the Recruitment Specialist will commence pre-screening processes, as agreed when taking the job brief. This will usually comprise of a shortlist and a phone screen of appropriate candidates. They will aim to complete this process within 3 working days. All application information is then forwarded to you for your review. Please advise the Recruitment Specialist within 24 hours of who you wish to interview, proposed dates, venue, and panel members. The Recruitment Specialist will coordinate the candidates to attend the interviews, and will notify unsuccessful applicants of the outcome of their application. 3. Interviews! Interviews should be held immediately, preferably within one week. Generic interview questions and a shortlisting matrix can be found on the HR forms page of the Intranet. Recruitment and Selection Process Fact Sheet Page 2 of 5

3 Please contact the Recruitment Specialist if you require assistance developing interview questions tailored to your vacancy. A New Zealand Police, Vetting Service Request and Consent Form may be required to be completed at the time of interview, if the role is identified as requiring vetting as per the Vulnerable Children s Act. Your recruitment specialist will aid you in what is required to complete this process. Upon completion of the interviews, advise the Recruitment Specialist of your preferred candidate immediately. 4. Interview Feedback Unsuccessful internal applicants should be advised by the manager and a development discussion held. If you are unsure of how to go about giving feedback, contact your Recruitment Specialist for advice. The Recruitment Specialist will verbally advise all external applicants of the outcome of their interview. Please ensure you provide the Recruitment Specialist with detailed feedback on each unsuccessful external applicant so they can provide them with constructive feedback on why they were unsuccessful. Interview questions must be kept for 3 months post interview, an efficient way to do this is to scan the notes through to your recruitment specialist to file or to forward all documentation through to the People and Capability Administrator for filing. REFERENCE CHECKING 1. The Recruitment Specialist will complete the verbal reference checks on your behalf. They aim to have these completed within 48 hours (dependant on referee availability). Please advise the Recruitment Specialist of any specific questions you wish them to ask. 2. A minimum of two reference checks must be completed and three reference checks for SMOs. Both should be employment related, ideally with former direct managers. At least one of the reference checks must be with their current manager. APPOINTMENT 1. After references have been completed, the selection panel should review all the evaluative information collected. Take into account all stages of the process, i.e. application form, cover letter, CV, interview and reference checks. Make an informed decision. Look for consistency across the range of measures. 2. Once a decision has been reached a verbal offer can be made. Either you or the Recruitment Specialist can make the verbal offer. Before making the offer, ensure that you have the correct salary information! 3. To generate a contract and appointment letter: Complete the Justification for Appointment, and Appointment Details forms (found on the People and Capability (HR) forms page of the intranet) Recruitment and Selection Process Fact Sheet Page 3 of 5

4 Send this form to the People and Capability Administrator along with the interview notes and your successful candidate s documentation (application form, CV, Covering Letter etc.) for filing and for the appointment letter to be sent out PLEASE ENSURE YOU COMPLETE THE FORM CORRECTLY TO AVOID DELAYS! Note: If you wish to start the staff member in less than 7 days time you must contact the Occupational Health and Safety Advisor to escalate the Health and Safety screening process. 4. The People and Capability Administrator will send out to the successful candidate/s the Letter of Offer, IEA (if applicable), IRD Form, Health and Safety Declaration form; Non Disclosure form; Employee Joining form; IT form, Kiwisaver information and Ministry of Justice Priv/F2 form. 5. They will also send a copy of the letter to the Hiring Manager or General Manager, and HRIS Administrator/Payroll. 6. The signed appointment letter and completed forms are returned to HR by the candidate 7. The Signed letter, IEA (if applicable) and completed forms are entered into the Payroll System by the People and Capability Administrator. Note: If the letter of offer states a Mutually Agreeable start date, the Hiring Manager is to advise the People and Capability Administrator of this date once it is confirmed. 8. The Hiring Manager is required to complete the IAccess process for IT sign on ONLY after the Health and Safety check has been completed / cleared by the Occupational Health and Safety Advisor can a candidate begin employment. The Occupational Health and Safety Advisor has the right to say a candidate is not suitable for work. Vacancies less than 3 months (incl. Casuals and Locums): For vacancies less than 3 months including casuals and locums, the Hiring Manager is responsible for leading the process, with guidance from the Recruitment Specialist as required. Please note that General Manager approval is required for the use of casual administration before they commence. To advertise your vacancy, please contact the Recruitment Specialist who will arrange for it to be placed on the Careers Website and in other media. Upon the closing date, the Recruitment Specialist will forward you all applications that have been received. The process for recruiting a Permanent or fixed term vacancy longer than 3 months should then be followed, however all steps are carried out by the line manager. The following documents can be found on the People and Capability (HR) forms page on the intranet to assist you: Position Description Template Interview questions Generic SMO Interview questions Recruitment and Selection Process Fact Sheet Page 4 of 5

5 Interview schedule Shortlisting Tool If you require guidance, please contact the Recruitment Centre. Direct Referrals If you are approached by someone directly that may be suitable to cover a short term need, for instance a locum, the recruitment process for Vacancies less than 3 months outlined above should be followed. Recruitment Agencies In general Recruitment Agencies offer two types of service: Permanent Placements: where an agency places a candidate into a permanent position i.e.: they are employed by the WCDHB. The agency will charge a placement fee, generally calculated as a percentage of the candidate s annual starting salary. If an agency contacts you regarding a permanent recruitment process or a potential candidate, please direct them to the Recruitment Centre. Temporary Placements: where an agency places a candidate into a temporary or short term position. The candidate is employed by the agency but works on site with the client. The agency will send a weekly or monthly invoice to the client based on the hours worked. Should you require the assistance of an agency to fill a short term need; the department can deal directly with the agency to engage their services. Recruitment and Selection Process Fact Sheet Page 5 of 5