DOCUMENT 1
FOI 24/25-1648
Conflict of Interest Disclosure
• The NDIA requires the completion of conflict-of-interest disclosures by all members of the
panel (including Independent Members and Subject Matter Experts) as part of any
recruitment processes.
• All apparent or perceived conflicts should be declared before the panel reviews
applications, and as soon as a conflict is identified.
• All managers should consider the need to proactively mitigate the perceived conflict of
interest associated with staff they are currently managing or have managed in the past.
• Completion of a conflict-of-interest disclosure reduces the risk of conflicts not being
identified and/or appropriately mitigated.
• Documentation should be retained on the recruitment file for the selection process.
• Completed forms must be returned to the Recruitment Team via the People and Culture
Service Desk, where the relevant Recruitment Officer will upload the form to the Job’s
“recruiter files” in eRecruit.
• Panel Chairs are responsible for ensuring this disclosure is completed by all panel members
prior to commencing assessments of candidate applications.
• Panel Chairs must advise the recruitment delegate of all disclosed Conflicts of Interest and
agree the mitigations.
Panel configuration (Single panel)
Role
Name
Email Address
Classification
Office/Branch
Chairperson
Choose an
(required)
item.
Independent
Choose an
(required)
item.
Subject Matter Expert
Choose an
If none, please insert
item.
N/A
JOB REFERENCE – TITLE (Direct copy from eRecruit)
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24/25-1648
g Procedure
For Internal Use Only
3. Procedure
3.1 Recruitment Panel members complete COI disclosure form
3.1.1 Background and Purpose
The NDIA requires the completion of COI disclosures, as part of our recruitment processes.
Conflicts should be declared before any assessments are completed, or otherwise as soon
as a conflict is identified. COI disclosure forms should be completed by any person who is
part of a selection panel. Completion of these forms reduces the risk that conflicts aren’t
identified and mitigated.
3.2 COI declaration process for External recruitment
3.2.1 When a panel member discloses a potential COI
1. Once advertising of a role has closed, the Panel Chair will receive a copy of the
Recruitment Panel COI Disclosure form, and access to the full list of candidate names,
from their assigned Recruitment Officer.
2. The Panel Chair.
3. If a panel member discloses a potential COI, the Panel Chair needs to provide details
(on the form) as to how they propose to mitigate the COI.
4. The Panel Chair provides a recommendation, and their reasoning, on how to manage
the COI.
Note: The Panel Chair may seek support from their assigned Recruitment Officer on
how to manage the COI. The APSC have a Managing Conflict of Interest in
Recruitment factsheet that can support these conversations.
5. The Delegate then reviews the recommendation of the chair and approves the mitigation
strategy or works with the chair until an appropriate approach is identified.
6. The Panel Chair must return the completed form to the Recruitment Team via the
People and Culture Service Desk.
7. The assigned Recruitment Officer will review the Recruitment Panel COI Disclosure
form. If they have any concerns about the proposed mitigation strategy, they should
discuss this with their line manager.
8. The Recruitment Officer uploads the form to the Job’s recruiter files in eRecruit, and
progresses the job to the next stage.
3.3 COI declaration process for ERS recruitment
3.3.1 When a panel member discloses a potential COI
1. The external recruitment partner (i.e. DFP or Hoban) completes a sweep of the ERS
and compiles a list of candidates.
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