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Recruitment- Guidelines
This document was created on 24 November 2017.
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https://www.apsc.gov.au/sites/default/files/2021-05/recruitment-guidelines.DOCX
This guide is under currently under review. Please contact the Employment Policy team via
employmentpolicy.gov.au for any questions.
Recruitment is about attracting and selecting the right person for the job.
Recruitment processes do not need to be complex. They need to support sound, evidence
based decision making.
n the APS, there is a legal requirement
in the Public Service Act 1999 (the PS Act) that
engagement and promotion decisions are based on merit (as defined in the PS Act). There
are also additional responsibilities in relation to fairness and transparency to meet
community expectations of the way the APS operates.
For more information see
Merit in recruitment.
There are special conditions that apply when the vacancy is for a Senior Executive Service
(SES) role
. More information on SES recruitment can be found here.
The following is general information on each stage of a recruitment process.
Arrangements in individual agencies may also be included in internal agency policies.
Recruitment- Guidelines
This document was created on 24 November 2017.
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Contents
Planning
Advertising
Assessing
Employing
Scoping the job
Ongoing jobs and
Ongoing jobs and
Implementing the
jobs for more than
jobs for more than
decision
Redeployment
18 months
18 months
Australian
Document the
Jobs for 18 months
Jobs for 18 months
citizenship
details of the job
or less
or less
Probation
Filling a vacancy
Conditions of
Selection
Providing feedback
A merit process
engagement
committees
Record keeping
Table 1: Advertising
Supporting diversity
Recruitment firms
Reviews
and assessing
Extending periods of
Bulk recruitment
Cancelling
employment
Referee reports
employment
decisions
Merit lists
People who have
received
redundancy benefits
Planning
Scoping the job
When a vacancy arises, take the opportunity to decide whether the job still needs to be
performed and in what form.
What duties need to be performed?
Does the job still need to be done?
How does the job fit with the agency workforce plan?
What is the right classification for the job?
See Public Service Classification Rules
2000 and
APS Work Level Standards.
Are the duties required for an ongoing period (i.e. there is no specified end date)?
Are the duties required for a non-ongoing (temporary) period? See Non-Ongoing
(temporary) employment (link). Are the duties:
for a specified period of time
to complete a specified task; or
irregular or intermittent?
Does the job need to be full time? Does it need to be done in the office? Can it be
done using flexible arrangements?
Can the vacancy be filled by using affirmative measures? Affirmative measure –
Indigenous employment, Affirmative measure – disability and Affirmative measure
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– RecruitAbility Scheme is outlined in the APS Commissioner’s Directions 2016
Australian Public Service Commissioner’s Directions 2022 (the Directions).
Formatted: Highlight
Will conditions of engagement be imposed? What are they?
Will a period o
f probation be set?
Redeployment
All APS agencies are required to consult the APS and SES Redeployment registers before
commencing recruitment action. For information on the APS Redeployment Register, see
APSJobs terms and conditions and
information on SES recruitment can be found here.
Documenting the details of the job
Creating a document that details the duties to be performed and the skills, qualifications,
experience and capabilities that you are looking for (‘selection document’) will assist:
the agency to target the right applicants in the job advertisement
candidates to focus their applications on what is important, and
the selection committee to form an opinion about who best meets the job
requirements.
Filling a vacancy
A vacancy can be filled in any of the following ways:
assign duties to an existing APS employee in the agency.
See Assignment of duties
within an APS agency.
assign duties to an existing APS employee who transfers from another APS agency.
See
Movement between APS agencies.
promote an APS employee—from within the agency or from another APS agency.
See Promotions.
engage a person from outside the APS in one of the following categories of
employment:
o as an ongoing employee
o as a non-ongoing employee.
Note: Where a non-ongoing employee successfully applies for another APS job—either
ongoing or non-ongoing—this is not a transfer or a promotion, it is a new engagement.
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A merit process
Promotions and engagements must be supported by a merit process.
The rules applying to
advertising and
assessment will depend on whether the
vacancy is for a period of 18 months or less, or more than 18 months.
For a summary of advertising and assessment requirements, see
Table 1 below.
Initial vacancy
Advertising
Assessing
Sharing merit list
Ongoing
Must advertise in
Competitive
For a similar vacancy
Public Service
selection process –
(defined)
Gazette (Gazette)
in accordance with
For all SES and
section 10A(2) of the
centrally coordinated
PS Act and section
entry level
Non-ongoing –
19 23 of the
vacancies–agencies
more than 18
Directions.
must provide access
months
to a merit list or pool
when asked.
Non-ongoing – 18
Bring to the
All other vacancies–
The delegate must
months or less
attention of the
an agency may agree
be satisfied that the
community.
to provide another
person to be
agency with access
engaged has the
to a merit list.
work-related
qualities genuinely
Applicants must
Irregular or
required to perform
agree that their
intermittent
the duties of the job.
details can be
(casual)
shared.
Table 1– Advertising and assessing
Advertising
All eligible members of the community must be given a reasonable opportunity to apply
for a job in the APS. This means that all jobs that may be filled by engaging a person into
the APS or promoting an existing APS employee must be brought to the community’s
attention.
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Agencies can do this in a way that will attract the right people, for example, on the
APSjobs website, agency websites, professional journals, job seeker sites, social media,
and/or by making use of a Temporary Employment Register.
Ongoing jobs and jobs for more than 18 months
Job vacancies which
may result in the promotion of an ongoing employee, or
where the engagement of an employee is expected to be for
more than 18 months
must be advertised in the Public Service Gazette (the Gazette) on the APSjobs website.
A decision to fill a vacancy must be made within 12 18 months of the date on which it was
notified in the Gazette. For more information, including time frames see
Public Service
Gazette requirements.
Jobs for 18 months or less, or irregular/intermittent duties
These do not need to be notified in the Gazette–although they can be. More information
is at Temporary employment.
Conditions of engagement
Where engagement will be subject to conditions, these should be noted in the job
advertisement. See
conditions of engagement.
Extending periods of employment
For rules applying to the extension of non-ongoing employment,
see Temporary
employment.
Supporting diversity
Vacancies in the APS, whether ongoing or non-ongoing, can be filled by an affirmative
measure that allows agency heads to restrict eligibility for the job to:
Aboriginal and/or Torres Strait Islander applicants, and/or
applicants who have a disability, or a particular type of disability.
Vacancies can also be advertised under the RecruitAbility scheme which supports people
with disability applying for jobs in the APS.
For more information, see:
Commonwealth Aboriginal and Torres Strait Islander Workforce Strategy 2020-2024,
Indigenous Recruitment Guide, APS Disability Employment Strategy 2020-25, definition of
disability an
d RecruitAbility.
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Assessing
Applicants for all APS jobs must be assessed against the requirements of the job. There are
no restrictions on the way in which applicants are assessed. Agencies can use methods
that suit their operating environment and the nature of the job.
Examples of ways to gather information about the suitability of an applicant include, but
are not limited to:
requesting a CV and/or a written application
asking applicants to address specific requirements of the job, or make a ‘pitch’–
written or by video
conducting interviews face to face or via video
written or verbal testing, including psychological or aptitude testing
seeking examples of past work
contacting referees.
Whatever methods are used, applicants must be assessed and compared fairly. The
assessment method and outcome should be clearly set out in evidence provided to the
delegate—the person who has the authority to employ the successful candidate.
The delegate should be presented with a sound basis for making a decision and be
confident that the process is in accordance with the APS Values and Employment
Principles—including in relation to merit—and all other relevant legislation and policies.
Ongoing jobs and jobs for more than 18 months
Section 10A(2) of the PS Act and section 19 23 of the Directions set out what is required
for a selection process based on merit, for jobs for a period of more than 18 months,
including on-going jobs.
The following must apply:
the aim and purpose of the selection process is determined in advance
information about the selection process is readily available to applicants
the selection process is applied fairly in relation to each eligible applicant
the selection process is appropriately documented.
When making a decision using such a selection process:
merit is the primary consideration; and
if any eligible applicants are otherwise equal on merit—secondary considerations
may be taken into account.
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Note: Secondary considerations are matters within the control of the applicant— for
example— the applicant’s ability to start by a particular date, willingness to relocate, or
ability to meet other reasonable agency requirements.
Jobs for 18 months or less, or irregular/intermittent duties
Section 2226(4) of the Directions sets out the minimum assessment requirements when
the vacancy is for a non-ongoing job i.e. is for a specified term, a specified task or is
irregular or intermittent. More information is at
temporary employment.
As a minimum, the delegate must be satisfied that the person to be engaged has the
work-related qualities genuinely required to perform the duties of the job.
Selection committees
A selection committee is often—but not always—used where a number of candidates are
to be assessed. The committee will make a recommendation to the delegate.
The delegate may be on the selection committee but does not have to be.
It is good practice for any committee to reflect a diverse range of backgrounds and
experience.
If a committee member has a relationship with an applicant that may lead to a conflict of
interest, such information should be declared to all committee members and to the
delegate. The delegate can decide if the committee member should be excluded from the
selection process.
If a committee member is asked by an applicant to provide comments as a referee, the
committee member should provide these comments to other committee members before
accessing information on any other applicants.
A selection committee for an SES vacancy must include the Australian Public Service
Commissioner, or his or her representative.
More information on SES recruitment can be
found here.
Recruitment companies
Where a recruitment company is used to assist with the advertising, shortlisting or
assessment for an APS job, the selection committee remains responsible for the final
recommendation to the delegate. The delegate must be confident that all aspects of the
recruitment process have been conducted in accordance with the APS Values,
Employment Principles, and other relevant legislation and policies.
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Bulk recruitment
A single selection exercise can be conducted for vacancies at different classification levels.
This is usually done where the duties at the levels are similar, but vary—for example—in
the level of supervision or degree of complexity.
Applicants should be asked to nominate the classification/s at which they wish to be
considered before any assessment takes place.
An applicant can only be engaged or promoted to the classification level they have
nominated. If they nominate more than one classification level, then they must be
assessed against each and compared against the other applicants for each classification.
Referee reports
Referee reports are one of the ways to gather information and assess the suitability of an
applicant. They should focus on establishing whether the person possesses the work-
related qualities needed to perform the duties of the job.
A report can be requested from any source. The referee does not have to be nominated
by the applicant.
Generally, where an applicant may be found suitable, comments are sought from their
current manager. For some applicants there may be sensitivities around approaching
current employers. A decision can be made not to request a report unless the applicant is
likely to be recommended for a job.
Referee reports are subject to the
Privacy Act 1988 and the
Freedom of Information Act
1982. (FOI Act). For more information see the
Office of the Australian Information
Commissioner.
As a matter of procedural fairness, applicants should be given the opportunity to respond
to any adverse comments.
Merit lists
A merit list, merit pool, or order of merit created as part of a selection process can be
used to fill similar vacancies
for 12 18 months from the date the original vacancy was
advertised in the Gazette. A similar vacancy is outlined below and defined in the
Directions.
Merit lists record the relative suitability of candidates. If there is a ranked
order of merit, then applicants are listed in order of suitability (first, second, third and so on). The first
offer of employment must be made to the highest ranked applicant. Any subsequent offer
of employment using the merit list to fill the same or a similar vacancy must follow the
ranking.
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There is no requirement to list candidates in order. Candidates can be grouped into a
single category of
suitable, making up a
merit pool. Candidates can also be grouped into
different merit pools of, for example,
highly suitable and
suitable.
If there is a
merit pool, offers of employment must first be made to candidate(s) in the
highest group.
The first offer of employment is made to the most suitable person remaining in the pool,
assessed against the requirements of the particular vacancy. Any subsequent offer of
employment is made to the most suitable applicant remaining in the pool, assessed
against the requirements of the same or a similar vacancy to be filled.
Generally, an applicant who declines an offer of employment stays on the merit list or in
the merit pool as long as it remains current, unless they advise that they wish to withdraw
from further consideration.
An agency can decide to stop using a merit list or merit pool at any time.
Similar vacancy
The Directions define a vacancy as similar where and
all of the following applyif:
Formatted: Highlight
all of the following apply:
o it is the same category of employment (ongoing or non-ongoing)
o forit comprises similar duties
o it is at the same classification, or a corresponding Parliamentary Service
classification
o for duties it is to be performed in a similar location; and.
it is the same category of employment (ongoing or non-ongoing)
it comprises similar duties
Commented [A1]: This is different language than the merit
principle page i.e.
for similar duties. Same with the final dot point.
it is at the same classification, or a corresponding Parliamentary Service
Commented [A2R1]: Fixed
classification, and
it is to be performed in a similar location.
And any one of the following applies:
o it is an SES vacancy
o it is a vacancy in a centrally coordinated entry-level program
o the Agency Head of the agency in which the notified vacancy existed and
another Agency Head agree, in writing, that the vacancy is a similar vacancy
to the notified vacancy
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o the Secretary of a Department (within the meaning of the
Parliamentary
Service Act 1999) in which the notified vacancy existed and an Agency Head
agree, in writing, that the vacancy is a similar vacancy to the notified
vacancy.
it is in the same agency
it is an SES vacancy
it is a vacancy in a centrally coordinated entry-level program
the agency that advertised the vacancy, and another agency and a candidate agree
in writing, the vacancy is similar to the notified vacancy, in writing, or
if the vacancy relates to a function that was moved to another agency by a
machinery of government change—it is in the agency to which the function was
movedthe agency that advertised the vacancy and the a Parliamentary Service
Department that advertised the vacancy and the agency agree, in writing the
vacancy is similar to the notified vacancy.
Commented [A3]: This language different to the merit principle
page
and
all of the following apply:
it is the same category of employment (ongoing or non-ongoing)
it comprises similar duties
it is at the same classification, or a corresponding Parliamentary Service
classification, and
it is to be performed in a similar location.
Sharing merit lists
Job vacancies should be worded so that applicants are aware that—if they are found
suitable—their details may be shared with other APS agencies for the purposes of
sharing
a merit list, unless they specifically ‘opt out’.
A search function is available to agencies via the APSjobs website to help identify similar
vacancies advertised in other APS agencies in the last 12 18 months.
An agency looking to fill a similar vacancy—as defined in the Directions—can approach
another agency or a Department of the Parliamentary Service and request access to a
merit list or merit pool.
Where applicants have agreed that their details can be shared -
For all SES and centrally coordinated entry-level vacancies—for example
Graduates—an agency must provide access to a current merit list or pool to
another agency, if asked.
For all other vacancies–an agency may agree to provide another agency with
access to a current a merit list or pool.
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Where a merit pool or list is provided to another agency, then the second agency can use
the information on suitable applicants as if the pool or list had been created in their own
agency.
Any merit list has to be followed in order. If there is a merit pool, an offer of employment
is made to the most suitable person remaining in the highest group, assessed against the
requirements of the particular vacancy.
Employing
Implementing the decision
Making a decision to employ the successful candidate will lead to a number of actions in
relation to the person’s employment.
An engagement
An engagement is made under section 22 of the PS Act.
Other actions include:
assigning duties under section 25 of the PS Act
allocating an approved classification in accordance with
the Public Service
Classification Rules 2000 – Rule 6.
imposing conditions of engagement under section 22(6) of the PS Act
A promotion
A promotion requires:
assigning duties under section 25 of the PS Act
allocating an approved classification in accordance w
ith Public Service Classification
Rules 2000 – Rule 6.
Where the promotion is between agencies, it
also requires:
movement between agencies under section 26 of the PS Act, supported by
agreement
in writing between the gaining agency and the employee.
A movement at level
Where a movement at level (transfer) is inside an agency, it will require:
assigning duties under section 25 of the PS Act.
Where a movement at level is between agencies, it
also requires:
movement between agencies under section 26 of the PS Act, supported by
agreement
in writing between the gaining agency and the employee
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Where the move is for a
temporary period, it also requires the agreement of the losing
agency.
Australian citizenship
A person who is not an Australian citizen cannot be engaged in the APS unless an agency
head considers it appropriate to do so and
specifically waives the citizenship
requirement.
For more information, see
Citizenship.
Probation
A period of probation can be establ
ished as a conditions of engagement, where the
employee is being engaged (not promoted or moved).
Probation is a critical part of recruitment and selection.
Not all selection decisions result in an outcome that is right for the employee or the
employer. During probation, an agency can assess whether a person is suited to the APS,
the agency and the job.
For more information, see
Probation.
Record keeping
It is important to create and keep documents in relation to employment actions on an
employee's personnel file. This information can be important later in calculating the
employee's entitlements or in the case of any review of a decision.
Information on record keeping can be found
at National Archives of Australia.
Agency record keeping must also comply with the
Privacy Act 1988. More information is at
the Office of the Australian Information Commissioner.
Providing feedback
It is good practice to notify unsuccessful applicants and offer them feedback.
Individuals have a right to request selection documents under the FOI Act. Each agency
should have information on its website about how to make FOI requests to that agency.
Individuals may also seek access to personal information under the
Privacy Act 1988.
For more information see
the Office of the Australian Information Commissioner.
Reviews
A limited number of employment decisions—including in relation to promotions in certain
circumstances—may be reviewed by the Merit Protection Commissioner.
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For more information see the
Merit Protection Commissioner’s webpage.
Cancelling employment decisions
More information is available at
cancellation of employment decisions.
People who have received redundancy benefits
There are restrictions on engaging a person who has received a redundancy benefit from
the APS.
See Engagement of people who have received a redundancy benefit.
Recruitment- Guidelines
This document was created on 24 November 2017.
