This forms part of TCCI's Employer Toolkit

Recruitment is the process of finding several suitable candidates from which to choose a successful candidate. The following outlines the key activities undertaken as part of this process.

What is the job you need to fill? (Job Analysis)

Template job analysis

A job analysis sets out the work needs of the job being recruited and helps ensure to job description is current and accurate.  If you already have a job description, you might decide that you don’t need to complete a job analysis.  Job analysis may include:
  • Job role and department
  • Award/Agreement classification
  • Duties and responsibilities
  • Major functions
  • Selection criteria, competencies and experience required
  • Qualifications required
  • Essential or desirable

What will the job actually do? (Job Description)

Template job description

A job description is used to communicate what the business expects of an individual performing the job.  It also sets out the essential and desirable selection criteria. Clear and current Job Descriptions:
  • Allow employees to know exactly what is expected of them
  • Help identify training needs
  • Underpin ongoing performance management and clarify obligations and responsibilities.

Where will you find your new employee? (Recruitment channels)

Recruitment channel fact sheet

When you have identified what kind of employee you are looking for, you need to think about where you might attract your ideal person.

How to employ an apprentice or trainee (Fact sheet)

Fact sheet: Employing apprentices and trainees

What are they and what funding is available.

Advertising your job (Job Advertisements)

Job advertisement fact sheet

When advertising your job, you need to consider your brand and how you will appeal to the ideal candidates.  You also need to consider relevant legislative requirements such as anti-discrimination.

How to short list your job applications (Short listing criteria)

Short listing fact sheet

Putting criteria together to help you short list your job applicants can help with consistency, but it can also ensure a fair process and protect the business from any claims that the recruitment process was flawed in some way.

How to select your new employee (Selection methods)

Selection methods fact sheet

Depending on the job you are recruiting for there are several selection methods that can help ‘road test’ candidates to ensure they have the skills, knowledge and ability required to be successful in their role.

You’ve short listed, now what (Contact short listed candidates)

Sample communication

Where you have several suitable applicants you wish to interview or undertake assessments on, you will need to short list. When contacting short listed candidates be clear about the process, what will happen and when.

What to ask at interview (Interview questions)

Sample interview questions

Asking the right questions helps determine if the right candidate for you. Consider what you want to know about the candidate and prepare your questions to ensure you get the information you need.

Keeping track of your interviews (Interview record form)

Sample interview record form

To ensure the selection process has been a fair one, and to allow you to compare applicants, you can use an interview record form.

Why reference check? (Reference checks)

Template reference check list

You think you have found your new employee, now you need to verify the information and claims they have made.  Ask the referee for concrete evidence or examples, not just opinions.  Questions should only relate to the candidate’s ability to perform the job, do not ask personal questions

Making a job offer (Offer of employment)

Generic letter of engagement – Casual  Permanent

An offer of employment formalises the job offer.  It outlines pay, conditions, hours of work.. For tailored employment contracts and documentation contact

What about the unsuccessful job applicants (Notifying unsuccessful applicants)

Sample unsuccessful communication

It is important to notify unsuccessful applicants so they know that they are no longer being considered for a position with your organisation. This is good practice and shows respect for those who took the time to apply for a job with your organisation. It also reduces the likelihood you will receive calls enquiring about their applications.

Documenting how your business recruits (Recruitment policy)

Template Recruitment Policy

A recruitment policy documents how the business will undertake recruitment activities and why. A Recruitment Policy may include:
  • Purpose of policy
  • Commencement and review dates
  • Who the policy applies to
  • How the Merit Principle is applied to recruitment practices and decisions
  • Equal Employment Opportunity statement
  • The recruitment and selection process e.g. internal advertising, job ad format and content, time lines
  • Essential and desirable criteria
  • Short listing
  • Interviewing
  • Privacy
  • Reference checking