The following outlines the key activities undertaken as part of this process:


What is the job you need to fill? (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

Template - Job Analysis


What will the job actually do? (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.

Template - Job Description


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

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)

What are they?

Apprenticeships and traineeships are formal on-the-job training arrangements between an employer and an employee that can lead to a nationally recognised qualification.

Apprenticeships and traineeships can be full time, part time or school based, and they can be in more than 500 different occupations.

Apprentices develop a skilled trade, such as electrical work, plumbing and cabinet making. When an apprentice completes their apprenticeship successfully, they become a qualified tradesperson.

Trainees train in a vocational area such as office administration, hospitality, information technology. When a trainee completes their traineeship successfully, the trainee receives a minimum of a Certificate II in their chosen vocation.

More Information

There are a number of stakeholders involved in the process, all with different areas of expertise. Links to key sources of information and assistance are provided below.

Business.gov: How to hire an apprentice or trainee

Australian Apprenticeships: Advice on subsidies and funding

Skills Tasmania: Options for training your staff and information about funding programs

My Skills: Finding a training provider

                     Finding a training course or qualification


Advertising your job (Job Advertisements)

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.

Recruitment is marketing, that is, any form of job advertisement you create will be seen by potential customers as well as potential candidates. Often there is competition for quality candidates, job advertisements are effectively marketing your organisation as a great place to work to potential applicants.

You can use the information in the job description to write a job advertisement. The ad, at its simplest, needs to tell the reader:

      • The name of the job
      • The name of the employer – including a description of the business encouraging people to apply
      • Benefits to the successful applicant (pay, conditions)
      • The qualifications and/or experience applicants should have
      • How and when they should apply for the position

Consider using the four-point guide called AIDA to construct the advertisement:

    • Attract ATTENTION to the advertisement
    • Develop INTEREST in the job
    • Create a DESIRE for the job
    • Prompt ACTION by encouraging readers to apply for the job

When drafting job advertisements ensure that:

    • Any claims you make about the job or your organisation can be substantiated 
    • You are not making any discriminatory statements or requests of applicants 
    • You have correctly classified the job being advertised 
    • Your essential and desirable criteria are clear to enable applicants to easily determine suitability e.g. if you need someone to have a full drivers’ licence stipulate this requirement clearly


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

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.

Depending on the type of job you are advertising, there may be lots of applications or very few. When sorting through numerous applications it is important to establish the criteria you are going to use to both eliminate and shortlist applications.

A good starting point is the selection criteria developed as part of the job description for the role. Essential criteria will be critical to allow you to eliminate any applicants that cannot demonstrate they meet these requirements. To make the shortlisting process easier, ensure your job advertisement makes it clear what you are looking for in a successful candidate. In addition to those essential criteria some other aspects of the application can be used to shortlist candidates:

    • Adherence to instructions in the job advertisement e.g. provide a cover letter 
    • Application free from spelling and/or grammatical errors (depending on the job you are recruiting for) 
    • Has the applicant addressed selection criteria in their application?
    • Experience in industries or organisations like yours (where this is required to be successful in the role) 
    • Has the applicant demonstrated they understand what your business does in their application?

If you do not receive any applications that meet your essential criteria you should go back to the job description to see if you are being realistic. You may need to consider:

    • Training applicants 
    • Training the staff you have 
    • Re-designing the job 
    • Engage labour hire 
    • Use a recruitment agency

You need to be able to justify how and why applicants were shortlisted for the position to ensure the process was fair and non-discriminatory.


How to select your new employee (Selection methods)

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.

Selection Method Fact Sheet


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

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.

Sample Communication


What to ask at interview (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.

Sample Interview Questions


Keeping track of your interviews (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.

Sample Interview Record Form


Why reference check? (Reference checks)

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

Template reference check list


Making a job offer (Offer of employment)

An offer of employment formalises the job offer.  It outlines pay, conditions, hours of work etc. For tailored employment contracts and documentation contact hr@tcci.com.au.

Generic letter of engagement – Casual  Permanent


What about the unsuccessful job applicants (Notifying unsuccessful applicants)

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.

Sample unsuccessful communication


Documenting how your business recruits (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

Template Recruitment Policy