Finding the right person for a vacancy involves first attracting the best pool of candidates, then selecting the right person for the job. The right recruitment process can help you find an engaged, productive employee who shares your company’s values and ethos.
The recruitment process starts with a job description and advertisement, followed by screening applications. Screened applicants then progress to interviews, then to pre-employment tests and checks. The selection ends when the successful candidate has been offered, and accepts, the position.
The importance of a job description
A job description should give an applicant a good, but not exhaustive, understanding of the role they’re applying for. It should also provide the successful candidate with a good understanding of what they would be employed to do.
The job description should include what the employee will be required to do, how they will be required to do it, and what the required result will be in relation to the position.
It may also include how an employee’s performance will be monitored and assessed.Job advertisements
A job advertisement should share the key points about your organisation, the job and the person you're looking for, including the skills and experience required for the job. The ad should also clearly tell people how they can apply for the job, and when applications close.
Employers need to be aware of the legislations relevant to recruitment, for example the Human Rights Act. This Act is designed to ensure that selection of future employees, and promotion of existing employees, occurs without discrimination on the grounds prohibited by the Act. Grounds for discrimination under the Human Rights Act are gender, marital status, religious belief, colour, rate, ethnicity, age, political opinion, employment status (being unemployed), family status and sexual orientation.
For example, an advert should not specify that a person of a certain age or gender is preferred.
If an applicant suspects they have been discriminated against on any of these grounds while seeking employment, they may lodge a complaint with the Human Rights Commission. Personal information about a job applicant should be kept for at least 12 months, in case a complaint arises.
Screening applicants
Screening is the process of matching cover letters and CVs to the job description, and deciding who to progress with.
One thing to consider during this process is whether the applicant has the right to work in New Zealand. CVs should state whether an applicant has the right to work in New Zealand, so the employer can decide whether to progress with their application.
Application for employment forms
An application form completed before the interview is a valuable way to verify the information a person supplies in their CV. It also enables the employer to gather other important information often overlooked in an interview. An application form should contain the employee’s consent to collect information, talk to referees and a declaration that the information provided is true and correct.
Contact us if you would like to view an example of an Application for Employment.
Interviews
An interview follows up on the information disclosed in the application form and CV, and is an opportunity to further assess how suitable someone is to a role. It is also an opportunity to give the applicant more information about the role and the workplace.
Interviews are often when both the potential employer and potential employee “size up” each other, determining whether the other is offering what they are looking for. Conditions of employment are discussed at this stage, however it is not considered an appropriate time to negotiate terms and conditions of employment as this should occur after a formal offer of employment is made.
Pre-employment checks
Pre-employment checks help confirm that the applicant can fulfil the requirements of the position on offer. Pre-employment checks can include:- criminal record
- health assessment / drug and alcohol test
- credit check (only if relevant to the position)
- driver’s licence check (if relevant to the position).
Reference checking
Reference checking is an important step in the selection process. Reference checks help confirm that the applicant is right for the position they’ve applied for and has a track record of being a successful and reliable employee.
Employers must get the applicant's consent before approaching a former employer for a reference. Best practice is to obtain the applicant’s written authorisation to contact referees and references.
Some questions to ask in a reference check
- Would you employ the person again?
- Were there any performance issues? How did the individual respond to the management of those?
- How diligent was the person in their employment?
- Does the author of the reference still hold the view expressed in the written reference?
- Can you provide examples to demonstrate your comments?
Offers of employment
Once the person who best fits the job has been interviewed, tested and selected, it’s time to prepare an offer letter along with a proposed employment agreement. This is often emailed or posted to the successful candidate.
Make sure you have considered such things as trial periods in the employment agreement.
Best practice is to allow at least five working days for the successful candidate to review an offer and accept, but you may choose to extend an offer period beyond the five days.
State in your offer that the employment agreement must be signed and returned before the person starts in the role. It’s important the person doesn’t start employment until all paperwork is signed.
