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Plan the recruitment process

1. Establish a selection panel

Determine the contact person, chairperson, and panel members, and meet to discuss process and expectations

The directive does not specify the number of people required for a panel.

Generally two experienced people will be more than capable of assessing and making a recommendation. Every panel member added increases the costs of the process, so you need to analyse the costs / benefits for each vacancy.

Composition of the panel is commensurate with the role profile and the expertise of the panel members.

2. Diversity considerations

Consider inclusion and diversity requirements, including any cultural matters that could influence the candidate’s performance, and the panel’s ability to best assess each candidate’s suitability for the role.

3. Conflict of interest

If one of the applicants:

  • is related to or is a friend of a panel member

 or

  • has a relationship that may create a perception of bias,

then the panel member needs to make a conflict of interest declaration, appropriately document the conflict, and discuss it with the panel chair and / or delegate.

In some situations, it will be appropriate to stand down from the panel and process. However, with proper management throughout the process, it may be appropriate for the panel member to  continue on the panel. It will depend on the circumstances.

Failure to declare and appropriately manage a conflict of interest can amount to misconduct or breach of the Code of Conduct, or may be considered corrupt conduct.

4. Use of recruiting agencies

Recruiting agencies can provide valuable assistance in recruitment processes, for example, assisting in developing attraction strategies and identifying talent; performing psychometric testing; or supporting recruitment for roles with large volumes of applications.

Some recruiting agencies also provide services to individuals, for example, executive coaching services.  A conflict of interest occurs where the recruiting agency is providing services for a recruitment process and an applicant in that process is a person to whom they have provided or are providing services. In that situation, the conflict of interest must be declared and steps must be put in place to manage the conflict.

Recruiting agencies, for each recruiting process they are involved in, should be asked to declare that no actual or perceived conflicts of interest arise.

5. Delegate to approve

You should ensure the delegate to approve is not a member of the panel.