Identify and manage a conflict of interest in recruitment
This page provides practical advice on identifying, declaring and managing conflicts of interest in recruitment and selection. It will help you:
- identify and declare conflicts of interest in a recruitment process
- implement effective resolution and mitigation strategies
- understand the responsibilities of decision makers
- address common myths 238.5 KB).
All relevant persons involved in recruitment and selection activities are to complete the Conflicts of interest in recruitment declarations form. It is available in .pdf to download and open in Acrobat Reader or Acrobat Pro, or Word depending on your user preferences.
Identifying conflicts of interest
A conflict of interest arises when your personal interests could improperly influence or be perceived to influence your role in a recruitment and selection process.
Conflicts of interest can be:
- Actual: Your personal interests directly conflict with your official duties in the recruitment process. Example: a family member applies for a role, and you are involved in the recruitment activities.
- Perceived: It might reasonably appear to others that your personal interests could influence your official duties in the recruitment process, even if you believe this is not the case. Example: a colleague with whom you regularly have one-on-one lunch with is an applicant.
- Potential: Your personal interests could conflict with your official duties in the future. Example: as a hiring manager, you are involved in designing the role description and advertisement for a role, knowing that a friend may apply.
Sources of conflicts of interest are diverse and may include, but are not limited to:
- personal or professional relationships (current or past)
- financial ties to an applicant or their organisation
- connections to an applicant you receive benefits or favours from
- affiliations with political, social or professional groups.
Conflicts of interest may also arise where there have been prior negative interactions, such as complaints or past performance processes involving an applicant.
Professional relationships, including being a referee for an applicant
Having a professional relationship with an applicant, including being a referee, does not automatically create a conflict of interest. However, you must assess the relationship to identify any factors that could influence, or reasonably appear to influence, your role in the recruitment process.
If such a relationship or knowledge exists, you must declare it in the Conflicts of interest in recruitment declarations form. This allows the decision maker to assess the situation and decide on the appropriate next steps.
Prior knowledge of an applicant
If you already know an applicant, consider how you will disclose and use (or not use) this in your assessment. You will need to document this clearly in the process, for example, in the selection report.
If the prior knowledge is negative, like a complaint or a performance issue, ensure procedural fairness. Share this information with the applicant and give them a chance to respond. Follow a fair process under the Recruitment and Selection (Directive 07/23).
Recruitment agency
If you’re using a recruitment agency, they may have a conflict of interest if they provide services to any applicant. For example, if they provide executive coaching services. This is a conflict of interest.
Recruitment agencies must declare any conflicts of interest or confirm that there are no conflicts of interest for each recruitment process.
Why declaring and managing conflicts of interests is important
Recruitment in the public sector is about selecting the eligible person best suited to the position through a process that is fair, transparent and free from personal bias or preference. This is critical to maintaining integrity and public trust in government decision making.
As a public servant, you might find yourself on a selection panel, managing a recruitment process, or approving selection documentation.
In any of these roles, you have an obligation to identify and declare any conflicts of interest and take steps to manage them appropriately.
Complete the Conflicts of interest in recruitment declarations form either in .pdf or Word, depending on your preference.
- Conflicts of interest in recruitment declarations form 1.5 MB)
- Conflicts of interest in recruitment declarations form 151.7 KB)
For further guidance, refer to the Identifying conflicts of interest in recruitment fact sheet 246.3 KB).
Resolution and mitigation strategies
If you declare a conflict of interest, you must propose ways to resolve or manage it. Your strategies must match the conflict of interest and reduce risks to fairness, integrity or transparency.
The decision-maker must approve the resolution and mitigation strategies before the process can continue, including shortlisting applicants.
For more help, see the Resolution and mitigation strategies fact sheet 236.8 KB). It includes examples and guidance on choosing the right approach.
Decision maker responsibilities
Decision makers ensure transparency, fairness and integrity in a recruitment and selection process by:
- reviewing and approving recruitment declarations, including appropriate resolution and mitigation strategies, and
- declaring their own conflicts of interest, even when deciding to directly appoint or limit advertising.
Refer to the Decision maker responsibilities in recruitment fact sheet 258.8 KB) for further guidance.