Purpose
The purpose of this policy is to encourage staff members to refer outstanding, suitably qualified candidates who fit the high-performance culture of our company and who appear to meet the selection criteria for a designated vacant position. Our company has developed ethical, fair and impartial staff selection procedures which aim to be free from conflict of interest and characterised by confidentiality and respect for the privacy of applicants’ personal information, in line with the provisions of the Federal Privacy Act 2000. In referring to potential candidates as encouraged by this policy, staff making referrals are expected to uphold these important principles.
Scope
This policy is designed to encourage existing staff members to refer outstanding and suitably qualified people as candidates for designated vacant positions at our company. Staff Referrals may include friends or professional colleagues or acquaintances, whose qualifications and experience give evidence of matching the essential selection criteria for a designated vacant position at our company . Our company supports the principle that all staff are selected on merit as assessed against position requirements. These requirements are articulated as selection criteria for each position.
Policy Statement
This policy relates to the referral of potential candidates by staff members to designated vacant positions at our company. Our company wants to attract the best available staff in order to achieve its strategic goals and recognises that staff members can play an important role in referring potential candidates as they understand the company’s unique culture and mission.
Application interim
All staff of our company may refer a potential candidate for a designated vacant position at our company .
Approvals
The approval for filling positions through employee referral or associated internal recruitment rests only with the HR Manager. Approvals for Selection Committee composition and Selection Committee recommendations are consistent with those in company Recruitment and Selection Policy and are documented in the relevant company Delegations.
Procedures
When a vacant position (this would include soon to be vacant positions such as those resulting from a resignation or retirement) is identified as falling within the parameters of this policy, the nominated supervisor will notify the Human Resources (HR) Manager and provide to HR the Position Description (where appropriate) and the essential Selection Criteria.
Internal Notification of Vacant Positions
The nominated supervisor will:
- circulate a notification of the vacancy to all staff, using the standard format;
- The notification will include the position title, the classification and salary level of the position, whether the position is offered on a continuing or fixed term basis, the organisational or functional division name, the location of the position, and contact details for specific enquiries and position information.
Referrals
An internal notification will include an invitation to employees to put forward the names of any potential candidates they wish to refer for a position that has been notified as vacant. The employee or nominated supervisor is to advise the person and confirm that if they are interested they need to submit an application to HR Support. The employee may then advise HR Support of a potential candidate within 3 working days of the notification. The Human Resources Manager will reply in writing to confirm that the referral has been received.
Selection Committee
If any suitable referrals under this policy are received, the HR Manager may establish a Selection Committee, consisting of:
- For a continuing appointment – Full Selection Committee consistent with the company Recruitment and Selection Policy;
- For a fixed term appointment – Full Selection Committee consistent with the company Recruitment and Selection Policy.
Applications
Full written applications for the position addressing the selection criteria will be due within 5 working days of the date of the notification.
Referee Checks
Applicants will be required to supply the contact details of three referees with their applications.
Review of Applications
Written applications will be considered against the selection criteria. Applications that do not meet the selection criteria will not be considered further.
Interviews
Suitable applicants for continuing positions under this policy may be interviewed by a full Selection Committee, using the approved structured format as set out in the company’s Recruitment and Selection Policy. Suitable applicants for fixed term positions under this policy will be interviewed by a Selection Committee consisting of:
- The Nominated Supervisor
- One Executive Manager
Decision, Probation and Selection Committee Report
Decision Following the interview/s the selection committee will decide on the suitability of the applicants, and, if there is more than one applicant who appears to be suitable, rank them in order of preference. Referee checks will then be conducted for any applicant who is under consideration for the position. If the referee reports do not confirm the Committee’s rankings, the Committee should consider whether to check the referees of another candidate, if there is one, or to proceed to recruitment action through the normal processes.
Selection Committee Report
The Chair of the Committee is responsible for documenting the Selection Committee’s Report. The Report will specify the following details in respect of any recommended applicant:
- Details of the recommended applicant
- The reasons for recommending the applicant, in terms of the selection criteria
- Any conditions that apply to the appointment, such as probationary periods
- Whether the appointment is continuing or fixed term, consistent with the position notification
- The recommended commencement date
- The level and step to be offered
- The ranking of any other eligible applicant who was considered under this policy
- Any dissenting opinions If no applicant considered under this policy meets the essential selection criteria, no appointment will be recommended and the Report will specify the reasons for this decision.
Probation
For new supervisory Staff appointed under this policy, a probationary period of up to six (6) months will apply, consistent with the company’s Probation for Supervisory Staff Policy. For new casual employees appointed through this policy, the normal probationary period or three (3) months will apply.
Payment of Bonus for Staff Referrals
Staff may be paid a bonus for referrals under this policy on the date of the first pay period after the 12 month anniversary of the date the referred staff member commenced at our company, subject to successful probation (three months). If the staff member referred under this policy leaves employment with our company within 12 months, for any reason, the bonus will not be payable.
Conflict of Interest
An employee shall not refer as a candidate for a position under this policy any person with whom the staff member has or has had a close personal relationship. Failure to comply with this requirement shall be treated as a breach of the organisation’s Code of Conduct for all employees and may lead to disciplinary action. A staff member making a referral cannot play any part in the recruitment process or act as a referee.
Documentation
- Email Notification of Vacancy
- 11. Legislation
- Federal Privacy Act 2000
- Fair Work Act 2009