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Conduct interviews and choose staff

Avoid staff turnover, get the right person for the job.

On this page

  • Set selection criteria
  • Use tips and template for interviewing
  • Use our reference check template

Important 

Make sure you know what salary level or wage you will pay before you get started.  Check employee pay rates and conditions.

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Setting up the selection criteria 

This template can help you make an objective decision on the most important requirements for the candidate.

Selection criteria template (DOC 45.5 KB)DOC icon

Before sitting down to plan your interview questions, ask yourself:

  • does this person have the skills, qualifications, attitude and experience to perform well in this job?
  • will they fit in with other employees and the culture of the company?
  • will they stay? Do the candidate's goals match what your company can offer and has planned? Will there be some degree of challenge for them in this job?

Reviewing job applicant resumes

Simply take the list of selection criteria you have created and begin looking through the resumes for people who have your most highly valued criteria e.g. specific qualifications or experience. 

Interview format

Once you have a shortlist of potential applicants you need to decide if you are going to have a telephone interview or an in-person interview, you can conduct both.

Telephone interviews

Be prepared with a list of core questions to ask each applicant and specific questions related to their application. Make notes during your conversations so you can review later.

Explain to the applicant the process that you're currently conducting and what the next step will be e.g. you will be back in touch if you'd like to organise an in-person interview.

In-person interviews

Arrange a timetable for candidate interviews that allows you time between interviews to summarise your thoughts. Be prepared for the interviews as you want to create a professional impression of your company.

Ensure you are familiar with anti-discrimination legislation, including the General Protections legislation of the Fair Work Act 2009, which also covers adverse action against prospective employees, national privacy policy and sexual harassment legislation.

Asking the right questions

This template provides a list of good, standard interview questions.  Use this as a start and follow the tips to tailor questions to suit your needs.

 Interview template (DOC 67 KB)DOC icon

Ask all candidates the same core questions

Asking the same questions will make it easier to compare candidates.

Help to focus the candidate

Make the candidate feel welcome and as relaxed as possible
give the candidate an overview of the company and reason for the vacancy.

Use experience-based questions

Asking the candidate to give examples from their past will give you a better idea of what they will do in the future.

Ask open-ended questions

You will get more detail and insight if you use why, who, where, how, what, when and tell questions e.g. 'Tell me about a time when you've had a difficult customer. How did you deal with the situation?' 

Look for the competencies you need

Make sure the questions you ask test the competencies you need in the job e.g. leadership, team work, conflict resolution, initiative, customer management etc.

Reference check

It is usual to contact two of the applicant's previous immediate managers/supervisors. Like the interview itself, it's worth having standard questions to ask the referee. This template provides some standard reference check questions.

Reference checking template (DOC 56 KB)DOC icon

For graduates with limited work experience, school or university tutors or character referees may be useful. Clients, customer or previous supervisors may also be useful referee options for applicants that have been out of the workforce for a while, or have been working for themselves.

When should I check references and what should I expect?

Reference checks occur usually when you have narrowed your selection to one or two candidates. You must get permission from the candidate to check their references.

How do I handle candidate-friendly referees?

Referees will usually not hesitate in talking about the candidate's strengths but are often hesitant to talk about any potential weaknesses. One way to investigate this area is to ask questions such as 'Are there any areas for improvement which you can suggest as this individual moves forward in their career?' 

Check qualifications and eligibility

If the position requires specific qualifications, make sure you have inspected the relevant documents and certificates.

You should also be sure that the candidate is authorised to work in Australia. If in any doubt, make sure you have seen the documentary evidence before making the final decision to hire them.

Tip: when you have selected a successful candidate you may need to take copies of documents for the employee file.

Case Study: Creative staffing strategies for country businesses

'Once I had defined my (customer service standard) expectations, I knew the quality that I needed to be reflected in my staff.'
Tim Marwood, Timboon Fine Ice Cream

Read more about Creative staffing strategies for country businesses

A Timboon Fine Ice Cream mobile van serves customers