When hiring a new employee you can do the recruiting yourself, or use a recruitment agency to perform the candidate search, interview and selection process.
Deciding on job salary levels
You can find salary information from professional and trade associations. Internet job boards are also a good source of current market salaries as they will show what other companies are offering for similar positions. If you use a recruitment agent they may have industry standard salaries for the position.
A decision matrix can help you make an objective decision on the most important requirements for the candidate.
Before sitting down to plan your interview questions, you need to determine the main things you're trying to discover from the interview. These should include:
- 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?
Once you have advertised for a new role you need to decide how the interview process will go. Options include resume reviews, telephone interviews and in-person interviews.
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.
Interviewing job candidates
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.
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.
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.
Use these tips to help keep your interview on track and give you the answers you need:
- ask all candidates the same core questions: asking the same questions will make it easier to compare candidates
- make the candidate feel welcome and as relaxed as possible
- give the candidate an overview of the company and reason for the vacancy: helping focus the candidate and you during the interview
- explain the process to be used in the interview
- 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.
This template can assist you with questions to be asked during an interview .
Reference check template
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:
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?'
Checking candidate 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.