Recruitment, Selection, Onboarding, Induction
Checklist Guide
ABOUT
Do you have effective and documented recruitment, selection, on-boarding and induction practices in place?
1. Our recruitment and selection process is legal and compliant i.e. follows Fair Work Act 2009, Equal Employment Opportunity (EEO) law etc.<br />
Why is it important?
- You need to have a recruitment and selection process complies with the law and ensures it is free from discrimination. Fairwork have the following information to help you, https://www.fairwork.gov.au/find-help-for/small-business/hiring-employees
- You will attract the right candidates to apply for the role.
- You will maintain a positive brand in the industry.
- The following link will help you establish a robust recruitment and selection process. file:///C:/Users/ccpco/Downloads/guide-to-hiring-new-employees.pdf
How can I tell if I meet this in my business?
- You attract the right candidates for the role.
- You follow a consistent recruitment process including asking similar questions to all candidates.
- The standard, forms, templates and questions are used/completed throughout the recruitment and selection process.
- You offer the role to the preferred candidate and they accept.
- You do not have any issues or concerns which relate to your recruitment and selection process e.g., discrimination.
What do I need to do to meet this item?
- A published recruitment and selection process which is widely available.
- Standard forms and templates, questions for the recruiter to complete.
2. We undertake appropriate reference and/or background checks (including national police or medical checks if applicable) for all new hires<br />
Why is it important?
- Ensure that you are qualifying the candidate’s skills, experience and behaviours that were displayed during the interview process.
- Ensure that the preferred candidate has the appropriate background and health wellness to complete the core duties and responsibilities of the role.
How can I tell if I meet this in my business?
- You have the relevant authority forms signed by the preferred candidate as agreement to conduct checks.
- Reference checking is conducted prior to a candidate being offered a role.
- These appropriate medical and/or health checks are completed prior to a candidates being offered a role.
What do I need to do to meet this item?
- You have authority forms/templates for the candidate to sign as agreement to conduct checks.
- You have connected with providers who can conduct medical and police checks on your behalf.
- You have reference checking templates in place.
3. We provide new employees with all the appropriate forms during the induction and on-boarding program including the latest Fair Work Information Statement and Choice of Superannuation Fund
Why is it important?
- It is a legal compliance to provide all employees with a FairWork Information Statement, Choice of Superannuation Fund and Tax File Number form.
- It provides employees with the relevant information regarding their employment rights and responsibilities.
- It makes it easier for the employee to receive all their relevant forms to complete at induction/onboarding time in order for their first pay to be scheduled in the payrun.
How can I tell if I meet this in my business?
- You have a process in place when new employees start in your business.
- You have all the forms available for the employees to complete prior to starting or on their first day.
- The employee completes all relevant information and they get paid in the next scheduled payrun.
What do I need to do to meet this item?
- Ensure FairWork Information statement, Superannuation Choice form and Tax File Number form are provided to the employee as soon as practicable.
- You have templates and forms to complete to ensure the business has all the relevant information on the new employee.
4. Our hiring managers/staff involved in conducting interviews are appropriately trained and have all the correct tools to undertake the process
Why is it important?
- The recruitment process is usually the first introduction for the candidates to the business and it needs to make the best impression possible.
- Hiring managers need to ensure the interview process is compliant with the legislation including questions asked.
- Hiring managers have all the information to conduct the recruitment process in a consistent manner allowing all candidates a structured interview.
How can I tell if I meet this in my business?
- Hiring managers are trained in recruitment and selection process and provides the relevant tools.
- Your recruitment and selection process has been successful in recruiting right fit employees.
- You have the tools in place for an effective and consistent recruitment process to take place.
- You do not receive any discrimination claims out of the recruitment process.
What do I need to do to meet this item?
- Training and information in place for hiring managers to be able effectively recruit and select employees.
- Hiring managers are informed about their responsibilities in the recruitment and selection process under the legislation.
- Standard forms, templates and questions are available for use by the hiring managers.
5. Job Descriptions are used in our recruitment and selection process
Why is it important?
- Job Descriptions outlines the key duties, responsibilities and behaviours for the role which you are recruiting for.
- You can design specific interview questions around the key requirements of the role.
- It helps ensure that the recruitment process is based on the role and the business needs.
How can I tell if I meet this in my business?
- You have a Job Description for each role in the business which is updated on an annual basis.
- Hiring managers use Job Descriptions as a base for the recruitment and selection process.
- Your recruitment and selection process has been successful in recruiting right fit employees.
- You do not receive any discrimination claims out of the recruitment process.
What do I need to do to meet this item?
- Job Description template.
- Job Descriptions included in the recruitment and selection information.
- Standard interview questions for each role.
6. Our interview questions include behavioural-based questions to help identify suitable candidates that are not only competent but importantly are a 'cultural fit' for our business
Why is it important?
- As a general rule you usually recruit for skills and performance manage employees as a result of their behaviours or attitude.
- Behaviours of employees reflect the business brand and culture.
- Right fit employees who have the right behaviours increase productivity and efficiency.
- Right fit employees attract other like-minded employees.
How can I tell if I meet this in my business?
- Behavioural based questions are asked in the interview process.
- The employees behave according to the culture and the values of the business.
- You do not need to performance manage employees based on their attitude or behaviours.
- You have a high performing team which consistently meets and/or succeeds targets.
What do I need to do to meet this item?
- Job Description template which includes behaviour expectations and business values.
- Updated Job Descriptions for all roles.
- Set of behavioural based interview questions.
7. All verbal and written offers of employment (both permanent and casual) have been approved by the appropriate Director(s) and are communicated to the new hire by an authorised staff member
Why is it important?
- The business needs to be certain that the role is required by the business and that the business can afford to pay for the role.
- You need to ensure that there is available equipment (e.g. computer, workstation) ready for the new hire.
- The Director(s) are ultimately responsible for the employees in the business.
How can I tell if I meet this in my business?
- The relevant staffing budgets are reviewed prior to any new hire being approved.
- Equipment required for the new hire is assessed and arranged as required.
- All new hires are approved by the appropriate Director(s).
- Director(s) know when a new staff member commences.
What do I need to do to meet this item?
- Staffing budget.
- Equipment, resourcing budget.
- A new hire approval process.
8. We have a structured induction and on-boarding program in place for new employees when they join our business and it's rolled out consistently across the organisation
Why is it important?
- It acts as a catalyst for employee satisfaction, engagement and retention.
- 4% of new hires leave a job after a disastrous first day.
- 22% of turnover costs occur within the first 45 days of a new employee commencing.
- The costs of turnover to a business are at least 3 times the employee’s salary.
- An effective onboarding program increases your reputation which ensures the attraction of right fit team members.
How can I tell if I meet this in my business?
- A structured induction and onboarding program are in place.
- New employees are introduced to the business by participating in an induction/onboarding program.
- Managers and leaders are educated in how to conduct an induction/onboarding program.
- Managers and leaders are accountable for their new team member’s induction/onboarding program.
What do I need to do to meet this item?
- Ensure an induction/onboarding program is developed and used for new employees.
- Managers and leaders are training in the induction/onboarding process.
9. When a new employee joins their workstation is set up and their IT hardware and software requirements e.g. email address and passwords etc. are available from their first day of employment
Why is it important?
- You have one opportunity to make a first impression on a new employee that you are welcoming, well organised and ready for them to commence.
- By having all these arrangements in place, you do not have any ‘down time’ with the induction and onboarding process and the employee is able to start contributing to the business as soon as possible.
How can I tell if I meet this in my business?
- Workstations is set up for the new employee prior to commencing.
- IT set up including email and passwords have been set up prior to the employee commencing.
What do I need to do to meet this item?
- Ensure workstation, IT Hardware and software are set up are included as part of the pre-Induction checklist.
- Ensure managers and leaders check set-up has been completed and IT passwords etc. have been tested.
10. We communicate with all unsuccessful candidates and close out our recruitment process in order to maintain a positive employer brand experience
Why is it important?
- You need to maintain a positive employer brand to ensure you attract the right fit employees in the future.
- You may need to go back to some of those people in the future in the event other roles become available.
- You can develop a ‘bench’ of people for future roles which saves time and money in the recruitment process.
How can I tell if I meet this in my business?
- You have right fit candidates interested in future roles.
- You can employ new recruits from the ‘bench’.
- You receive positive comments on sites such as Glassdoor.
- People enquire about roles in the business when you have not advertised.
What do I need to do to meet this item?
- Have an ‘unsuccessful candidates’ process as part of the recruitment and selection process.
- Ensure hiring managers follow up with unsuccessful candidates as art of their process.
11. Our Organisation Chart is kept up to date at all times with departing employees removed and new hires added upon commencement
Why is it important?
- They help build and design the business structure to meet the business’ objectives.
- They can guide the employees to know their rights and responsibilities.
- They help divide the functions of a business, division or department.
- It shows the relationships between the employees.
How can I tell if I meet this in my business?
- You have an Organisational chart developed and is communicated to all employees.
- The Organisational Chart is updated when employees leave, and new hires commence.
What do I need to do to meet this item?
- You design an Organisational chart which is displayed and up to date at all times.
12. We communicate regularly with new employees prior to their commencement and during their probation period (and beyond) to maximise engagement, productivity and success of all new appointments
Why is it important?
- It increases the new starter’s excitement as well as fosters a relationship between before induction.
- It makes the new hire feel valued and welcomed.
- It increases your reputation as an employer who ensures that the first experiences with the business are constructive and positive.
How can I tell if I meet this in my business?
- You have a structured pre-boarding process and checklist in place, and it is used for all new hires.
- Your managers and leaders are training in the onboarding process.
What do I need to do to meet this item?
- Preboarding process developed and in place.
- Pre-boarding checklist in place.