NATIONAL OFFICE RECRUITMENT PROCEDURES

Scope and responsible officer
These procedures have been developed by the Advisor, Industrial Relations & Human Resources. The procedures relate to all posts to be filled within the ALIA National Office. Any queries or proposed amendments to the procedures should be discussed with the IR&HR Advisor in the first instance.

Principles
Appointment and promotion within ALIA's National Officer is based on merit. All procedures should aim to attract the best staff for positions available and to encourage promotion within the organization from suitably qualified and experienced staff. Procedures shall take account of relevant legislation, including legislation relating to equal opportunity principles, and the need to recruit meritorious staff in a manner that is efficient in terms of both the time and budgetary constraints of a non-for-profit organisation.

Procedures

1. A vacancy arises when an employee leaves the National Office or a new post is established.
2. Where a vacancy arises as a result of resignation, the Executive Director in consultation with the IR&HR Advisor and the relevant supervisor, will determine whether the post should be filled and/or be redesigned to take account of change in workload, work value or changes in ALIA's wider operations.
3. Where it is proposed that a new post be created, the supervisor will discuss the reasons for the proposal with the IR&HR Advisor in the first instance, prior to the proposal being referred to the Executive Director for approval.
4. Once assessment of the post to be filled, either by resignation or as a new post, has been completed, a job description will be written. The description should accurately reflect current and foreseeable duties of the post and set out knowledge, skills and personal attributes required to fulfil the relevant duties. Reference should be made to essential and desirable qualifications, such as diploma, bachelor or postgraduate degree, IT training, experience in the library and information sector.
5. For posts up to and including ALIA Level 3, job descriptions and level of appointment will be determined by the supervisor and the IR&HR Advisor.
6. For all posts at ALIA Level 4 and above, job descriptions and level of appointment will be determined by the supervisor, IR&HR Advisor and Executive Director.

Advertising and Recruitment
As a general principle, advertising and recruitment procedures will be related to the level of the post to be filled and degree of specialisation required by the duties of the post, as follows:

• For general clerical posts within Levels 1-2 it may be satisfactory, as well as time-saving and inexpensive, to appoint on a word-of-mouth basis from among contacts within the ALIA National Office. Should such contacts not be fruitful, the relevant post will be advertised on the Employment section of the ALIA website. The next steps would be to advertise on general employment websites such as www.seek.com.au, with which ALIA has an account.
• For posts at Levels 3 and 4, wider recruitment procedures would normally be required. The first steps will normally be to place the advertisement on the ALIA website. Where a level of specialisation is required, such as library or IT qualifications, the vacancy may be referred to a specialised recruitment agency, such as Zenith or Peoplebank, noting that the ALIA website has links to recruitment agencies at www.alia.org.au/employment/links.html
• For all posts at the level of Senior Officer Grade 1 and Senior Officer Grade 2, wider recruitment policies will be followed, other than in extenuating circumstances where the Executive Director may approve appointment by invitation, for example, where a well-qualified candidate is known to be available and interested in appointment to ALIA. Posts at this level would be advertised in the manner prescribed for appointments to Levels 3 and 4 and newspaper advertisement may also be considered, usually in the Saturday edition of The Canberra Times.
• Each advertisement will be linked to the job description, key responsibilities and knowledge, skills and attributes required for the post. Should experience in the library and information sector be essential or desirable, this will be clearly stated. Closing dates for applications and the ALIA postal address will be included, together with advice that applications may be forwarded electronically.
• For most posts, the contact person for further details will usually be the Assistant Director in the relevant area. For Senior Officers, the contact person will be the Executive Director.
• Closing dates will usually be two weeks from the time an advertisement is placed.

Receipt of applications and appointment

1. Applications should be acknowledged by email as soon as they are received or, at the latest, immediately after the closing date, with advice that ALIA will be in touch as soon as possible as to the next stage in the recruitment process.
2. Applications will be referred to the contact person for each position for ranking as to applicants who should be interviewed and/or references sought. Applicants not shortlisted for appointment should be so informed without delay.
3. The contact person/supervisor for the post to be filled will confer with others to be involved in the selection process, usually including the IR&HR Advisor, as to whether references will be sought prior to interviewing candidates. If so, the supervisor will contact nominated referees, usually by telephone, keeping notes of referees' comments.
4. The supervisor will liaise with other staff to be involved in interviewing to arrange suitable times for interviews to be conducted. Interviews will then be arranged with candidates. At least two members of ALIA staff will be involved in each interview.
5. Should an interviewing committee require further information regarding one or more candidates, they should consult with relevant candidates as to sources of such information, for example, ensuring that a candidate is comfortable about possible further referees being approached.
6. Where those involved in a selection process agree as to the preferred candidate, a report (usually one page) should be written with a recommendation regarding appointment. The report should outline the circumstances in which the vacancy arose, procedures followed, number of applications received and shortlisted. Reference should be made to the qualifications and personal attributes of the proposed appointee which make her/him suitable for appointment. The recommendation should include the salary level at which the candidate should be appointed.
7. The report of the selection procedure, together with the successful application and supporting documents, should be referred to the Executive Director for approval. Once approval is obtained, the supervisor of the IR&HR Advisor will contact the proposed appointee to offer the position. If accepted, the IR&HR Advisor will prepare a formal letter of offer, which constitutes the employment contract, for signature by the Executive Director, or her delegate. The letter of offer will make reference to and enclose the current ALIA National Office Collective Agreement. Examples of offer letters can be found at X:\HR\Appointments, to which senior staff have access.
8. When the appointee has signed and returned the letter of offer, with advice as to commencement date, papers relating to the appointee will be transferred to a personal file created by the IR&HR Advisor. Papers relating to unsuccessful applicants will be retained by the IR&HR Advisor for reference in the event of similar vacancies arising.

Induction
On appointment to ALIA, appointees will be given an induction folder, held within the office of the IR&HR Advisor. Contents of the induction folder include

• tax declaration form
• superannuation choice of fund form
• personal details form for placement on personal file
• contact details for National Office staff and any current rosters
• statement of National Office Team Capabilities and Values
• ALIA mission statement for current year
• Information sheet regarding First Aid and members of OH&S designated working group within the office.

Probationary procedures
These are covered by clause 36 of the 2009-2012 Collective Agreement and apply to permanent appointments or short-term appointments of longer than three months. Supervisors who identify difficulties in the conduct or performance of a staff member within three months of appointment should identify the IR&HR Advisor as soon as possible so that relevant issues can be addressed.

The IR&HR Advisor is responsible for noting the date on which a staff member's probationary period ends and for alerting the relevant supervisor within two weeks of the end date.

When a staff member's performance has been deemed satisfactory, the Executive Director will inform the staff member in writing of confirmation of appointment, with a copy of the letter to be placed on the staff member's file.