1. Review Need for Vacancy
When assessing workforce needs and deciding whether to fill a vacancy, follow these steps:
- Assess the workload and tasks of the position in alignment with team goals and priorities.
- Determine if existing staff can effectively manage or absorb the additional workload.
- Evaluate the potential impact on team performance if the vacancy remains unfilled.
- Consider the financial implications, including ongoing position/salary costs, recruitment expenses, and training investments.
- Gather input from key stakeholders, such as team members, supervisors, and clients, to understand the urgency of filling the vacancy.
By considering workload, impact, finances, and stakeholder feedback, you can make a well-informed decision about filling the vacancy. This approach ensures efficiency and effectiveness in managing your workforce.
2. What are my options for filling a vacancy?
There are a number of options for filling an identified vacancy.
These include:
- External Fixed Term Contracts - any term
- Permanent Appointment - Internal and External Vacancies
- Temporary Internal Opportunities (including higher duties or secondments)
The most suitable option really depends on the nature of the vacancy. See below for more information about each option and the associated recruitment procedure for each.
External Fixed Term Contracts
All fixed term positions must be advertised internally on Council's intranet site for a minimum of 5 working days.
Hiring Managers can elect to also advertise the vacancies externally simultaneously if desired (minimum of 5 working days also).
A Pulse Position Requisition is required.
Please see check the Fair Work Website for all limitations on Fixed Term Contracts.
Permanent Recruitment - Internal and External Vacancies
All permanent vacancies must be advertised internally on Council's intranet site for a minimum of 5 working days.
Hiring Managers can elect to also advertise the vacancies externally simultaneously if desired (minimum of 5 working days also).
A Pulse Position Requisition is required.
Temporary Internal Opportunities (Including Higher Duties or Secondments)
Up to and including 2 weeks duration
The vacancy can be appointed at the hiring managers discretion using any advertisement and selection process. These may include an EOI via email or The Source.
To confirm the successful applicant, an Existing Employee Temporary Movement form must be completed.
More than 2 weeks duration
The vacancy can be advertised via The Source or via Pulse. The advertising option can be decided by the hiring manager.
- The Source - vacancy must be approved by Department Manager and OD must be advised of pending recruitment. Then EOI's must be sought via The Source across all of Council (completed by the hiring manager). Applicants must submit applications via email directly to the hiring manager and applicants must be reviewed based on the role requirements.
- Pulse - position requisition form in Pulse must be completed and once approved, OD will automatically create the job advertisement for a minimum of 5 business days if all job information is provided and correct.
Once you have a preferred internal applicant, an Existing Employee Temporary Movement form must be completed to confirm the appointment.
The hiring manager is required to complete the below mandatory requirements for auditing purposes:
- File all required recruitment paperwork in the relevant position recruitment folder in Objective - please email zzorgdevadmin@cgd.vic.gov.au if there is no recruitment folder created.
- Ensure the preferred applicant has applicable accreditation's and this is updated in Pulse accordingly (as outlined in the position description)
3. Review the position description
An up to date position description (PD) must be used in the recruitment process to assist you and the applicants understand the role. The PD must be reviewed before you submit your position requisition in Pulse.
Please note, if the vacant position requires any mandatory accreditations including Working with Children Check or Police Check, these must be noted in the position description. As of May 2025, a Working with Children Check is a mandatory accreditation in all position descriptions.
Find out more about Position Descriptions and how to update them.
4. Prepare the Position Requisition in PULSE (if applicable)
Refer to Step 2 above to confirm if the vacancy in your team requires an entry in Pulse.
If a Pulse entry is required, please submit a Position Requisition. Pulse is CGD's web-based Recruitment and People Management System.
For further information, or assistance with using Pulse, please refer to the help documents and videos below or email Organisational Development at zzOrgDevAdmin@cgd.vic.gov.au
Resources
5. Print the Recruitment Checklist
The Recruitment Checklist serves as a step-by-step guide through the recruitment process and is an audit requirement to ensure we all approach recruitment and selection consistently and in compliance with organisational legislative requirements.
Resources
6. Review relevant policies
Understand the policies which are relevant to the recruitment and selection of employees.
The Workplace Adjustments Guidelines set out obligations on recruiting officers to support people with a disability to participate effectively in the process. Please ensure you are aware of these obligations.
Addition from policy: Before advertising a vacancy, the hiring Manager must contact the Organisational Development team to seek advise on if there are any current redeployees that may be suitable for the upcoming role.
Resources
Workplace Adjustment Guidelines - 357KB
Working with Children Check Guidelines - 209KB [These Guidelines are currently being reviewed and updated]
7. Advertise the approved vacancy - If via PULSE
Whilst completing the position requisition form in Pulse you will be asked to attach a job advertisement as well as an approved Position Description.
Once the position is approved in Pulse, Organisational Development will create a job listing to be advertised within 2 days unless advised otherwise.
Objective Recruitment Folders
When the job listing is active, Organisational Development will create a Recruitment Folder in Objective designated to the advertised position.
This folder is only accessible to staff who were nominated when you completed the Position Requisition Form. All nominated staff will receive an automated email with a link to that folder.
These folders are to be used as a holding place for all relevant recruitment documentation and correspondence.
Each folder will have the following sub folders:
- Candidate Documents (Resume, Cover Letter, Key Selection Criteria and any other relevant documents related to the candidate)
- Interview Notes
- Position Requisition (Organisational Development use)
- Pre-Employment Screening (Certifications, ID's, Wave Profiles, WWCC and other relevant pre-employment documents)
- Recruitment Checklist
- Reference Checks
- Selection Grid
Please ensure all relevant recruitment documentation is filled in this folder for Organisational Development to access.
Resources
Job Advertising Templates - External & Internal - 81KB
Job Advertisement Template - Internal Only - 58.3KB
8. Shortlist applicants
Applications of varying suitability will appear in the Pulse eRecruitment system. Hiring Managers and/or Hiring Members can then review, assess and shortlist candidates against the selection criteria outlined in the position description.
Hiring Managers and Hiring Members can refer to the Pulse eRecruitment User Guide for details of how to shortlist applicants within the Pulse eRecruitment system.
Please note, as per our Recruitment Policy, all positions at Band 7 and above (including secondments and fixed-term roles), there must be a 50/50 gender balance at all stages of the recruitment process (long list, short list and interview list), unless the CEO has granted special dispensation for this requirement to be waived in a particular case. This must be reflected in PULSE and/or selection grid.
Shortlisting is managed via Pulse using the 'Shortlist', 'Interview' and 'Not Suitable' categories.
Best practice recruitment processes are timely and responsive, so communicating with applicants as soon as possible increases the likelihood of securing the best candidate for your role.
Resources
9. Selection activities
The next steps are to prepare selection techniques (e.g. phone screening, interview guide, group interview, practical testing, psychometric testing, pre-employment screening, functional capacity assessment, reference checks) set up a selection panel, and invite candidates to participate.
When inviting candidates to participate, please explain the nature of selection techniques including asking if they require any adjustments to enable them to participate effectively and safely in the process.
If your candidate did not apply online, ask them to complete the Applicant Declaration form prior to interview.
Resources
Capability Framework/REACH Sample Interview and Reference Check Questions - 300KB
10. Reference checks
Checking what previous managers and co-workers have to say about a potential employee is an important and mandatory step in Council recruitment process.
The Importance of Conducting Reference Checks cannot be understated:
- The best indicator of future performance is a candidate's past performance, and their current or previous employer is the best source of this information;
- Hiring managers can get additional information on the candidate's performance, behaviour, attitude and other traits, which makes the hiring decision, evidence based.
- Hiring managers can avoid hiring an undesirable candidate with timely information through reference checks.
Hiring Managers must speak with at least two referees to get a full understanding of the candidate’s ability to do the job.
The Reference Check template below contains generic questions. Hiring Managers are encouraged to add specific questions based on the position description, the candidate's resume, responses given during the interview as well as anything you want to follow up from any psychometric testing.
All Completed reference checks need to be filled in the relevant Recruitment Folder in Objective.
Resources
Capability Framework/REACH Sample Interview and Reference Check Questions - 300KB
11. Pre-employment checks
A functional capacity/pre-employment screening is to be carried out where the job requires >10 per cent physical work. This will be outlined in the task analysis included in the position description.
Working with Children Checks are mandatory and the appointment to the position cannot occur until evidence of a valid Working with Children Check is provided.
Where a Police Check is required for the position. the appointment to the position cannot occur until evidence of a satisfactory Police Check is provided.
When you have completed and received all pre-employment documentation, please file in the relevant Recruitment Folder in Objective.
Resources
Pre-Employment Screening/Functional Capacity Assessments
Department of Justice and Regulation - Working with Children Check website
12. Confirm appointment
Prepare a selection grid ensuring you have consolidated ratings for all aspects of the selection process and complete the New Appointment Form for Manager or Executive Manager approval.
Please ensure you file the completed Selection Grid in the relevant Recruitment Folder in Objective.
Resources
Selection Grid - 17KB - Required for all appointments with more than 1 applicant.
New Appointment Form - 155.5KB - use this for new employees (including agency staff) and when making a permanent appointment (internal or external)
Existing Employee Temporary Movement Form - Use this form for temporary internal opportunities (higher duties/secondments)
13. Finalise process
Advise unsuccessful interviewees and file completed Recruitment Checklist and all other accompanying recruitment paperwork in the relevant Recruitment Folder in Objective.
Update applicants in Pulse as per the below:
- Unsuccessful interviewed candidates - move to 'Interview' category
- Unsuccessful candidates not interviewed - move to 'Not Suitable' category
Best practice recruitment processes are timely and responsive, so please communicate with applicants as soon as possible.
Letters of Offer - for Permanent (internal and external) Recruitment & Fixed Term Contracts (External)
Lastly, please email through the completed New Appointment Form to Organisational Development at zzOrgDevAdmin@cgd.vic.gov.au. This will notify an officer to prepare a letter of offer.
Please ensure you have provided the Organisational Development and Payroll Teams sufficient time to process your appointment. We require a MINIMUM of 10 business days to complete this process.
These cannot be backdated, so please ensure the start date is at least one fortnight in advance.
Resources
Script for Managers advising an unsuccessful job applicant - 76KB
