Monash University Procedures - Recruitment Advertising

Title of Parent Policy

Recruitment, Selection and Appointment

Title of Supporting Procedures

Selection and Appointment

Definitions

Preamble

Monash University seeks to have recruitment, selection and appointment practices that reflect the University's strategic and operational objectives, have regard to merit, transparency and fairness and are cost effective.
The purpose of these procedures is to:

• outline the process for recruitment advertising
• provide guidance for the recruitment advertising process; and
• comply with relevant legislative and employment frameworks and obligations applicable in Australia.

The procedures do not apply to Malaysia and South Africa.
The procedure for Recruitment Advertising encompasses the following aspects of recruitment advertising:

1. Approval for recruitment advertising
2. Recruitment advertising requirements and exemptions (Including current restrictions)
3. Placement of advertisements
4. Types of recruitment advertisements
5. Guide to writing advertisements
6. Recruitment advertising forms and documentation
7. Deadlines
8. Cost of recruitment advertisements
9. Quick reference

Approval of recruitment advertisements

All recruitment advertising must be approved by the Dean or Divisional Director through the Request to Advertise form. HR Operations administers the placement of all recruitment advertisements.
Multiple appointments can be made to each advertised position at the same level.

Recruitment advertising requirements and exemptions

2.1 The requirement to advertise new or vacant positions

Recruitment advertising should support the objectives of attracting the best person for the role, selecting a person based on merit, ensuring transparency in recruitment processes in order to demonstrate fairness and recruiting in a cost effective manner.

Vacant fixed term and continuing positions are required to be advertised both on the Jobs at Monash website and externally via online websites and/or print media in accordance with the following guidelines on the placement of advertisements.

2.2 Exemptions from advertising

There is no requirement to advertise in the following circumstances:

• Appointments up to 12 months
• Casual or sessional appointments
• HEW Level 1 and 2 professional staff appointments.

There is no requirement to advertise externally in the following circumstances:

• Professional vacancies up to and including HEW Level 7 when the head of department / school / administrative unit certifies that a suitable field of applicants is available within the University
• Professional vacancies at HEW Level 8 or above when the Divisional Director Human Resources has approved the waiving of the external advertising requirement and an approved restructuring of the position has occurred.

If there is a possible redeployee suitable for a vacant role then the role will be exempt from advertising until the redeployee has been assessed for the position. Similarly the Advancing Indigenous Employment Coordinator is notified of vacancies prior to advertisement and may exempt the role from advertising until the potential applicant has been assessed for the role.

An ‘open and competitive’ recruitment process must be conducted for all positions. This means vacant positions must usually be advertised internally and/or externally. However, the following circumstances also qualify as ‘open and competitive’:

• a search for a specific role conducted by an approved recruitment agent;
• a search for a specific role using a targeted search plan approved by the Divisional Director Human Resources.

In this situation, the interim advertising restrictions, redeployment process and indigenous employment strategy continue to apply. If using a search instead of advertising contact the Human Resources Division to facilitate compliance with these processes.

2.3 Current Restrictions (effective 4 September 2009 – 31 December 2009)

The following arrangements apply to all:

• continuing professional staff vacancies; and
• fixed-term professional staff vacancies greater than 12 months.

These revised interim arrangements to advertising of professional staff vacancies are to achieve the following objectives:

• To position the university to create more efficient business models for internal service;
• To create stronger alignment between faculties and functional areas in the efficient and effective delivery of services;
• To support career opportunities for Monash staff; and
• To reduce the cost of recruitment advertising, and to support central and faculty areas in achieving 2010 budget targets.

Restrictions

External advertising is not permitted in the first instance for continuing or fixed-term (greater than 12 months) professional vacancies in non-faculty and faculty areas. The position must be advertised internally (this includes HEW Level 8, 9 and 10A to 10D which would normally be advertised externally).

All advertising for professional roles will only be through online advertising, not print.

Who can authorise?

Authorisation of the Request to Advertise and funding certification must be given by the relevant member of the Strategy and Resources Committee AND endorsed (where required) by the relevant functional head. (Refer to Table 1 below and Related Forms). The functional head must consider the Request to Advertise following authorisation of the Dean, Divisional Director, Campus PVC and either endorse the request or discuss alternatives with the relevant head.

What is the required process?

The position must be advertised internally in the first instance. Whilst the position is being advertised internally, applications may only be received from existing fixed-term staff (who are in positions which have been the subject of prior external advertising) or ongoing Monash staff. Casual and sessional staff are not permitted to apply for these positions, unless subsequently advertised externally.

The function of the role must be identified from the options provided for on the Request to Advertise form (see Table 1 below). Where the role includes multiple functions (for example finance and HR responsibilities), choose the function which is most relevant.

If a position is not filled by internal advertising, approval for external advertising may be sought through the Divisional Director, HR from the Vice-Chancellor’s Group sub-committee convened for this purpose.

All requests to the Divisional Director, HR for external advertising must include the initial approved Request to Advertise together with a supporting memorandum outlining the reasons for external advertisement. Submit this documentation to the Recruitment Advertising Officer, via email at adverts@adm.monash.edu.au or deliver to the Human Resources Division.

If a request for external advertising is received following internal advertising and the position is deemed (by the Vice-Chancellor’s Group sub-committee or delegate) to fall within the following categories, the request for external advertising will be approved:

• Executive/administrative support;
• Professional/specialist skills required; or
• Aligns with a strategic priority.

In exceptional circumstances, if the relevant Dean, Divisional Head or Campus Head believes that a specific continuing position is essential to effective program delivery, an application to bypass the compulsory internal advertising requirement and proceed immediately to external advertising can be submitted to the Vice-Chancellor’s Group sub-committee for consideration. This request should be directed to the Divisional Director, HR through the Recruitment Advertising Officer at the details above. Professional vacancies related to research funding or strategic projects with approved budget allocation for the financial year may fall into this category.

Vacancies are not to be advertised in print, except with the approval of the Divisional Director, HR.

Outside scope of restrictions

These restrictions do not apply to fixed-term roles less than 12 months, casual professional roles or any academic roles.

A Guide for Decision making (refer to section 2.4) outlines information for Managers, Deans, Divisional Heads and Campus Pro-Vice Chancellors and functional heads to consider prior to making the decision to advertise a position.

Advertising media

Professional roles are restricted to online advertising and are not to be advertised in print. Any exception will need to be submitted to the Divisional Director, HR for approval.

The position number must be included on the Request to Advertise form. The position number can be obtained as part of the classification process. If a new position number is required, go to the Organisational Unit and Position Management web page http://sssd.adm.monash.edu.au/opm/login.asp and the position number will be provided within 24 hours (usually provided the same day). Contact HR Enquiries on 9902 0400 for assistance.

2.4 Guide for Decision Making

Guide for Managers, Deans, Divisional Heads and Campus Pro-Vice Chancellors

The intention of the restrictions on advertising for professional roles is to ensure careful management of staffing across the university. This will support the university to have in place an effective business model for administration and address duplication and inconsistency.

In considering whether a role should be advertised, the following can be considered prior to submitting the Request to Advertise form:

• Is the role required now or can filling be deferred?
• Can work in the unit be redesigned to redistribute the work or reduce the work?
• Can the work be spread across a number of work areas?
• Can the role be undertaken on a part time basis?
• Can the role be filled on a fixed-term basis rather than continuing?
• Can the function be performed by another area or services combined?

In exceptional circumstances where the Dean, Divisional Head or Campus Head has good reason to believe that the required skills:

• are not available within Monash;
• are related to specific research funding; or
• relate to the achievement of a strategic initiative for which funding has been allocated,

then an application to by-pass internal advertising and proceed immediately to external advertising can be submitted to the Divisional Director, HR.

Guide for Functional Heads

The intention of the endorsement by the Functional Heads is to ensure alignment with the strategic directions of the university, consistency in approach across the university, identification of any alternative means to fulfill the role and increase the awareness of the Functional Head of any duplication of services.

In considering whether the role should proceed to be advertised, the Functional Head should have regard to other ways to provide the services required.

Placement of advertisements

3.1 Placement of advertisements for internal advertising

When a vacancy is exempt from advertising externally; it will be advertised internally on the Jobs at Monash website and will only be accessible by current Monash University staff, including casual and sessional staff (Refer to Current Restrictions)

3.2 Placement of advertisements for external advertising

External advertising requires that the role is advertised in at least one online or print media external to the university. Advertisements may be advertised online or in print according to these procedures. The following provides a guide to the comparative advantages and disadvantages of each media.

3.3 Online advertising requirements for Professional and Academic positions

All professional and academic staff positions that are advertised externally may be selected for listing in SEEK, MyCareer , CareerOne, UniJobs or Careers on Campus as part of a partnership agreement with those job boards. All externally advertised positions will also be advertised on Jobs at Monash website.

Other external websites and/or print media may also be used to attract a competitive field of capable, suitably qualified applicants or to attract applicants from overseas.

All academic positions of more than 12 months must be advertised externally ie. at least on one online job board external to the University.

You will receive notification from HR Operations once your online advertisements have been listed on Jobs at Monash so that you can proof-read the advertisement and request any necessary changes.

3.4 Print advertising requirements for Professional and Academic positions

Print advertising is optional for any advertised role (refer to Current Advertising Restrictions). If advertising in print, you will receive an electronic proof and costing details by email, normally by Wednesday afternoon in the week after you submitted documentation to HR Operations. You will need to approve the advertisement and cost via return email by 11am Thursday morning.

Professional Roles:

Where professional staff vacancies are advertised in The Age, they will appear in the Monash University composite advertisement under the Administration section.
Executive and HEW Level 10 professional staff positions may be placed as a single display advertisement in a category of choice.

Academic Roles:

Where academic staff vacancies are advertised in The Age or The Australian they will appear in the Monash University composite advertisement in the Higher Education section of The Australian on a Wednesday, or in the Monash University composite advertisement in the Higher Education section of The Age on a Saturday.

Professor (Level E) positions may be placed as single display advertisements.

Academic vacancies may also be advertised in the relevant professional journal or section of the newspaper.

Where a search firm is engaged for a senior position (HEW 10 and above, Level D, E and senior academic appointments) the recommended advertising strategy of the search firm may be accepted.

3.5 Common publications and publication days

For a list of the most commonly used publications, websites and publication dates refer to Common publications and publication days.

Normally positions are advertised for 10 working days. The minimum time a position can be advertised is 5 working days. There is no maximum period.

If you are having difficulties sourcing good candidates, would like advice on sourcing options or advice on courting candidates please contact the Human Resources Division on 9902 0400 for further advice and support.

Types of recruitment advertisements

4.1 Print - Composite

• Example [pdf]

Composite advertising is the University's preferred method of print advertising as it provides a prominent and noticeable presence in a cost effective way. Depending on the number of advertisements requested each week, Monash University will usually place a composite advertisement in the Higher Education section of both The Australian and The Age and the Professional section of The Age. A composite advertisement does not include advertisement text.

Individual advertisements within a composite advertisement will be placed according to seniority, followed by alphabetical order (by faculty / division). However, this order may be varied for sizing and/or layout purposes.

4.2 Print - Stand Alone

• Example [pdf]

Stand Alone advertisements apply when a Composite advertisement is not available as only one vacancy is being advertised in a particular publication or section of a publication.

4.3 Print - Display

• Example for non senior roles [pdf]
• Example for senior roles [pdf]

Display advertisements stand alone to advertise one vacancy in a particular publication or section of a publication and include advertisement text.
Display advertisements are only available to professional roles at HEW Level 10 and above and academic roles at Level E or above.

4.4 Print - Pointer

• Example [pdf]

Pointer advertisements direct applicants to the Monash composite advertisement which is placed towards the beginning of each section.

4.5 Online advertisements

• Example

Vacancies can be advertised simultaneously in the print and online media. HR Operations organises the placement of advertisements onto SEEK and other job boards.

5. Guide to writing recruitment advertisements

5.1 The advertisement text should contain a brief statement in two parts: firstly the requirements of the position and secondly the qualifications, skills and attributes required to perform the role. The text should aim to inform and attract suitable applicants.

5.2 The job requirements referred to in the advertisement should match with the selection criteria for the position. The advertisement should not refer to any personal characteristics, unless they are an inherent requirement of the job.

5.3 Ensure that the salary level and superannuation amount are correctly specified on the Request to Advertise form to avoid incorrect remuneration packages being advertised. Note that salary details in advertisements are listed as a total remuneration package including either 9% or 17% superannuation. For example: Remuneration Package: $54,458-$62,552 HEW Level 5 (includes employer superannuation of 9%).

5.4 Advertisement texts are included in online advertisements such as SEEK and Jobs at Monash. Print advertisements do not include the advertisement text, except for professional roles at HEW Level 10 and above and academic roles at Level E or above in display format.

5.5 It is important that the opening sentence contain key information about the role and the offer and be written in an engaging manner. This opening text is what will appear in an online search list for a potential candidate.

5.6 To attract as wide a qualified field as possible, especially for critical or hard to fill roles, consider offering the role as fractional. The following sentence will be included (with the exception of Monash University Library). “This role is a full-time position; however flexible working arrangements may be negotiated.” This allows the candidate to request flexible arrangements such as additional leave or work from home arrangements, but does not mean all requests can be accommodated.

5.7 There is no need to create a formatted version of your advertisement as all formatting is done by HR Operations. All other details about the position are extracted from the Request to Advertise (RTA) form.

5.8 Monash University online recruitment advertisements contain the following information:

• Position title - as per RTA form
• Department/School / Administrative Unit - as per RTA form
• Faculty/Division - as per RTA form
• Advertisement text - written by hiring area
• Remuneration package - as per RTA form (if part time, this section will state the fraction)
• Duration - as per RTA form, unless position is continuing (in which case no duration is listed)
• Enquiries - as per RTA form
• Location - as per RTA form
• Ref no - allocated by HR Operations

5.9 Monash University print recruitment advertisements contain the following information:

• Position title - as per RTA form
• Department/School / Administrative Unit - as per RTA form
• Faculty/Division - as per RTA form
• Salary - as per RTA form (if part time, this section will state the fraction)
• Duration - as per RTA form, unless position is continuing (in which case no duration is listed)
• Enquiries - as per RTA form
• Location - as per RTA form
• Ref no - allocated by HR Operations

5.10 Monash University's logo and information regarding Monash as an Equal Opportunity Employer and Employer of Choice for Women is included in all online advertisements.

6. Recruitment advertising documentation

6.1 Required documents

The documentation required to arrange for a position to be advertised comprises:

• the advertisement text, in Word format
• the classified position description (Professional) or Duties Statement (Academic) in Word format
• an approved Request to Advertise form; and
• any other supporting documentation. Eg classification advice outcome.

6.2 Advertisement text

The advertisement text should contain a brief statement about two key elements: what the position is required to do and secondly the skills, qualifications and the attributes the person needs to have to perform the role. See Section 5 on writing recruitment advertisements.
Please note there is no need to create a formatted version of your advertisement as all formatting is done by HR Operations. You only need to supply the advertisement text. All other details about the position are extracted from the Request to Advertise form. Email the advertisement text to adverts@adm.monash.edu.au

6.3 Position description

For professional positions, ensure the position description is in the current format (Refer to Related Forms).
For academic positions, a duty statement, containing an overview of the duties and responsibilities of the role including appropriate selection criteria, is required. Duty statements for academic staff should be developed in accordance with the Position Classification Standards (teaching and research or research only positions).
Ensure the position description/duty statement is presented professionally, as this document is made available to candidates at the Jobs at Monash website. Ensure that all tracked changes have been accepted and the ‘track changes’ function within the document is disabled before emailing the document to HR Operations. Email the position description in Word format to adverts@adm.monash.edu.au

6.4 Request to advertise form

Request to advertise forms must be approved by the Dean or Divisional Director before any vacancy is advertised. The form must be fully completed and approved before being forwarded via either:

1. scanning and emailing to adverts@adm.monash.edu.au (preferred);
2. Fax to HR Operations on 990 29530; or
3. internal mail to HR Operations, Human Resources Division, Monash University Clayton 3800

6.5 Supporting documentation

If a professional position is new, a copy of the position classification advice outcome will need to be provided.

Recruitment advertising deadlines

7.1 Advertisements are processed daily. Refer to Recruitment Advertising Process Map

7.2 All documentation must be received by HR Operations by 5pm on a business day (Monday to Friday) for next day processing. Documents received on a Friday will be processed on the Monday (the next business day). HR Operations will commence processing your Request to Advertise once the following documentation has been received:

• Scanned, faxed or original authorised copy of Request to Advertise form
• Electronic copy of advertisement text (Word format)
• Electronic copy of classified position description (Word format)
• Any relevant supporting documentation

7.3 A Request to Advertise will be processed for online advertising the following day, subject to the following:

• All documentation received by HR Operations is completed correctly and complies with all approval requirements
• All documentation is received by HR Operations no later than 5pm on a business day
• The vacancy is not eligible for consideration under the Advancing Indigenous Employment Policy and/or the Redeployment policy
• The vacancy is not withheld for any other specified reason

7.4 Advertisements are normally active on the Jobs at Monash website and selected partner online job boards such as SEEK, MyCareer, UniJobs, CareerOne and Careers on Campus within 3 working days after the request has been processed.

7.5 Print advertisements will appear in The Age and The Australian (Higher Education Supplement), eight and twelve calendar days respectively after proofs have been approved and actioned.

7.6 Please note that recruitment advertising deadlines and timeframes may differ according to public holidays and university holidays.

7.7 Generally a candidate should be appointed within the six month period following the initial advertisement. It is generally considered that if six months has elapsed the candidate market will have changed significantly and it is considered fair to advertise again. Within the six month period other candidates assessed as suitable may be offered the role without the need to re-advertise.

8. Cost of recruitment advertisements

8.1 All costs for advertising, including agency production costs, will be charged to the cost centre advised by the faculty / division on the Request to Advertise form, with the exception of centrally funded online advertising arrangements (where applicable) with SEEK, MyCareer, UniJobs, CareerOne and Careers on Campus.

8.2 Other online job boards including the jobs.ac.uk and executive job boards such as Six Figures can be arranged on request at an additional cost of $150-$700. Contact HR Operations for advice on 9902 9498 or 9902 9524.

8.3 The cost of advertising in print varies according to the number of advertisements in the composite each week, as well as the size and placement of the advertisement itself.

8.4 Advertisements in The Age and The Australian range from approximately $1,000 - $3,000 when placed in the Professional or Higher Education sections. Advertisements in local newspapers range from approximately $400 - $800, depending on the publication.
Display advertisements cost considerably more as they include text and are advertised singularly. They also attract an additional administration fee of $200 per advertisement.

9. Recruitment advertising quick reference

9.1. Check that budget is available for the role. Consider advertising the role as ongoing or longer fixed term. Consider advertising as part time or full time. Check compliance with relevant legislation and procedures.

9.2. Professional staff positions require a classified position description. Ensure that existing PDs do not contain the name of the current or previous incumbent.

9.3. Complete the ‘Request to Advertise’ form (Refer to Related Forms).

9.4. Write the advertisement text. Refer to Guide to writing recruitment advertisements.

9.5. Ensure all documentation is received by HR Operations no later than 5pm on a business day for processing on the following day:

• Scan, fax or mail authorised copy of Request to Advertise form
• Send electronic copy of advertisement text (Word format) to adverts@adm.monash.edu.au
• Send electronic copy of classified position description (Word format) to adverts@adm.monash.edu.au
• Send any relevant supporting documentation

9.6 Obtain approval for all paperwork prior to submitting to HR Operations.

9.7. Eligible vacancies will be considered under the Advancing Indigenous Employment Policy and/or the Redeployment policy for referral to indigenous applicants and redeployees.

9.8. HR contact staff in Faculties and Divisions will receive a ‘proof’ for Composite, Stand Alone and Display advertisements by early Thursday morning in the week after the submission deadline. The contact will need to arrange approval of the advertisement and cost via return email by 11am Thursday morning.

9.9. HR contacts will be notified by email shortly after advertisements become active on the Jobs at Monash website and selected external online job boards, normally no later than three (3) business days after the request is processed.

Monash Memo is distributed via a weekly global email and contains a link to prompt interested parties to check the Jobs at Monash website for vacant positions.

9.10 Ensure internal staff are aware of the vacancy within your respective areas.

Related procedures

Selection and Appointment

• Conditions of Employment & Workplace Policies & Procedures
• Appointment Procedures and Conditions of Appointment - Academic Staff
• Appointment Procedures and Conditions of Appointment - General Staff
• Appointment Procedures and Conditions of Appointment - Trades and Services Staff

Related Enterprise Agreement Clauses

• Modes of Employment Clause 18

Related Documents

• Advancing Indigenous Employment Policy
• Monash University Enterprise Agreements
• Conditions of Employment & Workplace Policies & Procedures
• Appointment Procedures and Conditions of Appointment - Academic Staff
• Appointment Procedures and Conditions of Appointment - General Staff
• Appointment Procedures and Conditions of Appointment - Trades and Services Staff
• Global Equal Opportunity Policy
• Guidelines for Ensuring Equal Opportunity in Selection of Staff
• Search Plans to Encourage Applications from Women for Senior Positions
• Search Plans to Encourage Applications from Women for Academic (B-D) and General (levels 7-10) Staff Positions

Related Forms

• Recruitment forms
• Position description template [Word] [PDF]
• Request to advertise employment opportunities [PDF]

Further information

• ask.monash (Frequently Asked Questions & Enquiries)
• HR Enquiries ext 20400