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Last updated: 9 August 2007
Better, Faster: streamlining recruitment in the APS
Section 1: The argument for redesign
Current recruitment processes are costing us
In the search for quality staff, agencies across the Australian Public Service (APS) are spending heavily. Advertising is becoming bigger, brighter, more creative and innovative. Reputations such as being a great place to work, commitment to staff wellbeing and family friendly and flexible policies are being extensively promoted.
This investment, however, is being undermined by poor internal recruitment practices. From the candidate’s perspective, the recruitment process provides an insight into what it might be like to work for an organisation.
In the 2005/06 State of the Service Employee Survey:
- more than one in four employees agreed that recruitment processes are difficult for candidates outside the APS to understand
- about one in three employees perceived that the recruitment processes of their current agency do not enable their agency to attract the best candidates
- over one third believed that their agency’s recruitment processes are too demanding of candidates and
- more than one third perceived that the recruitment processes of their agency do not allow for recruitment to be completed in a timely manner.
Given the competition for great candidates, agencies that are able to attract larger pools of quality applicants, who can move quickly, and who use more reliable selection processes will have the pick of the bunch.
Are your current recruitment processes working in your best interest? Or are they potential barriers to candidates?
Efficient timeline |
|||||||||
|---|---|---|---|---|---|---|---|---|---|
| Recruitment need identified | Vacancy advertised | Advertising closed | Shortlisting complete | Selection process undertaken | Verbal offer made | New recruit commences | |||
| Day 1 | Day 10 | Day 24 | Day 25 | Day 30 | Day 31 | Day 45 | |||
Inefficient timeline |
|||||||||
| Recruitment need identified | Vacancy advertised | Advertising closed | Shortlisting complete | Selection process undertaken | Verbal offer made | New recruit commences | |||
| Day 1 | Day 12 | Day 26 | Day 32 | Day 45 | Day 59 | Day 88 | |||
Average APS recruitment times (and targets)
Did you know that agencies have reported the following average recruitment times for an individual recruitment exercise?
With rigorous planning, it is possible to significantly reduce recruitment time, particularly from the candidate’s perspective, without radically changing process. Agencies should consider targets such as the following:
| Milestone | Average | Target | |
|---|---|---|---|
| Time from identification of recruitment need to advertising | 12 days | 10 days | |
| Time from date of advertising to verbal offer made | 47 days | 21 days | > ‘The candidate experience’ |
| Time from verbal offer made to new starter commencing | 29 days | 14 days | |
| Total time for recruitment activity | 88 days | 45 days | |
| Number of steps in recruitment process | 53 | 40 | |
| Number of people involved in recruitment process | 11 | 6 |
Remember, we are not only competing with each other, but with the private sector.
‘Current APS recruitment processes are potential barriers to attracting and selecting high quality candidates’
Lynelle Briggs
Australian Public Service Commissioner
Ideally, a process should be run efficiently from start to finish, but the most critical aspects to get right are those visible to the candidate, i.e. from advertising to offer.
Maintaining contact with the successful candidate will also be critical after the offer is made and where security clearances are required. Time spent obtaining security clearances is often extensive and can result in losing good candidates.
Four keys to efficient recruitment outcomes
- Strip away unnecessary steps from the recruitment process.
- Provide managers with structure and support to complete the task quickly and effectively.
- Encourage managers to recognise that recruitment is a priority in its own right and not something that is ‘fitted in’ after finishing their regular work.
- Clearly communicate organisational expectations (and measures) in respect to recruitment activity and ensure they are understood.
‘All APS agencies will identify and adopt strategies for making their recruitment processes more accessible and attractive to potential recruits’
Management Advisory Committee, Managing and Sustaining the APS Workforce, 2005
