Review the Vacancy
Review the vacancy to make sure the Job Description (JD) and Job Analysis Questionnaire (JAQ) reflect the requirements of the job, and are still relevant to the needs of the agency.
Questions
- Was this vacancy or an identical one advertised in the past six months?
- How should this vacancy be filled?
- How do I write a Job Description?
- Does the current JAQ and JD reflect the actual requirements of the job?
- What if the Job Description has changed?
- Do the criteria reflect the needs of the vacancy?
- How does the job fit into the organisation and is it still required?
Was this vacancy or an identical one advertised in the past six months?
If this or an identical vacancy was advertised in the previous six months, you may consider utilising the list of applicants ranked as suitable from that recruitment action. This is in accordance with Public Sector Instrument Number 6.
How should this position be filled?
Now the position is vacant the first decision to be made is whether to fill the vacancy and how this should be done. There are a number of choices available, which may or may not require advertising. These can include:
- Transfer of another employee at the same level
- Transfer of employees currently unattached
- Placement of redeployees
- Temporary placement/offer of higher duties for short periods
- Part-time placement
- Job-share arrangements
The manner in which you decide to fill the position will determine the next phase of the recruitment process.
It is important to remember that any vacancy over six months in length must be advertised to allow everyone an opportunity to apply.
How do I write a Job Description?
This is the most important aspect of the recruitment process as it will establish the type of person you are trying to attract. Further information can be obtained from your agency Human Resource specialist or from the information contained on the OCPE web site.
Does the current Job Description reflect what the job is now?
The first step in getting the best person for the job is to ensure that the Job Description accurately reflects the duties of the vacancy and the intended outcomes, as well as skills, competencies and experience that you would expect an applicant to have.
When a job becomes vacant it provides an opportunity to review the duties of the job and to determine whether they are still relevant.
It is important to ask, "Has the job changed?"
Having a clear view of the duties and tasks of the job you will be able to make any necessary changes to the Job Analysis Questionnaire and/or the Job Description.
The Job Description outlines the selection criteria and so will determine who will be selected. So if you get this wrong, you will select an inappropriate person.
What if the Job Description has changed?
If the Job Description has significantly changed and no longer reflects the duties, then a new JAQ and Job Description should be written. Although this seems labour intensive in the long term you will be able to employ the right person with the required skills set.
If the Job Description only requires minor changes to better reflect the job, only the Job Description needs to be modified.
The Job Description should be written in accordance with Determination No 5 of 1999.
Further information regarding the JAQ can be accessed through the Job Evaluation System information on the OCPE internet site.
Do the criteria reflect the needs of the job?
Make sure the language you use is simple and to the point. Perhaps ask a person outside your area to read the Job Description to see if the duties of the job are adequately conveyed. Remember the harder and more complicated the selection criteria the fewer applications you will receive.
Example: Asking for "Extensive Experience" over "Experience" will limit the number of applicants who will meet your criteria. The question should be asked "how much experience is really needed to perform the duties of the job?"
How does the job fit into the organisation and is it still required?
In these times of constant change, a manager should recruit for the present and future requirements of the organisation. Consideration needs to be given to whether the job, in its current form, will be required in the future if at all.