Recruitment and Selection - Close

Recruitment and SelectionPolicy 6-6 Version 2Date Approved: 22 February 2011Company Secretary…………………1. ApplicationThis policy applies to all Directors, employees and Contractors of NQBP.2. PolicyThis policy is in place to ensure that NQBP is adequately and effectively staffed at alltimes and to ensure that all internal and external candidates are assessed equitably andethically in accordance with laws governing non-discriminatory selection.The process commences by determining a need to recruit and obtaining approval to fillthe defined vacancy. The process is completed when a suitable candidate is appointedand successfully orientated to the Corporation.The recruitment of employees sourced both internally and externally, is the responsibilityof the manager in that area of the business (Recruiting Manager [RM]). This policy is tobe read in conjunction with the Recruitment and Selection Procedure.3. Merit-based SelectionIt is NQBP’s practice to hire or promote the best-qualified candidate to fill vacantpositions. All vacancies will be filled by candidates who most closely meet the selectioncriteria.Recruiting Managers will not breach discrimination laws in the consideration of candidatesfor any position. The adherence to the selection criteria in the selection process willconstitute evidence of NQBP’s adherence to fair employment practices. Therefore, therecruitment process is to be followed at all times.Accountability is achieved by recruitment and selection processes and associateddocumentation being open and subject to appropriate scrutiny and review having regardto the confidentiality of the candidates.4. Approval to RecruitWritten approval to recruit or replace employees, including temps and contractors must beobtained from the Manager HR/IR and CEO before the process can begin.Engagement of staff can only be made after the confirmation of approval to recruit.Recruitment and Selection Page 1 of 4(E11/05471) – Policy Sponsor - CFO

5. Position DescriptionPosition descriptions are used to link work to the achievement of the organisationalobjectives and the monitoring of employee performance. It is imperative that positiondescriptions accurately define the position and its requirements at the outset and over theevolution of that position within the organisation.Position descriptions should be reviewed regularly. A review of the position descriptionshould occur when there are changes in responsibility, tasks or when the positionbecomes vacant.It is essential that the requirements of the position are thoroughly understood and that allpositions are clearly defined within the organisation structure and communicated tojobholders. All position responsibilities should be documented in writing, using thestandard position description template and approved by the General Manager, ManagerHR/IR, CEO and if necessary, the DCEO before it can become effective.Position descriptions will form the basis of the selection criteria for vacant positions.6. Management ResponsibilityIt is the responsibility of the RM to ensure that job requirements are specified, that there isappropriate sourcing, and potential candidates are reviewed and interviewed.The final selection of the candidate (internal or external) is the responsibility and decisionof appropriate selection panel.7. AdvertisingAll employees must be afforded equal opportunities to secure promotion andadvancement in their employment. As a matter of courtesy, employees who apply forinternal vacancies should notify their Manager of their application. Vacancies will beadvertised internally, externally or concurrently.External advertising will normally be advertised on the internet and on independent onlinejob sites (such as Seek.com.au). Job vacancies can also be advertised via a localpublication in order to gain coverage in the relevant area, depending on the location andneeds of the position.8. Selection CommitteeA selection committee will be formed for every vacancy and will comprise of threemembers. There will be one independent person participating in the committee with atleast one male and one female. An independent person is someone from humanresources, a different department/section or an external party. If it is not feasible for threepeople to be on the selection committee, HR must be made aware of the situation andagree to the composition of the committee.9. InterviewsTo ensure Fair Employment Practices are maintained and supported, a structuredinterview process should be used. The interview should be based around the selectioncriteria and competency/performance standards for the position.All recruiting Managers should familiarise themselves with legislative and organisationalrequirements pertaining to fair recruitment practices, including conducting an interview,documenting interviews and selection decisions. Interview Forms and assistance withinterviews can be obtained from Human Resources.Recruitment and Selection Page 2 of 4(E11/05471) – Policy Sponsor - CFO

The process of induction and assimilation of a new employee begins at the time ofinterview. It is at this time that potential employees are evaluating the Corporation.10. Pre-employment AssessmentsDepending on the position, candidates may be required to undergo a pre-employmenthealth/physical assessment prior to any formal offer of employment.Since ethical and legal requirements exist in this area, the Manager HR/IR may beconsulted prior to any pre-employment health/physical assessments being completed.HR can also provide advice regarding a suitable medical service for this purpose.Candidates may be required to undergo other assessments prior to employment e.g.skills, aptitude, competency or behavioural/psychological testing. The Manager HR/IRshould be consulted for all testing that is to be included in the selection process.11. Reference CheckingSatisfactory references from the candidate’s previous employers must be obtained prior toextending an employment offer. This applies to both internal and external candidates.Former employees of NQBP seeking re-employment must provide references fromsubsequent employers.Referees are not to be contacted unless the express permission of the candidate isobtained and at all times confidentiality must be maintained.12. Legal Entitlement to WorkTo prevent the employment of employees who are not legally entitled to work in Australia,recruiting Managers are to request and sight evidence of citizenship, residency or workpermits or be provided with a guarantee from the recruitment agency (where utilised).13. Selection DecisionThe selection recommendation is made by the selection panel and submitted to the CEOfor a final decision. If the CEO is not satisfied with the recommendation of the selectionpanel prior to making a final decision, the CEO in the first instance should consult with theselection panel. If the CEO’s view is still contrary to the panel’s recommendation thematter is to be internally reviewed by an independent senior executive (ie who has notbeen involved in the selection process).The internal reviewer shall provide the CEO with a written opinion on the matter, followingthe receipt of which the CEO will make a final decision.Selection decisions that are contrary to the selection recommendation must bedocumented in a manner that explains the rationale for the decision and the decisionmaking process.14. ProbationDetails of probation periods are addressed in individual contracts, letters of offer and theNQBP Enterprise Agreement (s).Recruitment and Selection Page 3 of 4(E11/05471) – Policy Sponsor - CFO

15. Complaints and AppealsA number of appeal and complaint processes are available to applicants, depending onthe nature of their concerns. RM’s should contact human resources to discuss anycomplaints or appeals. Depending on the nature of the complaint, employees will haveaccess to the following appeal processes:• Complaint processes contained in anti discrimination legislation;• Grievance policy and procedures; and• Grievance processes contained in collective agreements.16. Policy Review DateThis policy should be reviewed by 30 June 2012.17. DefinitionsNQBP: means North Queensland Bulk Ports Corporation Limited ACN 136 880 218 andits related bodies corporate including Ports Corporation of Queensland Limited ACN 126302 994 (PCQ) and Mackay Ports Limited ACN 131 965 707 (MPL).Contractors: means Contractors or consultants engaged by NQBP under a personalservices consultancy agreement or other similar arrangements.Recruiting Manager: (RM) means the NQBP manager responsible for the hiring of thenew employee into his/her section.Recruitment and Selection Page 4 of 4(E11/05471) – Policy Sponsor - CFO