Recruitment and Selection Policy Template

Recruitment and Selection Policy

Purpose of Recruitment and Selection Policy

The Recruitment and Selection Policy sets out the principles and procedures [Company Name] follows to attract, assess, and appoint candidates in a fair, consistent, and effective manner. The policy exists to ensure hiring decisions are made on merit, support business needs, provide a positive candidate experience, and manage risk through clear approvals and recordkeeping.

Scope

This policy applies to all permanent, fixed term, and temporary appointments at [Company Name], and to managers, HR staff, and any third party acting on behalf of the company during recruitment and selection activities.

Principles

[Company Name] will recruit and select candidates based on business need, capability, qualifications, and potential. Recruitment will be conducted in a manner that is transparent, objective, and free from bias or favoritism. Candidates will be treated with respect and confidentiality throughout the process.

Job Requisition and Approval

All vacancies must be supported by a completed job requisition that includes role purpose, key responsibilities, required qualifications, and proposed salary band. Managers must obtain required budget and role approvals before any advertising or candidate search begins.

Advertising and Sourcing

Vacancies may be advertised internally and externally as appropriate to source a diverse and qualified candidate pool. Use of external recruitment agencies requires prior HR approval and must follow any agreed fee arrangements. Job advertisements must accurately reflect the role and key requirements.

Selection and Interview Process

The selection process should be structured and consistent for all candidates for the same role. Typical steps include shortlisting against the job criteria, interviews, work samples or assessments where relevant, and reference checks. Interview panels should include at least one representative trained in selection best practice, and questions should focus on job-related criteria.

Offers and Onboarding

Offers of employment must be approved by HR and the hiring manager and issued in writing. Where offers are conditional, the conditions must be specified clearly. HR will coordinate onboarding activities, including completion of required documentation and orientation arrangements prior to the employee start date.

Background and Reference Checks

Appropriate background or reference checks may be required for certain roles and must be completed before the employee commences duties or as permitted by company practice. All checks must be conducted with the candidate's consent and handled confidentially.

Recordkeeping and Confidentiality

Recruitment records, interview notes, and assessment materials must be retained in accordance with [Company Name] record retention practices. Access to candidate information is limited to those involved in the recruitment process and must be handled confidentially.

Approval Process

Requests for new hires, role changes, or exceptions to this policy require formal approval. Managers are responsible for preparing the job requisition, justifying the need for the role, and securing budget approval. HR is responsible for advising on recruitment strategy, ensuring compliance with this policy, and issuing final offer letters. Escalation to senior leadership is required when exceptions affect headcount or budget beyond agreed thresholds.

Role of Managers and HR

• Managers must define role requirements, participate in selection, make interview decisions in line with this policy, and complete onboarding tasks for new hires.
• HR must provide guidance, ensure fair process execution, coordinate advertising and assessments, verify approvals, and maintain recruitment records.

Non Compliance

Failure to follow this policy may result in delayed hires, disciplinary action, or financial liability for unauthorized recruitment activity. Managers and employees who do not comply with required approvals or who bypass established procedures may be subject to corrective measures in line with [Company Name] disciplinary processes.

Note

This policy may be updated periodically to reflect operational needs and best practices. Employees and managers should consult HR for clarification on applying this policy to specific recruitment activities.