Recruitment and Onboarding Procedure

Purpose. Sets out how Meridian recruits and onboards employees for its own business and on behalf of clients, so that every appointment is fair, lawful, documented and ready for day one.

1.Approval to recruit

Recruitment starts with a recruitment request in the human resources requests system approved by the hiring manager and, for Meridian roles, by the General Manager under the delegations register. For client roles, written approval from the client's authorised person must be attached. The request must include the position description, classification, salary range and employment type.

2.Advertising and sourcing

Prepare the advertisement from the position description using inclusive language and the standard template. Advertise through the agreed channels for at least ten days unless the role is filled through an approved internal or direct appointment. Record the channels and the closing date in the request.

3.Shortlisting and interviews

Shortlist against the selection criteria only, using the shortlisting matrix, with at least two people assessing. Interview with a panel of at least two, using structured questions asked of every candidate and recorded on the interview record. Reasonable adjustments must be offered to candidates who request them.

• Shortlisting matrix completed by two assessors
• Structured questions for every candidate
• Interview record retained
• Adjustments offered and recorded

4.Checks and offer

Complete reference checks with at least two referees, verify the right to work, qualifications and any required licence or clearance, and record the results in the request. Prepare the letter of offer and the employment contract from the approved templates with the correct award or agreement, classification, pay rate and conditions. The offer must be approved before it is sent.

5.Onboarding

Before day one, create the employee in the human resources information system and payroll, issue the tax file number declaration and superannuation choice forms, arrange equipment and system access and schedule the induction. On day one, complete the induction including the Code of Conduct, the Privacy and Information Security Policy, the Health and Safety Policy and the emergency procedures, and record completion.

6.Probation and records

Set probation review dates at six weeks and at the end of probation and record them in the system. Keep all recruitment records for unsuccessful candidates for twelve months and the personnel file for the employee in the human resources information system with restricted access.