Recruitment policy and procedure

1. The Job Selection Panel for Manager is to consist of two members of the Members Council (MC) and one member of staff, nominated by staff. The Job Selection Panel for all other positions is to consist of one member of the MC, the Manager and a staff representative. A potential panellist who perceives or is perceived to have a conflict of interest should immediately absent themselves from the panel. The panel determines the closing date for applications and interview day/s.

2. The Job Description, including selection criteria, is to be examined by MC, with staff input, prior to advertising any new vacancy or position and updated if necessary. The Notice of Position Vacant is posted by the Manager in Alfalfa House, via the newsletter (including web links to downloadable documents) and in other places as may be decided by the Manager and/or the MC. Prospective candidates are required to reply to the selection criteria by email to the Manager, or in the case of the Managers role, by email to the MC panellists.

3. After the deadline for applications passes, the Manager forwards all applications to the rest of the panel. (In the case of the Manager, MC panellists would forward applications to the staff panellist.) Individual panellists then review the applications and shortlist candidates for interview, after which they either collectively decide by email on a shortlist or if necessary meet as a panel to decide on a shortlist. They would also confer by email or in person as a panel to decide interview questions for candidates. (It is recommended that shortlists be limited to no more than five candidates.) The Manager (or MC panellists in the case of appointing a Manager) will confirm the day of interview and when candidates will be interviewed.

4. Interviews are conducted.

5. The panel meets to review candidate's interview performance. It determines the successful applicant. The panel should choose the best candidate and the decision should be unanimous; even if the successful candidate isn’t the first choice for all of the panel. That is, a dissenting panelist should not block consensus. However, If a dissenting panelist is prepared to block consensus, the dissenter must produce a minority report; the other panelists must produce a majority report. Both reports are presented to the MC, which would adjudicate the matter and reach a decision after examining applications and hearing from panelists.

6. If the panel is unanimous, the panel advises the MC.

7. The MC makes an offer of employment, determines in consultation with the successful candidate the start-up date, training period (i.e., how long, who is to train) and an employment contract is forwarded to the applicant.

8. If the successful candidate accepts the terms and condition of the contract, arrangements are made by the Manager (or MC in the case of appointing a Manager) for the commencement of employment.

9. A review of employment is conducted after the first three months. During this period either the newly-appointed staff member or MC may terminate employment.

10. In the case of all staff, a performance review is to be conducted annually by the Manager, with input by other staff using the 360 review process. In the case of the Manager, the annual review would be conducted by the MC with input from the MC and staff using the 360 review process.

11. When a staff members employment ends, an exit interview is offered. For staff other than the Manager, the interview would be conducted by the Manager; for the Manager the interview would be conducted by the MC.

12. Alfalfa House is working towards consolidating Shop Coordinator (SC) shifts through attrition. When a SC resigns, the vacated shifts will be offered to other staff. However, if those staff are unable to fill some or all of the vacated shifts, and if those unallocated shifts total 32 hours or more per fortnight, a new permanent SC shall be hired; if those unallocated shifts total less than 32 hours per fortnight, a casual shall be hired to cover those shifts. If any SC, who holds more than a total of 32 hours per fortnight falls below that number, their employment status will change from permanent part-time to casual.

13. Simple steps to follow after an offer of employment has been accepted by a candidate for a staff position:

1. A contract is to be presented, along with a job description to the new employee. All of the relevant blanks are already filled in at this point.
2. The new employee signs the contract; and the signature is witnessed. Two MC members also sign the contract.
3. The common seal of Alfalfa House is placed on the contract.
4. Each blank that has been filled in on page 1 is to be initialled by the new employee and each of the MC members who signed in step 2.
5. The new employee also signs each page of the contract and the job description.
   

Following these steps ensures that a) a staff member is employed and will receive their entitlements and that b) in case of dispute, both the MC and the staff member have a record of the initial agreement. This step is as important as signing a lease. It protects both the employer and employee.
A note on casuals There is no standard definition of casual work but usually they are jobs that are temporary, have irregular hours and are not guaranteed to be ongoing. (ACTU)