Recruiting staff

Last updated
09 September 2022

Recruiting the right people is key to establishing a well-functioning office. It is important to have a sound understanding of the tasks, skills, capabilities, qualifications and experience required for each position.  A position description should be available for potential employees to review prior to advertising a role. As well as describing the duties and responsibilities required of the position, the position description should include information about the salary and employment type, and about any additional allowances which may apply to the role. The position description can then be used as a tool for supporting the ongoing performance of your staff.

Once you have developed the position statement, you can advertise the vacant position through online recruitment advertisements, print media advertisements, or, at your personal cost, through private employment agencies (see below for details). As well as the information in the position description, your ad should include details about any probation periodpolice checks and other requirements, and outline the information you are seeking from applicants.  This may include a CV, a one-page pitch describing how an applicant’s skills and experience fit the position description, or a response to a series of specific questions.

All applications for a position should be assessed on their merit against the skills and qualifications outlined in the position description. You may choose to interview some applicants to get a better understanding of how they will fit into your team. Once a successful candidate is identified an employment agreement or contract must be signed before the person commences in their new role.

A comprehensive guide to recruitment is available under Related Resources. For assistance with recruitment, including developing position descriptions and advertising vacancies, please contact MOPS Support.

Online position advertisements

Parliamentarians can use online recruitment sites to advertise vacant positions.

Ongoing vacant positions

MaPS will organise the placement of online ads for ongoing positions, and can make payment directly to the supplier on behalf of parliamentarians without debit to your office budget. You may place up to three ads for each vacant Electorate Officer position and up to four ads for each vacant Personal Employee position. Your request will be responded to within 5 business days of receipt of the request. Please contact MOPS Support to advertise for ongoing employees.

Alternatively, parliamentarians can arrange the placement of the online ad and seek reimbursement from MaPS through MOPS Support.

Non-ongoing or casual vacant positions

Online advertisements for casual or non-ongoing positions should be organised by the office and claimed as an office expense (it must meet the requirements specified in the Parliamentary Business Resources Regulations 2017).

Advertising samples (see related resources) may help in developing content, and MOPS Support can also assist.

Print media position advertisements

Parliamentarians who want to advertise a vacant position through print media can:

  • claim the cost of the advertisement as an office expense (it must meet the requirements specified in the Parliamentary Business Resources Regulations 2017); or
  • pay for the ad personally (this does not come out of any office or Department of Finance budgets).

Advertising samples (see related resources) may help in developing content, and MOPS Support can also assist.

Private employment agencies

Parliamentarians who wish to use the services of an employment agency to fill a vacant position must meet the cost of these services personally, as they are not covered by the Commonwealth.

Travel for interviews

Candidates attending an interview for a personal employee position may have their associated travel costs reimbursed.

Responsibilities

Parliamentarians and Chiefs of Staff

Employing Parliamentarians and Chiefs of Staff should consider alternatives to conducting in‑person interviews such as phone or video technology such as Skype or GovTEAMS. Where an in-person interview is required, employing Parliamentarians and Chiefs of Staff are required to confirm interview details (date, time, location) with the prospective candidate for the purposes of making travel arrangements.

Candidates

Prospective candidates required to attend in-person interviews for a personal employee position must:

  • Make all travel arrangements in accordance with interview details provided
  • Provide receipts when seeking reimbursement of travel costs

Positions eligible for reimbursement

Travel expenses are reimbursed only for travel to and from an interview for a personal employee position in the office of the following office-holders:

The Commonwealth will meet the cost of economy class travel for any candidate to attend an interview for a vacant position as a personal employee of:

  • a Minister
  • an Assistant Minister
  • the Leader or Deputy Leader of the Opposition
  • the Leader or Deputy Leader of the Opposition in the Senate
  • the Leader of a Minority Party.

The reimbursement of travel costs is not available to candidates who are employed under the Members of Parliament (Staff) Act 1984 (MOP(S) Act).

Costs covered

The Commonwealth will reimburse the following costs of travel between an applicant’s home (or another location as agreed in writing with Ministerial and Parliamentary Services (MaPS) prior to the travel) and the interview location:

  • Economy-class flights for the most direct route. The applicant must select the lowest practical fare that suits the business needs of the applicant.
  • Transfer costs between terminals
  • Ground transport including taxi/rideshare, ferry, bus and rail services; and
  • Rental car and rental car fuel costs where there are no reasonable alternative options.

Where an applicant travels using frequent flyer points, MaPS will not reimburse the applicant.

Accommodation and meal allowances will not be paid for or be reimbursed.

Administration

Queries about travel should be directed to the MaPS Helpdesk. Complete the Reimbursement of travel costs to attend interview for personal staff position and submit it to MaPS to apply for reimbursement.

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