Screening and Interviewing Potential Candidates

Preliminary screening processes and questions are designed to determine if the candidate is a suitable and qualified applicant. Initial screening can be done at the beginning of the recruitment process when sourcing a potential candidate. This can be undertaken when the candidate is applying for the vacancy using an external careers/employment platform or an internal organisational careers system.

Some larger organisations will use software and applicant tracking systems that can conduct the first round of pre-screening. This is achieved by sorting job applications via a software program that can determine whether the words on a resume match the requirements and keywords of the job vacancy.

Various questions that can be posed at the initial screening point are used to determine if the candidate is suitable for the role. The preliminary screening questions may include:

• Do you have the right to work in Australia?
• Do you have more than five years' experience in this field?
• Do you have the required qualifications to undertake the role?
• Do you have the necessary licences needed for the position?
• Do you have or are you willing to undertake a police check and other relevant checks?
• What are your salary expectations?

A preliminary screening interview may also be conducted over the phone, recorded and uploaded onto the organisation's career system or via a video meeting. The preliminary screening assists the organisation in determining if the candidate moves to the next round of the recruitment process and whether they will be asked to attend an interview in person or through a video interview.

Important Readings

Read the following article by indeed titled ‘Screening Interviews: Everything You Need to Know’.

Watch the following short video by GreggU titled ‘Selection Screening’

Check your understanding of the content so far!

Using selection criteria found in the below job description, fill in the missing words of the screening questions.

Position Description

• Developing interview questions aligned with the job description and selection criteria and ensuring that they include open ended questions
• Organising a suitable location for the interview that allows for privacy
• Using an internal booking system or HR system
• Phoning the candidate to confirm time, date and location of the interview
• Emailing the candidate to confirm time, date and location of the interview
• Organising the required selection activities in accordance with organisational requirements
• Organise any skills assessments required

An interview panel may be required for certain roles and this will be in line with any specific organisational requirements. The manager or coordinator usually has the responsibility for the appointment and the selection panel. The selection panel must receive the appropriate training in recruitment and selection processes including any interviewing techniques and behavioural interview questions and any other specific requirements. When determining the composition of the selection panel, consideration must be given to any potential conflict of interest that might exist. Where such a conflict occurs, the manager or coordinator must contact human resources to discuss how the conflict should be managed or, where practicable, avoided. The selection panel should include a manager or coordinator from the department where the vacancy has arisen. The panel usually consists of three members, including:

• The immediate manager or coordinator (who will generally be the chairperson of the panel)
• Another appropriate person from the work unit
• One other person nominated by the chairperson of the panel
• The panel should also contain a balance of genders

When conducting the interview, it is important to start by welcoming the candidate and outlining the interview process. Ensure that active listening and communication skills are used during the interview. The interview process may include:

• Asking questions, listening to the responses and take notes
• Asking clarification questions if required
• Allowing time for the candidate to respond to the questions
• Obtaining any further information from the candidate

At the conclusion of the interview, thank the candidate and outline the next steps of the process including any other skills assessments that may be required. After the interview, check the answers provided against selection criteria and write a report. Provide the report to the relevant stakeholders and make a selection. After the interview, review the process and ensure that any suggestions or changes are discussed with the stakeholders. The process for organising and conducting interviews and selection activities can be summarised in the following diagram:

Just like the preliminary screening process, there are a number of common interview techniques. The most commonly used interview is conducted in person and face-to-face. Other interview techniques include:

• Phone interviews
• Group interviews
• Online live interviews conducted via Zoom, Skype or Microsoft Teams
• Recorded video interviews
• STAR interview technique: The STAR format stands for Situation, Task, Action, Result.
  • Situation: An event, project or challenge faced
  • Task: Explain the task you had to complete
  • Action: Steps or procedure taken to relieve or rectify situation
  • Result: Close with the results of your effort

Questions that are asked during the interview may include generalist questions and role specific questions as outlined in the selection criteria of the job description. General questions may include:

• What motivated you to apply for this role?
• What do you know about our organisation?
• What are your salary package expectations?
• What expertise can you bring to the role?
• Why should we employ you over other candidates?
• Why do you want to leave your current company?
• What are your career goals?

Selection criteria specific examples of interview questions may include:

• Describe a time when you disagreed with a team member. How did you resolve the problem?
• This role requires analytical reports. Describe the type of analytical reports that you have previously written. What were some of the challenges you faced writing the reports?
• You are required to report safety incidents as part of your role. Tell us about a time that you had problems with reporting an incident. What did you do?
• Tell us about a time that you did not meet a deadline. What was the situation and how did you handle it?
• How do you approach problems and issues? What was the process that you used?
• Provide an example of where you have worked in a small team. How did you contribute to the team goals?

Regardless of the role, the questions must be clear to the candidate and be aligned to the selection criteria and the scope of the role to assist with the process of selecting the right candidate for the vacancy.

In the real world

For area manager roles, Aldi stores conduct an online preliminary interview, and if the candidate is successful, they are invited to attend an online video interview. The candidate is provided with a link and a series of questions are asked (in text) that the candidate must respond to and the answers are recorded and uploaded onto the Aldi recruitment system.

Important Readings

Read the following information by Business Victoria titled ‘Conduct interviews and choose staff’.

Read the following article by Indeed titled ‘How to Arrange and Conduct an Informational Interview’.

Check your understanding of the content so far!

Skills assessments can vary depending on the role, and in some cases, they may be a formal process that is aligned to licensing and qualification requirements. There are different authorities that can undertake formal skills assessment such as those that recognise qualifications and skills obtained from another country. Competency based assessments are used to determine competency levels usually associated with qualifications including various certificate levels and up to advanced diplomas as part of the vocation education and training system.

The process of carrying out skills assessments usually requires the applicants to provide various types of evidence such as qualifications, courses attended and licenses that are required for the occupation along with any relevant work experience. Some of the skills assessments may require a completed portfolio, report submission or registration with other authorities such as trades.

Examples of these types of skills assessments include:

• Electrical assessments: to become a registered electrician
• Building assessments: to become a registered builder
• Plumbing assessments: to become a registered plumber, roof plumber or gas plumber

Skills assessments and relevant work experience can also be used to align the knowledge and skills with formal qualifications and also to determine any training requirements.

In addition to carrying out skills assessments, further relevant information may be required from the potential candidate. This may include the names of recent supervisors or managers as referees, verified copies of formal qualifications, medical information, evidence of ongoing professional development and training, vaccination information, police checks and working with children checks.

Other types of skills assessments may include:

• Psychometric testing is used to assess specific duties, tasks and soft skills that may include the ability to work in a team, leadership and management skills and problem solving and analytical skills
• Personality testing to determine personality or character that can build teams to be able to work together effectively
• Management and leadership assessments are used to determine the type of management style and leadership capabilities of the candidate and how they can operate at a strategic level and work towards the achievement of organisational objectives
• Learning style assessments are used to determine the ways that individuals learn and take in any new information
• Culture fit assessments are used to assess the candidates potential fit into the organisations culture

In the real world

A regional water board requires onsite maintenance staff to conduct audits and general maintenance of some of the water treatment plants. Given that there are a number of abattoirs within the region, the new staff are required to have a Q fever and tetanus vaccination prior to commencing employment.

Important Readings

Read the following information by Australian Government titled ‘Skills assessment’

Read the following article by Hays titled ‘The benefits of skills assessments’

Check your understanding of the content so far!

Prior to moving on to the next topic, have a conversation with someone that is not in Human Resources or studying this qualification and in your own words:

• Describe the purpose of screening processes.
• Explain when and how the screening process can be undertaken.
• Describe where the process for organising and conducting interviews and selection activities may be found in an organisation.
• Using two examples, explain the type of information candidates may need to provide as part of a skills assessment.
• Describe the further relevant information that may be required from a potential candidate