Factsheet: Bulk recruitment

Overview

Bulk recruitment, also sometimes referred to as large-scale recruitment, describes recruitment processes that are designed to fill multiple vacancies. Bulk recruitment may be conducted in anticipation of:

• vacancies across multiple work areas
• vacancies across multiple classifications, locations or job roles
• a high volume of applications requiring multiple-panel assessment, or
• entry-level or specialist programs.

Bulk recruitment can be an efficient method to recruit when there are a number of immediate or anticipated future vacancies. However, assessing and comparing many candidates across multiple locations, classifications or roles can be complex. It requires effective coordination, including: 

• a commitment to managing the volume of applications
• clear guidance for candidates on how to apply for their preferred role(s), and
• considered management of resulting merit lists or pools.

Upfront planning is essential to ensure that all steps of the process can be completed in a timely and efficient way, and that all the elements of a merit-based selection process are met.

Anticipated vacancies

Agencies may sometimes have both immediate and anticipated vacancies to be filled from a bulk process. Where some vacancies are not immediate, it’s important this is communicated to candidates at the application stage so they can make an informed choice on whether or not to apply.

Recruiting for multiple classifications

A bulk recruitment process may incorporate multiple classifications into a single gazette notification (advertisement). For example, an agency may run a bulk recruitment process for Policy Officers at APS Levels 4, 5 and 6.

While candidates submit one application for the process, they will be assessed for each applicable level separately and merit lists/pools are formed for each classification. There are two options for managing multiple classification rounds:

• requiring candidates to nominate for the level(s) for which they want to be assessed. For this approach, candidates can only be assessed against the levels they nominate or
• assessing all candidates against all levels

Did you know?

An offer of employment can only be made to a successful candidate for a position to which they’ve applied. If the candidate has only applied at one level then they can only be assessed, and offered a role, at that level.

Recruiting for multiple job streams

A bulk recruitment process may incorporate multiple job streams into a single gazette notification. For example, an agency may recruit for support officer roles across multiple subject areas. Although the specific subject expertise may differ, the work-related qualities required to undertake each role will generally be substantially the same.

While candidates submit one application for the process, they will generally be assessed for each applicable stream separately and merit lists/pools will be formed for each stream. Similar to recruiting for multiple classifications, there are two options for managing multiple job streams:

• Requiring candidates to nominate for the streams for which they want to be assessed. For this approach, candidates can only be assessed against the streams they nominate or 
• assessing all candidates against all streams. Candidates for each job stream must be assessed against all other candidates for that stream.

To ensure the process is merit-based, agencies must clearly articulate (at the application stage) which approach they will use and how a candidate should demonstrate their interest in one or multiple job streams. For example, candidates may be instructed to pitch their application at the stream or stream(s) that they are most interested in.

Coordinating multiple selection panels

To manage a large number of applications, or where multiple job streams are being assessed, the assessment of candidates may be completed by different selection panels. To use multiple selection panels effectively agencies must ensure that panels are assessing relevant work related qualities to a consistent standard. This could be achieved by:

• scheduling information meetings with all panel members at the beginning of the process or
• providing resources or tools to assist panels in undertaking assessments, for example benchmarking.

The delegate must be satisfied that the process has been competitive and applied fairly in relation to each eligible candidate, for example by ensuring that each panel has taken a reasonable approach to the assessment of each candidate.

1. Coordinating multiple selection panels: single merit pool

A consolidated single merit pool is created when the assessment of candidates is shared across multiple selection panels in no particular grouping. The delegate for the process must be assured that each panel has assessed the candidates’ work‑related qualities to a consistent standard, noting that the relative suitability of all candidates must be assessed using a competitive selection process. This assurance of consistency could be achieved through the delegate’s review of the panel’s assessments, conducting consistency checks, or using a structured moderation process. This approach is generally suited to processes where there are multiple vacancies of the same type and classification.

2. Coordinating multiple selection panels: multiple merit pools

Multiple merit pools are created when the candidate group is split by the role or classification for which they are being considered. For example, where candidates nominate that they want to be considered for a particular job stream. Each panel may assess a different classification or job role.

Did you know?

Merit requires that all eligible candidates are competitively assessed. It is not consistent with merit to make offers to any candidates prior to the completion of a recruitment process. However, if a bulk process has been designed to create multiple merit pools, agencies may be able to make offers to candidates within a merit pool as that merit pool is finalised and approved by the delegate.

Assessing candidates who have applied for multiple roles or classifications

Agencies should plan in advance how they will assess candidates who have applied for multiple roles or classifications. For example, will a candidate complete an interview for each job stream they are shortlisted for, or can multiple job streams be assessed in one interview? Agencies should seek to minimise the burden on candidates where possible. One approach is to base the assessment on the common requirements for each of the advertised job roles, and then include an additional assessment task or interview question tailored to the specific job stream.

Remember

Each candidate has spent time and effort on their application and preparing for assessment. By providing expected timeframes, and quickly and politely informing candidates of how the process is progressing, agencies can strengthen their reputation as employers.