Application process

Understanding the job requirements

• Read the job description and understand all the responsibilities or tasks
• The job description will also state any mandatory or preferred qualifications
• The key selection criteria will outline the knowledge, skills and personal qualities the job requires.

What you need to know

You may be asked to submit the following:

• An online application (standard through the online process). Please note online applications are preferred
• Attach a file (Word/PDF) of a cover letter to your application
• Attach a file (Word/PDF) of a current resume (include a statement of any formal qualifications obtained)
• If you're not applying online, please contact the named contact on the application.

Note: copies of mandatory qualifications (where applicable) may need to be presented at interview.

What you need to do

• Submit the documentation listed above by the closing date
• Indigenous applicants can contact the Aboriginal Employment unit (see Careers contacts) for advice and support with the recruitment process
• Important note: the purpose of a cover letter and resume is to summarise your knowledge, skills, work experience and education/qualifications addressing the key selection criteria and how they meet the requirements of the role.

What you need to know

To shortlist applicants for interview the selection panel assess all the information using the key selection criteria:

• The requirements of the position
• Mandatory qualifications
• Personal qualities, and
• Knowledge and skills.

If you are shortlisted, you will be invited to attend a panel interview and/or an assessment centre.

• A panel will generally comprise of 3 people and the interview will take between 45 minutes and an hour
• An assessment centre process may include group interviews, role-play situations and/or written assessments. The timing for these will vary.

If you're unsuccessful in being shortlisted for interview, you will be notified in writing.

What you need to do

Prepare for the interview by reviewing your skills and experience against the key selection criteria of the job description, anticipate questions and research the job environment and context.

What you need to know

In an interview, the panel will ask questions related to the key selection criteria as detailed in the job description.

The panel will use ‘behavioural’ style questioning where you will be asked to provide details of your direct experience, personal qualities, knowledge and skills. That is, you provide information on the context or situation you face in the job, your actions and things you have learnt through the actions you have taken.

Methods and techniques such as STAR (Situation, Task, Action, Result) and ‘Work Sampling’, using one or more tasks that are representative of the capabilities, help establish your capabilities for a particular role (using case studies or exercises).

If further assessment is required a second interview may also be conducted.

Referee checks will be conducted on competitive applicants.

What you need to do

• Referees: let your referees know they may be contacted
• Non-residents of Australia: please provide your working visa at interview. Failure to produce a working visa will result in your application not proceeding (refer to the Eligibility and Right to Work in Australia)
• Qualifications: provide evidence of mandatory qualifications (if the job requires)
• Short-listing: if you are identified as a competitive applicant you may be required to consent to a National Police Records Check. Refer to Step 4 – Safety Screening Checks.

The department has a commitment to employing people who are able to provide quality services and a safe environment for our vulnerable clients, as well as uphold our values. Pre-employment screening is a mandatory aspect of the department’s recruitment processes and maximises the likelihood of recruiting the right person with the right skills and attitude to the role.

Pre-employment screening should not be used as a means of precluding people with an adverse history from employment in the department. The process does not eliminate the risk of employing unsuitable people – it is designed to minimise that risk on the basis of available and relevant information.

1. Disability Worker Screening List

The Disability Worker Screening List (the List) safeguards existing pre-employment screening processes to better protect people with a disability who access disability services. All recruitment for disability roles includes a check of the List as part of the mandatory pre-employment screening checks. The List incorporates:

• The Disability Worker Exclusion List which includes names of persons unsuitable for employment as a disability support worker in a disability residential service provided, funded or registered by the Department of Families, Fairness and Housing.
• The National Disability Insurance Scheme Quality and Safeguards Commission which has compliance and enforcement actions, including banning orders.
• The Victorian Disability Worker Commission prohibition orders. 

The List collects, stores and uses information about people who have been found to be unsuitable to work with clients in disability residential services. People who are on the List will not be employed in disability residential services or in any organisation funded or registered by the department.

2. Referee checks

Referee checks are generally undertaken on competitive applicants. These checks will include questions relating to your skills and experience against the key selection criteria, as well as your previous conduct and behaviour in the workplace. If the panel needs to speak to another referee they must inform you prior to making contact.

What you need to do

Provide a minimum of two referees, including your current or most recent supervisor if possible.

3a. National criminal history records (police) check

A national criminal history records (police) check is undertaken on all competitive applicants. It is conducted by the department to establish if a criminal record exists and whether it is relevant in context of the role being applied for.

If your application is not successful, any documentation collected will be securely destroyed in line with the Public Records Act 1973 (Vic) and the Privacy and Data Protection Act 2014 (Vic).

What you need to do

If you are invited to an interview, and are advised you are the preferred candidate, you will be requested to complete the pre-employment screening process.

You will be provided with an email outlining the steps required, however please note that there are minimum pieces of identification required to complete this process:

Identity requirements

Documentation required includes evidence of the applicant’s full name and date of birth, and also a photograph, and must meet the following criteria:

One commencement of identity documents

• Full Australian birth certificate (not an extract or birth card)
• Current Australian passport (not expired). Australian Visa current at time of entry to Australia as resident or tourist (a Visa Entitlement Verification Online (VEVO) record may be provided). If you are a New Zealand citizen on a Special Category Visa, you can request your VEVO details from the Department of Home Affairs via their website.
• ImmiCard issued by the Department of Home Affairs (previously the Department of Immigration and Border Protection) that enables the cardholder to prove their visa and/or migration status and enrol in services
• Certificate of identity issued by the Department of Foreign Affairs and Trade (DFAT) to refugees and non-Australian citizens for entry to Australia
• Document of identity issued by the DFAT to Australian citizens or persons who possess the nationality of a Commonwealth country, for travel purposes
• Certificate of evidence of resident status
• Australian Citizenship Certificate.

One primary use in the community document

• Current Australian driver licence, learner permit or provisional licence issued by a state or territory, showing signature and/or photo and the same name as claimed
• Australian marriage certificate issued by a state or territory (church or celebrant-issued certificates are not accepted)
• Current passport issued by a country other than Australia with a valid entry stamp or visa
• Current proof of age or photo identity card issued by an Australian government agency in your name with photo and signature
• Current shooter or firearm licence showing signature and photo (not minor or junior permit or licence)
• For persons aged under 18 with no other Primary Use in Community Documents, a current student identification card with photo or signature.

Two secondary use in the community documents

• Certificate of identity issued by DFAT
• Document of identity issued by DFAT
• Convention travel document secondary (United Nations) issued by DFAT
• Foreign government issued documents (for example driver licence)
• Medicare card
• Enrolment with the Australian Electoral Commission
• Security guard or crowd control photo licence
• Evidence of right to a government benefit (Centrelink or Veterans Affairs)
• Consular photo identity card issued by DFAT
• Photo identity card issued to an officer by a police force
• Photo identity card issued by the Australian Defence Force
• Photo identity card issued by the Australian Government or a state or territory government (this may take the form of a Working With Children Check or Vulnerable People card or a government issued occupational licence).
• Aviation Security Identification Card
• Maritime Security Identification card
• Credit reference check
• Australian tertiary or secondary student photo identity document
• Certified academic transcript from an Australian university
• Trusted referees report
• Bank card, credit card or bank statement (without recording the payment card number/s)
• State/territory government rates assessment notice or Australian Taxation office assessment notice
• Australian utility bill showing name and address
• Australian private health insurance card
• Australian trade association card.

3b. International police check

Applicants who have lived overseas for 12 months or longer in one country in the last 10 years are required to provide an international police check. Applicants can obtain this from the relevant overseas police agency – see the Character and police certificate requirements page of the Department of Home Affairs website and select the relevant country. Alternatively, applicants can obtain a check through an organisation which provides international police checks: search the internet for ‘international police checks.

In some countries, international police checks are only available to citizens or to residents. Where this applies, it will be indicated in the country information on the Department of Home Affairs website. If a category, such as a foreign national or non-resident, is not listed in the country information, it generally means a certificate cannot be obtained. 

Note: If you are in one of the following categories, please contact the hiring manager who will liaise with People and Culture to provide further information:

• Asylum seekers and refugees
• If the country only provides police certificates or penal clearance certificates to its citizens or residents
• Student placements
• Labour hire (temporary agency staff through the state purchasing contract)
• Contractors (through a procurement process)
• Award nominees.

4. Working with Children Check (WWCC)

For the following roles and categories, you need a valid employee WWCC:

• Child protection practitioners
• Children, youth and family workers
• Allied health workers
• All staff working within The Orange Door
• Staff at Hurstbridge Farm and Secure Car Services
• Identified Disability Services staff, including casual staff, staff in respite houses, outreach staff, client services staff, any staff working at a location with clients aged under 18 years and all Disability Development and Support Officers (DDSOs) employed since 1 July 2008.

The position description will state whether a role requires the WWCC. New staff members who already have a valid WWCC card must ensure that it is for employment and not volunteer purposes, and that it has the correct employer details (these will be provided on appointment).

For more information, see About the check page on the WWCC website.

What you need to do

Applicants must apply for this check prior to receiving a formal employment offer. Follow these steps:

• Go to the Apply in Victoria page of the WWCC website
• Complete the application form
• Obtain a passport sized photo of yourself
• Gather necessary proof of identity documents and follow the instructions
• If you are a successful applicant, you will need to provide a copy of your WWCC receipt or a copy of your WWCC card with your new starter documentation. You will also need to update your employer address. Details will be provided when you join the department.

5. Working eligibility

The following people are eligible to work in the department:

• Australian citizens
• Australian permanent residents
• New Zealand citizens who entered Australia on a valid New Zealand passport and were granted a visa with work entitlements on arrival
• Non-Australian citizens holding a valid visa with work entitlements
  Note: Not all visas allow people to work in Australia. Individuals on a limited working visa must not be given fixed term roles beyond their visa expiry date and must not be given an ongoing role.

As part of the recruitment process, working rights need to be verified.

6. Pre-employment medical check

A pre-employment medical check is required when applying for direct care positions or where the position has particular physical demands. This is to ensure the applicant is capable of meeting the physical demands of the position.

A medical practitioner nominated by the department, or your personal medical practitioner who has been treating you for more than 2 years, will conduct the medical check. The medical practitioner will assess you against your capacity to safely, independently and productively perform the reasonable requirements of the position.

The genuine and reasonable demands of the position have been documented in a pre-employment medical assessment report. The medical practitioner is asked to indicate whether or not you are able to safely, independently and productively perform each activity without placing yourself, co-workers and/or clients at risk.

What you need to do

Competitive applicants will be required to complete the pre-employment medical check.

7. Misconduct check

A misconduct check needs to be completed for all preferred candidates as part of the recruitment process for all positions within the Victorian Public Service (VPS) advertised in public service bodies. Where an applicant has a history of being suspended due to a misconduct or serious misconduct, a further assessment will be made. The existence of a discipline record does not automatically preclude applicants from being offered employment.

If you are offered employment with the department, you will be advised verbally and then a formal letter of offer will follow.

The letter of offer will provide information regarding the position, title, region/division, location, commencement date and salary.

You will be required to sign and return a copy of the letter of offer as an indication of your acceptance.