IMS6.2.3 Employment Process Procedure

1.0   PURPOSE 

To ensure that the Company has a process to ensure a uniform approach to employment onboarding processes.

2.0   SCOPE

This procedure applies to all personnel that are involved in the employment processes within the company.

3.0   REFERENCES

• IMS6.5 Competency Management and Assurance (Training) Plan
• IMS6.2.1 Human Resources General
• IMS6.2.2 Competence Awareness and Training
• Curtis Island Services PTY LTD Enterprise Agreement 2014

4.0   DEFINITIONS

Nil.

5.0   REQUIREMENTS

The following Process is to be followed when a new position is developed or an existing position within the Company becomes vacant.

5.1   Vacant Position 

Upon identification of a vacant position the Operations Manager will obtain the relevant Position Description for that position and conduct a review to ensure that it is relevant to the current scope of work and requirements of the position. 

Dependent on the outcome of the review the operations manager will either proceed to identification of a suitable candidate or amend the position description to include identified gaps.

5.2   New Position

Upon the creation of a new position within the company the operations manger will develop a position description that is consistent with the company position description format and in accordance with IMS6.5 Competency Management and Assurance (Training) Plan.

Completed position descriptions are to be submitted to the HSEQ Manger for Quality Assurance checks before being added to the DataWeb.

Once a position description has been finalised the operations Manager will be notified. At this point the the operations manager can proceed in accordance with section 5.3

5.3   Candidate Identification

The company has a number of methods available to identify potential candidates for employment, these include but are not limited to;

• Casual employees
• Employment agencies
• Word of mouth
• Walk-ins (People walking in off the street and submitting their Resume)

The Operations Manager must identify and review potential candidates resumes and compile a list of preferred applicants.

5.4   Interviews and Reference Checks

5.4.1 Interviews

The company will identify a staff member, usually the operations manager to conduct interviews with identified candidates.

Interviews are to be held in a convenient location to both parties, interviews may be either;

• Face to Face
• Video link
• Phone

The interviewer must develop a list of pre-determined questions that each identified candidate shall be asked.

Each candidate must be given the opportunity to review these questions before the interview commences.

If the candidate has not given references prior to the interview, the interviewer must ask for their references and inform the candidate that the employment process may not proceed until references have been checked.

At the end of the interview the interviewer must make notes based on the questions asked and responses given.

5.4.2  Reference Checks

The interviewer is to conduct reference checks on candidates to support interviews.

Questions for reference checks are to be of a professional nature focusing on performance in previous positions. Questions of personal nature are to be avoided unless there is a need to establish interpersonal skills as required by the Position Description.

5.5   DataWeb Onboarding Procedure

5.5.1 Preferred Candidate identified

Once a preferred candidate has been identified the operations manager is to log onto the DataWeb Human Resources Page and select the  Commence Employment Process. On this page the operations manager shall complete sections including attaching the candidates resume, interview and reference check results.

Note: All attachments are to be in one PDF document.  

Once completed, the operations manager adds his authorisation code and submits the form. 

By submitting the form the Operations Manager is stating that the candidate they have identified has all the (In Date) qualifications required for this position at this stage of the Onboarding Process.

5.5.2 Pre-employment Medical

Once the operations manager submits a candidate (section 5.5.1) the DataWeb will automatically send an email to the senior administrator informing them that they are to book a pre-employment medical for the candidate.

On completion of the medical, the senior administrator will upload the completed medical to the DataWeb utilising the Upload Completed medical for review link located on the DataWeb Human Resources Page. The DataWeb will automatically send an email to the HSEQ Manager informing them that a completed medical has been uploaded and is ready for review.

5.5.3 Pre-employment Medical Review

The company HSEQ Manager will review all pre-employment medicals before a candidate can be approved for employment.

Medical reviews are to based on recommendations by reviewing doctor and answers given by the candidate in the medical questionnaire. 

Where the candidate has disclosed current or pre-existing medical conditions, a risk assessment is to be completed to ascertain the risk of employment. 

Current or pre-existing medical conditions are only to be risk assessed when there is a clear connection to their potential performance in the proposed condition. 

Example 1:

Proposed position - Maintenance Yard Attendant 

Current / pre-existing conditions - previous leg injury, restricted mobility. Managed by only standing for 10 minutes at a time.

Outcome -  Position requires candidate to be mobile throughout the day to complete position duties. Candidate unsuitable for employment due to not being able to fulfill position requirements and increased risk or aggravating pre-existing condition.

Example 2:

Proposed position - Vessel Master 

Current / pre-existing conditions - Indicated Sleep apnea via Epworth Sleepiness Scale  

Outcome -  Candidate not recommended for employment. Candidate would need to provide evidence from medical practitioner that the indicated sleep apnea is either not present or under management in conjunction with their Doctor  

Regardless of the medical review results the HSEQ Manager will complete the medical review form on the DataWeb, either recommending or rejecting the candidate.

5.5.4  Recommendation

If the candidate is recommended an email will be sent via the DataWeb to the originating Operations Manager and Senior Administrator informing them of the recommendation.

The Candidate will then commence the Induction Process into the company in accordance with IMS6.5 Competency Management and Assurance (Training) Plan.

5.5.5  Rejection

If a Candidates pre-employment medical is rejected. An automated email will be sent to the Area Manager and originating Operations Manager informing them of the rejection and justifications for the rejection decision.

The Area Manger will review the case in consultation with the originating Operations Manager and HSEQ Manager. 

The Area Manager will decide if the candidate is to be employed based on risk assessments and company operational requirements. If the candidate is approved by the Area Manager they will then proceed and commence the Induction Process into the company in accordance with IMS6.5 Competency Management and Assurance (Training) Plan.

6.0   DOCUMENTATION

Documents developed to implement this procedure are as follows

• Commence Employment Process
• Upload Completed medical for review
• Completed Medical review form