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Guide for Applicants & Application Forms

Important information when applying for a position at Port Stephens Council.

Introduction

Thank you for inquiring about a vacant position advertised by Port Stephens Council. The Council is an equal opportunity employer and applies merit based selection techniques. Please read this information carefully as it will help you to understand the Council's selection process and to prepare your application. Selection is based on the assessment of each applicant in relation to the selection criteria provided for the advertised vacancy.

Position Description

Before a position is advertised, the requirements of that position are analysed and a position description is prepared. The position description will be included in the information pack and on our website. The key components of the position description include the primary purpose and key responsibilities. The selection criteria are then framed from the position description and consist of the experience, knowledge, skills, abilities, qualifications and training required to successfully undertake the position.

Selection Process

In the selection process, information is gathered and assessed on how well your experience, knowledge, skills, abilities, qualifications and training meet each of the selection criteria. A panel of 2 or 3 people select the successful applicant. The first stage of the selection process is based on your written submission. It is important that you provide the panel with information to demonstrate your ability to meet the selection criteria e.g. experience, knowledge, skills, abilities, qualifications and training.

The selection process includes :

• Shortlisting - selection for subsequent stages based on the written application.
• Structured Interview - a panel asks you questions which address the selection criteria
• Work Test / Exercise - applicants perform a part of the position as a test.
• Reference Checks - the panel contacts nominated referees.

Written Application

It is important that you provide sufficient written detail to enable the panel to assess your initial suitability against the criteria and relative to other applicants. Write your application so that the panel can understand how your experience, knowledge, skills, abilities, qualifications and training relate to the selection criteria. The applicants who best demonstrate their capacity to meet the criteria will be shortlisted for interviews. The selection process is competitive and you will need to demonstrate that you are the best person for the position.

What should you include in your written application?

• Port Stephens Council Employment Application Form
• Statements Addressing Each Selection Criterion (Essential and Desirable)
• These statements should concisely and adequately illustrate how you meet the criteria. Try to provide evidence of your merit with examples.
• You can also include transferable knowledge, skills, or ability in areas relevant to the selection criteria, which you have developed outside the workplace as evidence of your capacity to meet the criteria e.g. a leadership role in a volunteer organisation.
• An Easy to Read And Concise CV/Resume
• This document in addition to your personal contact details should include a summary of your work experiences detailing where you have worked, positions held, period of employment and brief details of duties performed.

Referees

Provide names, position titles, and telephone numbers of at least two referees. These should be people who can provide information about how you meet the selection criteria. Get your referees' permission before nominating them. Give them details regarding the position you are applying for and the selection criteria so that they are better able to speak on your behalf.

Other Relevant Information

Copies of Certificates Attained or Qualifications completed or details of training or studies (i.e. subjects and results to date) currently being undertaken are also beneficial.

Tips for Compiling Your Application

• Give complete and relevant information. Your application is a tool to sell your skills and abilities and is the first stage of the selection process. Supply as much detail as is necessary to fully explain your capabilities.
• Be concise and succinct.
• Use positive and active language (e.g. "I implemented" rather than passive language (eg. "A system was implemented by" ) Clearly identifying what your involvement was in the particular process.
• Supply examples and figures if applicable to support your case eg. number of staff supervised, examples of suggestions which have been implemented, etc.)

Avoid :

• Being long winded or "padding" the applications with irrelevant information.
• Overstating your case or exaggerating your abilities. The accuracy of the information you provide will be verified throughout the selection process.

How to Submit Your Application

By post to:

The General Manager
Port Stephens Council
PO Box 42
RAYMOND TERRACE 2324

NB: Please do not submit your application in a folder, simply staple the application together in the top left hand corner. Also do not provide originals of certificates and qualifications, as Council will be retaining all information submitted as part of your application.

By e-mail to:  mailto:recruitment@portstephens.nsw.gov.au
You will receive an acknowledgment of Council's receipt of your application. This will be posted to your nominated postal address on the first working day following the closing date.

Interview & Testing

The selection panel will, where required, meet any special requirements you have to enable you to attend the interview and/or work tests, such as building access or communication assistance. Please ensure that you inform the person arranging the interview/work test of any special needs you have.

During the interview, the panel will follow a structured process, asking all applicants the same questions. However they may follow up or explore particular issues with applicants that arise from their applications and/or question responses. The questions are designed to gather information on how well you meet the selection criteria and to guide the discussion between the panel and the applicant. After the interview, the selection panel will rate or assess your performance against each criteria and against the performance of the other applicants.

You may be asked two types of questions : behavioural and situational. Behavioural questions ask for examples of how you have handled certain situations in the past. Situational questions, on the other hand, focus on how you would handle a particular situation or aspect of the position. Consider the type of questions that might be asked. Your answers should accurately reflect your knowledge, skills and abilities.

Other selection techniques may be included in the process. For example you may be asked to provide examples of previous work or to participate in a work test.

Your Questions

Remember that the interview situation is designed to be a two way communication process. Don't forget to ask any questions you may have and to clarify any aspects of the position, which you are uncertain about.

Reference Checks

The panel will contact your nominated referees.

Disclosure of Personal Particulars

Under the terms of the Legislative framework covering Child Protection, persons applying for a position involving the care and supervision or provision of services to a person who is under 18 years of age, are required to supply information concerning convictions involving their failure to comply with any provision of the law which in turn deems them a "prohibited person" as defined in the legislative framework. Further information regarding Council's Child protection Policy and Procedures is enclosed if it is relevant to the vacancy for which you are applying.

Medical Examination

In order to make an informed decision about the suitability of an applicant for employment, relevant information needs to be available including details of medical history likely to present problems in performing the role or raise health and safety concerns. The offer of employment is made conditional upon successful completion of the medical examination. A medical practitioner chosen by Council conducts this. The HR Unit is provided with a report recommending the applicant is suitable to perform the inherent requirements of the position. All medical information is strictly confidential.

Notification of Appointment

The successful application is notified first, as soon as possible after the selection decision is confirmed. Then all other interviewed applicants are notified of the selection decision.

Further Information

If you need more information or clarification about the selection process or the advertised role, contact the Human Resources Unit.

Contact details
Human Resources
02 4980 0176 (ph)
02 4983 1598 (fax)
recruitment@portstephens.nsw.gov.au

© 2008 Port Stephens Council
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