Short-listing applicants

If all goes well, you should have a steady stream of applicants to cut down to a manageable number to interview, usually about three to five people. Screening should be done based on the selection criteria you develop from the job description and person specification.

Sort out a system for dealing with applications, especially if you are talking applications over the phone. A template can be useful to make sure you get the same information from all applicants. Taking this step, an application form can be sent to each applicant to assist in collecting relevant information.

At this point screening can be as simple as listing your selection criteria and ticking which of those each applicant meets. The applicants with the most ticks beside their names are the ones to interview. If you need more information, call the applicant and their referees to help decide if you want to meet them. Remember, under the Privacy Act you can only contact nominated referees.

The applicants selected for an interview should be phoned to ensure they are still interested in the job and then offered an interview. This phone call should ideally be followed up in writing or by email with details of the time, place, how long it will take and the expected activities to be carried out during the interview, so the applicant can plan their day.

Once a shortlist has been made, it is polite to let other applicants know they will not be required for an interview.

• For more information: Fact Sheet: Recruitment and Selection  View PDF (485kb)
  See how it’s done: Template: CV screening  View PDF (60kb)
  Make it easier: Template: CV screening  View PDF (60kb) 
                          Template: Reference checking questionnaire  View PDF (60kb)