Using a recruitment or executive search firm for appointments over 12 months and continuing roles requires approval from HRU. All agency Terms and Conditions should be reviewed and approved by the Recruitment & Retention Specialist. If there is a formal contract the Recruitment & Retention Specialist and HR Director are required to provide final sign off.
When working with an external firm it is important to organise an onsite briefing session to highlight the selling points of the role, Faculty/Division and the University. In this meeting it is also important to clearly articulate the skills and cultural fit needed for someone to be successful in the position.
Involving other key stakeholders in this briefing can help provide a more comprehensive overview of the role, as well as securing buy in for the appointment from your colleagues and team.
In collaboration with the firm, a project plan can be developed to cover the key recruitment dates, tasks, updates and responsibilities helping to ensure a positive outcome within acceptable timeframes. Your HR Partner can provide you with the relevant template.
Before interviewing or proceeding to appoint any temporary agency candidates it is your responsibility to review and agree the recruitment agency's fee structure and Terms & Conditions.
It is important that you check the temp to perm/extension conditions, in addition to reviewing the charge out rates (the fee you pay for the agency for the candidate). At this stage you may think that you will not be hiring the temporary staff member for other work or a continuing position, but it is not uncommon to extend contracts or even for them to be hired in another capacity at UTS. In these scenarios you are likely to be required to pay additional fees or placement costs.
Remember to negotiate fees and the terms and conditions. As well as asking for a reduction on the charge out rates you can also negotiate sliding scales for temp to perm fees. For longer term contracts you can agree to pay a fixed fee and a pay out arrangement if you decide to offer an extension to the contract.
For more advice on choosing an agency or reviewing contracts please contact your HR Partner.