SECTION 2: STAFF RECRUITMENT

AUSTRALIAN ULTIMATE TRAINING COLLEGE

Level 2, 11 Spring Street Chatswood NSW 2067

Policy and Procedures Manual

Section 2

Staff Recruitment

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TABLE OF CONTENTS

TABLE OF CONTENTS.....................................................................................................................2
STAFF RECRUITMENT AND TRAINING POLICY...........................................................................3
1. SCOPE AND PURPOSE..............................................................................................................4
2. RESPONSIBILITIES.....................................................................................................................4
3. SELECTION CRITERIA................................................................................................................4
4. STAFF RECRUITMENT................................................................................................................5
5. VERIFICATION OF QUALIFICATIONS.......................................................................................5
6. VERIFICATION OF WORKPLACE EXPERIENCE......................................................................5
7. MONITORING STAFF PERFORMANCE.....................................................................................6
8. SUPERVISION OF UNQUALIFIED STAFF.................................................................................6
9. DEMONSTRATION OF INDUSTRY CURRENCY........................................................................6
10. CONTINUING PROFESSIONAL DEVELOPMENT....................................................................7

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STAFF RECRUITMENT AND TRAINING POLICY

Australian Ultimate Training College is an equal opportunity employer and

complies with all of the relevant anti-discrimination legislation. We are an
equal opportunity employer and will not accept sexual harassment,
discrimination, illicit drug use or any other workplace activity that may bring
discredit to the organisation.
All positions are advertised externally to ensure that we obtain passionate
committed personnel who seek to achieve excellence.
Under advice from the Director we review all staff applications and focus in
particular on the ability to work as part of a team. All members will need to
have a high standard of computer literacy and familiarity with Word.
All staff and trainers will be required to undergo an interview and whatever
practical skills assessment though necessary at the time. All records of
application, review and finalisation will be confidential.
All new members of the training team will be retained as contractors and
the will be subject to the provisions of their contract. A breach of contract
will result in the termination of that contract.
All employed and contracted trainers must comply with the requirements of
the Staff Handbook and these procedures. All trainers shall have
demonstrable skills for the courses in which they instruct: they must hold
the qualification they. All trainers must show industry currency and also
undertake continuing professional development for at least 16 hours per
year.
We are a compliance based organisation. Each Trainer is recruited with a
clear understanding of our need for personal compliance and our
commitment to safe customer focussed operations.

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1. SCOPE AND PURPOSE

1.1 This procedure covers all aspects of the recruitment process followed by Australian
Ultimate Training College in acquiring new temporary contract or permanent staff, including
advertising, selection criteria, interviewing and engaging.
1.2 Australian Ultimate Training College is an equal employment opportunity employer. We
adhere to a policy of making employment decisions without regard to race, colour, religion,
sex, sexual orientation, national origin, citizenship, age or disability.
1.3 We provide opportunity for employment with Australian Ultimate Training College that solely
depends on qualifications, experience and competency.

2. RESPONSIBILITIES
2.1 The Director is responsible for the identification of resources needed, and is responsible for
providing a safe work environment and this includes the office and training and assessment
locations.
2.2 All employed and contracted staff members are required to support our safe work practices
and to assist in promoting safety as a requirement of day-to-day operations.
Workplace safety legislation requires all personnel to strive for workplace safety. They must
advise any colleague they see who is working unsafely of the correct way things must be
done.

3. SELECTION CRITERIA
3.1 Training staff must have:

(i) TAE40110 Certificate IV in Training and Assessment

(ii) be able to demonstrate vocational skills at the level which they are required to teach
(iii) demonstrate that they are currently still working in industry for at least 1 day per
month
(iv) undertake at least 16 hours of self development per year that addresses both the
teaching/assessing qualifications as well as the vocation skills they teach.

3.2 The Director will determine the conditions of direct supervision in line with NSSC Policy.

3.3 Trainers must be able to demonstrate current industry skills directly relevant to the training
being undertaken, and continue to develop their VET knowledge and skills as well as their
industry currency and trainer competence.

3.4 The Director will determine if a person without the assessment competencies defined in (i)
and (ii) and the relevant vocational competencies at least to the level being assessed can
work under supervision of a qualified assessor to conduct assessments.

3.5 The Director may allow an applicant to demonstrate their competency by completing a
project or other assessment. Where demonstration of competence requires applicants to
present course material, the observer will record observations on the Staff Observation
Recording Sheet (Form 40). All assessments will be carried by qualified trainers/assessors.
All evidence of trainer competence will be included in their Personal File.
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4. STAFF RECRUITMENT
4.1 All candidates interested in applying for positions at Australian Ultimate Training College
will be sent the following forms by the Director:
(a) Consent to Employment Screening (Form 32)
(b) Trainer Competency Mapping Form (Form 49)
(c) Information regarding the position to be filled (including but not limited to essential
and desirable selection criteria, position description and remuneration information).
4.2 All completed forms are returned to the Director for processing. Applications without all
forms returned will not be processed. The Director assesses each application and makes
confirmatory calls or general enquiries to confirm the validity of the submitted documents
and the skills level and experience of the applicant. The process for the validation of
qualifications supplied is documented in Section 5 of this document.
4.3 All applicants are interviewed by the Director. If an appointment is to proceed, the following
are completed by the applicant.
(a) Employment Agreement (Form 15);
(b) relevant position description; and
(c) Staff Profile (Form 41).
(d) Working with Children Check application (from https://check.kids.nsw.gov.au/) if
required.
4.4 Photocopies of the following documents are also taken:
(a) Signed Resume and verified qualifications
(b) Staff Induction Checklist (Form 36)
(c) Trainer matrix
4.5 Upon appointment, the Director oversees the induction of the new staff member and issues
a copy of these policies and procedures and other documents as listed on the Staff
Induction Checklist (Form 36). A signed copy of the completed Staff Induction Checklist
(Form 36) is attached to the trainer’s personal file.

5. VERIFICATION OF QUALIFICATIONS
5.1 The Director must take a copy of the original qualification plus transcript, or a single
transcript if the front page of the qualification is lost, ensuring that the qualification is that of
the applicant and that it is legitimate.
5.2 Where there are concerns, the Director contacts the qualification issuer for endorsement,
quoting the certificate number and asking for confirmation of the recipient.
5.4 Each copy of the qualifications is to be verified by the Director who signs then photocopy
confirming that it is a copy of the original document.

6. VERIFICATION OF WORKPLACE EXPERIENCE

6.1 The applicant must have their vocational experience listed on a current resume which they
must sign to confirm the accuracy of the resume content.
6.2 The Director conducts all the necessary phone calls and contacts with past and present
employers who can confirm the accuracy of the information provided on the resume
submitted by the applicant. This is noted on the resume.

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6.3 In addition, the Director determines whether the applicant has the required skills as listed
on the vocational competencies form by discussion with the Referees.
6.4 The formal validation of the resume is acknowledged as a signature and date of the
Director.

7. MONITORING STAFF PERFORMANCE

7.1 Australian Ultimate Training College provides training for all staff to develop their
understanding through useful, work related training when it is deemed useful or appropriate.
We accept that under the requirements of the Standards for Registered Training
Organisations 2015, professional development must be offered by the RTO and undertaken
by staff.
A professional development schedule is documented and coordinates the training and
professional development delivered to each of the training entities.
7.2 All staff undertake an annual performance appraisal using the Staff Appraisal Form (Form
30) with the Director.
7.3 Training that has been considered as useful to both the staff member and management
shall be agreed and is recorded on the professional development schedule.
7.4 Records of the completed professional development activities are recorded in the staff
member’s Training Record (Form 55) which is retained ion the staff member’s personal file.

8. SUPERVISION OF UNQUALIFIED STAFF

8.1 If during the mapping exercise or because of staff shortages, the Director agrees to allow a
semi qualified person to commence training of students while obtaining appropriate skills
and evidence for themselves, this process is followed.
8.2 The semi qualified person is to work under the supervision of a fully qualified trainer at all
times. The fully qualified trainer is accountable for all training provision and collection of
assessment evidence.
8.3 The semi qualified person is not to train students in areas for which they have not
demonstrated that they have the competence. All such appointments must be approved by
the Director.
8.4 In any course delivery, the semi qualified staff member is to be issued with the learning
instruments and assessment tools by the Director. These are not to be contextualised
without the Director’s approval.
8.5 The delivery is to be attended by the Director or such other delegate who holds appropriate
qualifications.
8.6 Records of the supervision are to be recorded on the Attendance record for the class with a
sign off by the supervising authority.
8.7 The semi-qualified instructor is to be issued a statement of attainment following completion
of the assessments themselves through demonstration of the competency. Records of this
are to be included through an RPL process which is retained in the staff member’s personal
file.
8.8 The semi qualified person will not determine assessment outcomes until fully qualified

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9. DEMONSTRATION OF INDUSTRY CURRENCY

9.1 All trainer/assessor staff members are required to have a letter of offer and acceptance to
work at least one day per month within their industry of training.

9.2 The interaction may also form the basis for industry consultation by discussing
(a) Delivery and assessment strategy documents
(b) Assessment tool questions and tasks
(c) Assessment tool sample answers
(d) Performance standards
(e) Validation of assessment tool
(f) Student outcomes
(g) Student employability skills
(h) Moderation of student outcomes

9.3 In addition, where appropriate, the staff member should undertake any technical
enhancement of skills and knowledge as may be identified during the industry consultation.

9.4 Evidence of industry currency is to be maintained in the staff records folder. The industry
group will create a formal record of the consultation and may include and or all of the
following:
(a) TAS review form
(b) Assessment tool validation form
(c) Meeting minutes
(d) Email
(e) Records of phone contact.

9.5 The industry consultation is to be recorded in the trainer assessor training record form with
signatures by those personnel who are providing the training/update.

10. CONTINUING PROFESSIONAL DEVELOPMENT (CPD)

10.1 All training and assessing staff are to undertake continuing professional development
training for not less than 18 hours per annum as listed in the continuing professional
development schedule; this should be of not less than 6 hours for each of:
(a) Teaching and assessing pedagogy.
(b) Technical knowledge from their area of choice or another area of choice
(c) Compliance matters

10.2 Planned continuing professional development is to be designed according to the needs

identified in the staff appraisal and agreed at the Director/Trainer interview.

10.3 Planned CPD will be provided at company cost.

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10.4 The provision of the 18 hours of CPD is considered to be the minimum that is acceptable by
the trainer/assessor. This does not preclude any additional training that may be agreed to
rectify the standard of training or the adequacy of the assessment process that may be
agreed between the Director and staff member.

10.5 Planned CPD is to be recorded in the Training Record with the proposed date of training to
be delivered.

10.6 Continuing professional development is different to training; training is limited to the

requirements of the job undertaken within our RTO. Continuing professional development is
broader and may not be limited just to the requirements of the job but should help to
develop the workforce in the broader requirements of being in a work, such as leadership,
administration, confidence, time management. These are personal skills which ar not
directly related to the performance of the tasks required.

10.7 Continuing professional development may be conducted by in-house staff members or

provided by external agencies as required.
NOTE: Journal reading is not the same as professional development: it is the transfer of information
and may not be reflected in the skill set of the trainer/assessor. While staff are encouraged to read
journals, Australian Ultimate Training College does not accept that this meets the requirements of the
16 hours of mandatory professional development.

10.8 Compliance training is conducted on an “as needs” basis and will involve retraining of
assessors prior to the commencement.

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