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Hiring & Onboarding Policy

Hiring & Onboarding Policy

Policy

We are always looking for people who can bring new perspectives and experiences to our team.  Foremost, we need people who fit our culture, as well as the necessary skills it takes to do a job. Any new hire needs to be as enthusiastic about working here as we are!

We take a robust and professional approach to hiring to help us attract and appoint team players with the necessary skills and attributes to fulfil our aims, adhere to our values and support our business goals.

We make appointments on the Principle of Merit, in compliance with relevant Legislation and by adhering to this policy and related processes.

We hire through:

  • Internal promotion
  • External attraction
  • External referrals 

We are committed to a structured, supportive, and thorough onboarding process to ensure all new team members start with a deep understanding of the expectations, behaviours, and culture of our business.

Scope

This policy applies to all Global Marketplace team members, based in Australia and New Zealand.

Business of choice

We aspire to be a ‘business of choice’, which means we strive to build and nurture a fantastic work culture and workplace environment that attracts and retains the most talented people! To measure our success on this journey our initiatives currently include:

  • Job security – we will be transparent with our successes, failures, and current position. This is so all team members can have certainty that we are a financially sound employer, have freedom from the concern about losing their job and our team can concentrate on their goals without worry.
  • Empowerment – we provide our team with a strategic framework (mission, values, vision, goals, feedback). They can then control their choices and how they perform their core functions to progress their goals. They are empowered to make decisions, are pro-active and can see, own and act on problems quickly and efficiently.
  • Respect – we develop a culture where we accept, we cannot always be right and that all our ideas may not come to fruition. In doing so, we operate with a high degree of trust and mutual respect of our Managers and our colleagues.
  • Growth opportunities – we encourage everyone in our team to continue to develop skills and careers through performance development planning, career paths, internal and external training opportunities and projects that help expand skills.
  • Passion – we regularly ask for feedback, by surveying our team annually and quarterly (as needed), which tells us that people genuinely love working for us and are deeply engaged. Our workforce is energetic and passionate. We want everyone to recommend us to people they know as a good place to work.
  • Commitment – we act with commitment to our team and our customers, which is part of everything we do, from policies to business strategies. We implement strategies to retain and engage our team and offer ‘perks’ to say thank you.
  • Involvement – we involve our team, so they feel they have the opportunity to be involved in making suggestions, raising new ideas for products or innovations, having input on processes that affect them and can attend a wide range of meetings.
  • Access to information – we openly share information with our team, including financial progress, annual plan progress and overall company goals. We want everyone to be part of the ‘in-crowd’ and know what is happening as soon as everyone else knows.
  • Healthy work-life balance – we strive to constantly meet the demands of everyday life challenges by having a flexible workplace that helps everyone balance work and family/life needs, thus minimising stress.
  • Positive relationships – we work hard on constantly improving our culture, and that our Managers embody a culture that focuses on open, honest, positive, and future-focused communication. We want everyone to have friends at work and to like and enjoy working with each other and have an immense sense of pride in working for Global Marketplace. We have some fun and socialise at team BBQs, lunches, and off-site events.
  • Fairness – we will ensure decisions are applied fairly and all are treated equally, through implementation and application of Company policies, where workplace guidelines are clear and enforceable across the board.
  • Great recognition and reward programs – our team receives regular feedback about their performance, growth, prospects, accomplishments, and areas needing improvement. Recognition is regular, targeted to real successes and used to reinforce positive, desired behaviours. Reward is through competitive salaries, and varied benefits including years of service, living our company Values, and starting a family.

 

Our hiring process

The following is a guide to the hiring process that we will follow when sourcing new talent.

  1. Position description

Before we hire, we think about what is needed and write down the details of a position. We create a position description that outlines; purpose, responsibilities, required skills, qualifications and experience, as well as Company expectations and Values, so everyone is on the same page.

  1. Advertise

Where appropriate, positions will be advertised internally. As needed, we may choose to advertise externally on sources including SEEK, LinkedIn, or any other media considered relevant.

We generally only use Recruitment Agencies if we have been unsuccessful in finding our own candidates. Use of Agencies must be pre-approved by the CEO.

  1. Recruitment

The recruitment process may include some, or all of the following:

  • phone and/or video interview.
  • face-to-face interview.
  • practical testing.
  • making a presentation.
  • reference checks.
  • right to work in Australia/New Zealand check.
  • criminal convictions check (depending on role).
  • COVID-19 vaccination status check.
  1. Shortlist

We shortlist candidates against essential and desirable criteria as set out in a position description.

  1. Interview

We interview candidates who we believe will be a good cultural fit and who demonstrate relevant qualifications and experience.

Interview panels will vary according to the role. In some instances, more than one interview may be required.

  1. Offer stage

Successful candidates will be made a verbal offer of employment and following acceptance will be sent an Employment Agreement that sets out clear terms and conditions of employment. In some instances we may send a Letter of Offer following by an Employment Agreement e.g. where there may be a delay in preparing the Agreement and we need to provide a candidate details in writing.

Interview notes, application forms and any other relevant application material will be kept on a team members personnel file, if they are successful. Any interview notes of unsuccessful candidates will be destroyed after 6 months.

Once we have made a job offer and a candidate has accepted a position, all unsuccessful candidates will be contacted as a matter of courtesy.

Onboarding

Starting work at a new place can be a bit intimidating. A bit like the new shiny kid at school with no friends! We aim to make all new team members start with the Company as seamless as possible, and to create a ‘WOW’ factor which includes ensuring:

  • they are welcomed,
  • they have a detailed onboarding plan,
  • they are assigned meaningful work,
  • they know what they are meant to be doing and who they can go to for help, right from day one.

What is onboarding?

Onboarding is more than just new hire induction. Onboarding is a process. Induction is an event – one of the first steps in the onboarding process. 

The induction step allows us to collect all relevant people and payroll information.

The onboarding process helps us to develop a happy contributor!  Onboarding conveys our organisational brand and values, explains our people and professional culture, aligns expectations and performance and provides the tools for a team member to successfully assimilate into their position with a quicker “ramp-up” to productivity.

Onboarding involves:

  • conducting a structured induction process that covers tactical and administrative issues.
  • monitoring and managing probation.
  • obtaining feedback from a team member after a specified time.

 Our onboarding process

Our onboarding process has four core components:

 

1. PRE-BOARDING2. INDUCTION3. TRAINING4. SOCIALISATION
Pre-boarding occurs between offering someone a role and that person commencing in their role.Induction is usually performed face-to-face beginning on the first day. It covers all the information new people need to understand our business and to do their job.Training during onboarding covers the practical elements of a person’s role, including what the team member needs to know about policies, procedures, systems, and processes.Socialisation includes meeting existing team members and being introduced to company culture and how people in the company like to work.

 

  1. Pre-boarding

To encourage engagement with our business all new team members will be pre-boarded prior to their first day with us. This includes sending all relevant paperwork for completion / reference including:

 

  • Employment Agreement.
  • Welcome letter.
  • Onboarding plan.
  • Personal details form.
  • Pre-employment health declaration.
  • Superannuation / KiwiSaver forms
  • Tax office forms.
  • Any legislative information required to be provided.

 

Enabling new team members to fill out documentation and read relevant information prior to starting in their role streamlines the onboarding process.

This step also includes organising a workstation and IT set-up (email, log-on, password), tools of the trade (mobile phone, surface pro), and notifying the existing team of a new team member starting.

  1. Induction

Induction is a standardised process for all new team members.  Each new team member will receive an Onboarding Plan, which will include:

  • where to come and what time on the first day.
  • who will greet them or e-meet welcome them.
  • workplace introductions process – who’s who.
  • details of any welcome virtual / in person lunch / morning tea.
  • office orientation.
  • policies and procedures to be read.
  • OH&S and evacuation procedures.
  • Culture Amp overview.
  • Uprise overview.
  • business overview.
  • position overview.
  • IT system orientation.
  1. Training

New team members will be provided with training on how to use systems in the workplace during their first week and on an ongoing basis as required.

  1. Socialisation

All team members are encouraged to network with their peers to facilitate their learning and development. The Company encourages peer support in the workplace, including utilising a ‘buddy’ system for certain positions. Where appropriate, a buddy will be assigned to a new team member on their first day. A buddy is a more experienced peer who can guide the new team member through the first day / weeks and be their ‘go to source’ for any questions or concerns.

  1. Evaluation

Evaluation of the onboarding process is undertaken to ensure new team members feel comfortable and confident in their role, and to foster continuous improvement.  New team members will receive an onboarding survey at 1 and 5 weeks, via the Culture Amp platform, to obtain their feedback on our onboarding process.

  1. Sign off

All new team members are required to acknowledge that they have read and understood the Company code of conduct and all relevant policies and procedures. The Policy Declaration form can be found on the WIKI / SharePoint.

Referral bonus

If you know someone who you think would be a good fit for our team, please get in touch with the hiring Manager or People & Culture. If we hire your referred candidate, you are eligible for a $1,000 (AUD/NZ) referral bonus to be paid upon successful completion of the new hires probation period being completed or after completion of 6 months service (whichever is longer).

Referral scheme rules:

  • Referral bonuses are only paid when the new team member passes their probation period.
  • A bonus will endeavour to be paid to the referrer within 1 month of the new team member completing their probation period.
  • There is no cap on the number of referrals you can make. All rewards will be paid accordingly.
  • If two or more team members refer the same candidate, only the first referrer will receive a referral bonus.
  • Referrers are still eligible for rewards even if a candidate is hired at a later time or gets hired for another position.
  • Candidates referred must be hired as a permanent full or part-time team member (not as a temporary team member or contractor).
  • Managers or People & Culture team members are not eligible for a referral bonus.

Probation

Probation is an important part of onboarding as it is a chance for us to all work out if we perfectly fit each other – to make sure there is a good match for the new team member, their job and our work environment. Occasionally we get it wrong and so think of probation as a “trial period” to evaluate fit. Please refer to the Probation Policy for more information.

References

  • Personal details form
  • Probation policy
  • Policy declaration form

Version control

Author:HR Consultant
Effective date:1 July 2022
Date of last amendment:1 July 2022
Version:2-0
Approved by:Kelly Moon, Chief Financial Officer
Review date:2 years

 

This Policy is uncontrolled when printed.

 

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