Hiring & managing people · Guide

Recruitment: finding and choosing good staff

Small businesses can't afford hiring mistakes, but they can offer things big employers can't - variety, flexibility and a real say. Here's a step-by-step recruitment process that helps you find the right person and show them why they'd want to join you.

AUSBUSINESS
Last reviewed · 3 min read
Two people talking in an office hallway
Photo by Vitaly Gariev on Unsplash

In short

  • Define the role and what success looks like before you write a job ad.
  • Write an honest ad that sells the job - what they'll do, what you offer, and why it's a good place to work.
  • Use the same questions and a practical task for every candidate, so you compare fairly.
  • Check references, qualifications, licences and the right to work in Australia before you make an offer.
  • Move quickly. Good candidates often have other options.

1. Define the role

Start with a one-page role description:

  • Purpose: why the role exists, in one sentence.
  • Main tasks: five to eight things they’ll do each week.
  • Success after three months: what you’ll be able to see if they’re doing well.
  • Must-have skills, qualifications and licences, and the nice-to-haves.
  • Hours, location and type: full-time, part-time or casual; on site, remote or hybrid.

Be realistic. A long list of “essentials” puts off good people who could learn the rest.

2. Write a job ad that sells the job

Your ad competes with every other job your ideal candidate sees. Make it clear and appealing:

  • A plain job title people actually search for.
  • A short opening about your business and why the role matters.
  • What they’ll do, in everyday language.
  • What you’re looking for: the true essentials only.
  • What you offer: pay range, hours, flexibility, training, the team, the work itself.
  • How to apply and the closing date.

Including a pay range attracts more suitable applicants and saves everyone time. Keep the ad free of requirements that could discriminate, such as age, gender or family status, unless there’s a genuine reason related to the job.

3. Where to find candidates

  • Your network: customers, suppliers, past applicants and staff referrals.
  • Online job boards: general and industry-specific.
  • Social media: your business page and LinkedIn.
  • TAFEs and universities: for trainees, apprentices and graduates.
  • Industry associations and community groups.
  • Recruitment agencies: useful for hard-to-fill or senior roles; agree on fees and guarantees first.
  • Government employment services: some programs help match employers with job seekers.

4. Shortlist fairly

Read applications against your must-haves only. Score each one the same way, for example on a simple 1–5 scale for each essential. Phone-screen your top candidates for 10–15 minutes to check interest, availability and pay expectations before a full interview.

5. Interview well

Use the same core questions for everyone, so you can compare fairly:

  • About experience: “Tell me about a time you had to deal with an unhappy customer. What did you do?”
  • About skills: “Walk me through how you’d quote a small bathroom job.”
  • About fit: “What kind of workplace brings out your best work?”
  • About motivation: “What interests you about this role?”

Where you can, add a practical task: a short work trial (paid if it’s real work), a written exercise, or a role-play. It shows more than any interview answer.

Leave time for their questions, explain next steps and timing, and take notes as you go.

6. Check before you offer

  • References: speak to at least two recent managers. Ask specific questions about the tasks the role involves.
  • Qualifications and licences the role needs.
  • Right to work in Australia: check visa conditions where relevant, using the government’s VEVO system.
  • Police or working-with-children checks if the role requires them.

Get the candidate’s consent before doing checks, and keep their information secure.

7. Make the offer

Call your chosen candidate first, then follow up in writing with the details: role, start date, pay, hours and the main terms. business.gov.au has tools to help prepare an employment contract and letter of offer, and the Fair Work Ombudsman explains what to give a new employee. Let unsuccessful candidates know promptly and politely; they may be right for a future role.

Then plan a strong start. See Hiring your first employee for onboarding.