External recruitment agencies

Background

In recent times, Human Resources has reviewed the service it provides to clients for the placement of casual and fixed-term professional staff.  The review was implemented in response to concerns regarding current practices in appointment of casual professional staff, the workload associated with the administration of the USQ Casual Employment Pool and the increasing inability of this pool to satisfy client staffing needs in the required time frames.

In response to these issues, Human Resources investigated the possibility of using an external employment agency to meet these staffing requirements where it is not possible to source a suitably qualified and experienced applicant from the USQ Casual Employment Pool.  After investigation, HB Recruitment and Training, a local employment agency, has been selected as the preferred supplier for filling casual and fixed-term professional staffing needs at USQ as an alternative to the current Casual Employment Pool process.  

HB Recruitment and Training has preferred supplier status for the Supply of Office Administrative Employment Agency Staff and Temporary and Permanent Employees under the Queensland Government Standing Offer Arrangement 200 and as such were required to participate in a public offer process with subsequent evaluation by a panel of purchasing and human resource representatives from a number of Queensland Government departments.

Please note, that there is no obligation to use the agency at all if faculties/departments wish to continue to manage the recruitment of casual and fixed-term professional staff themselves or through the Human Resources Casual and Short-Term Employment Pool. 

This agency  has been appointed following evaluation of their ability to service all USQ requirements and comply with the University's policies on equity and provide high quality representative applicant pools. This agreement means the University has secured much lower rates than would normally apply.

Following is some important information on the use of casual and temporary modes of employment at USQ, and the required procedure for appointing a casual/temporary staff member through the agency.

USQ definition - casual employment

Human Resources policy and procedure Casual Appointments states:  "A casual employee is engaged and paid on an hourly basis, with a loading to compensate for benefits (such as personal and annual leave) for which a casual employee is not eligible.  A casual professional employee is appointed to work an irregular pattern of hours on an intermittent or irregular basis.  Employment ceases at the end of the engagement." Given that one of the purposes of the workforce management strategy is to strengthen the University's position through appropriate management of staffing, it is inappropriate for cost centres to replace fixed term positions with casual employees. Therefore, additional monitoring of casual employments will be undertaken.

The preparation of casual appointment documentation will remain the responsibility of Payroll and Systems staff.

USQ definition - fixed-term employment

Human Resources policy and procedure Fixed-Term Appointments states:  "A fixed-term employee may be appointed for a fixed period of six months or less without advertisement for a specific task or project, research, or 'other' reasons.  These appointments will not normally be renewed and the employee should not have any expectation of continuity of employment."

Using the USQ casual and short-term employment pool

Applications from people interested in casual/temporary work at USQ are received by Human Resources and are placed in the Casual and Short-Term Employment Pool for a period of up to 3 months.  The Casual and Short-Term Employment Pool is used to supplement existing staffing requirements during peak activity periods, to complete specific projects, or to cover short term planned and unplanned absences of existing staff.   

Applications can be accessed by a Faculty/Department seeking a casual/temporary employee (for less than 6 months) by telephoning Human Resources on extension 2663.  Human Resources can assist cost centres with this process if a position description and/or list of the skills required is provided.  Human Resources staff will then review the file and select a number of possible candidates for the faculty/department to consider.

Faculties/Departments must firstly peruse the applications held in the Casual and Short-Term Employment Pool to fill a casual/fixed-term vacancy.  Should a suitable applicant be unable to be located from the Pool, then the Faculty/Department may contact the Agency to source an employee for periods of less than 6 months only.

Documentation and procedures - appointment without using the agency

Depending on the type of employment, either a Fixed-Term Appointment Form must be completed, or Payroll and Systems staff must be contacted in relation to casual appointments.  The forms are to be completed in full by the Cost Centre with the signature of the Category 4 Delegate and appointee obtained.  The completed form must be forwarded to Human Resources prior to commencement of the employee.  A position description for the role must accompany the Fixed-Term Appointment Form.

Documentation and procedures - appointment from the agency (HB Recruitment and Training)

HB Recruitment and Training can be contacted by telephoning +614639 4410 or via e-mail recruitment@hb.net.au. They will require an outline of the position to be filled including level of appointment, start date, length of assignment, type of skills needed, and specific duties to be performed (preferably in the form of a brief position description for longer assignments).

A Requisition must be completed in PeopleSoft Financials specifying the department, cost centre code, authorising delegate's name, name or position of the agency staff member, period of engagement (eg number of hours, months etc) and cost PRIOR to commencement of the staff member.  The Cost Centre will then be invoiced directly by HB Recruitment and Training for the cost of the placement. 

Additional documentation will be required by Human Resources if the faculty/department elects to make the agency employee a member of USQ staff (refer below). 

A request to fill a vacancy through the agency will only be actioned from a Purchase Requisition and Purchase Order. Services cannot be purchased without official orders being raised. The official order process ensures audit requirements are met and facilitates swift and efficient payment of invoices.

Costs - USQ and HB Recruitment and Training agency rates

 

 

The agency staff member receives an hourly pay rate equivalent to the rate received by USQ casual employees under the USQ Enterprise Agreement 2010-2013.  The total cost to the University has an additional percentage over and above this rate charged by HB Recruitment and Training.  Please note that this arrangement applies only to "agency" staff members who remain an employee of HB Recruitment and Training for the period of their assignment with USQ.  This arrangement is normally for placements of less than 3 months duration.

The Faculty/Department also has the option of sourcing an employee from the agency to become an employee of USQ for longer term placements, normally of 3 months duration or longer (up to a maximum of 6 months).  This option will incur a one-off placement fee (refer below) and the employee will then become a USQ employee and be paid through USQ payroll at the normal fixed-term rate (as per the salary rates for professional staff).  This placement fee covers all agency costs associated with sourcing applicants, assessment, specific administrative and technical skills testing, and the process of short-listing applicants for consideration (if applicable).  USQ would then be responsible for all salary costs for the fixed-term employee.  If this option is chosen, a Fixed Term Appointment Form must be completed for the employee and forwarded to Human Resources.

'One-Off' Placement Fees:

 

 Classification Level

 Fee for placement of up to and including 3 months (inc GST)

Fee for placement of over 3 months and up to 6 months  (inc GST) 

Level 1 Step 1

$396.00

$770.00

Level 2 Step 1

$583.00

$1116.50

Level 3 Step 1

$616.00

$1199.00

Level 4 Step 1

$709.50

$1386.00

Level 5 Step 1

$830.50

$1650.00

Level 6 Step 1

$951.50

$1892.00

Level 7 Step 1

$951.50

$1892.00

Level 8 Step 1

$951.50

$1892.00

Level 9 Step 1

$951.50

$1892.00

Level 10 Step 1

$951.50

$1892.00

 

HB Recruitment and Training "agency and fixed-term to continuing fee"

Agency employees will be eligible to apply for internal only vacancies at USQ during the period of their placement only.  The agency employees are always eligible to apply for any externally advertised positions.  

Should an agency employee be successful in obtaining a continuing position with USQ (in the position they are performing or any other continuing position), an "agency and fixed-term to continuing fee" will apply.  The fee will be payable if the agency employee obtains a continuing position during or within 12 months of their assignment with USQ.  This fee will be met by the cost centre that is offering the continuing appointment. 

Agency and Fixed-Term to Continuing Fees:

 

 

 Classification Level

 Agency and Fixed-Term to Continuing Fee (where agency employee's initial placement was less than 6 months)

Agency and Fixed-Term to Continuing Fee (where agency employee's initial placement was for 6 months duration)** 

 Level 1 Step 1

$473.00

 Nil 

 Level 2 Step 1

$473.00

 Nil

 Level 3 Step 1

$583.00

 Nil

 Level 4 Step 1

$709.50

 Nil

 Level 5 Step 1

$830.50

 Nil

 Level 6 Step 1

$957.00

 Nil

 Level 7 Step 1

$957.00

 Nil

 Level 8 Step 1

$957.00

 Nil

 Level 9 Step 1

$957.00

 Nil

 Level 10 Step 1

$957.00

 Nil

** Please note:  If the employee is appointed on a continuing basis to the same position they are currently performing on a six month fixed-term basis (at the same level  in the same department) there would be no further placement fee.  If however the employee obtains another position (or was initially engaged for less than six months) then a further placement fee will be applied.

Further information and enquiries

Please direct any enquiries to your Client Service Team

HB Recruitment and Training can be contacted by telephoning +61 7 4639 4410 or e-mailing recruitment@hb.net.au.