A Step by Step Guide to the DHHS Process of Advertisement Placement and Content Index

1 INTRODUCTION

2 WHY IS IT IMPORTANT TO WRITE AN EFFECTIVE ADVERTISEMENT?

3 HOW TO USE MARKET INFORMATION/KNOWLEDGE WHEN DETERMINING THE ADVERTISEMENT PLACEMENT

4 WHAT TO CONSIDER WHEN WRITING & PLACING AN EFFECTIVE ADVERTISEMENT

5 INFORMATION ON DIFFERENT ADVERTISING CHOICES

6 RECRUITING TIME FRAMES AND DEADLINES

7 GUIDE FOR ADVISING HR OF ADVERTISEMENT REQUIREMENTS (I.E. ADVERTISEMENT PLACEMENT AND QUALITIES OF THE ROLE)

8 RESOURCES

1 INTRODUCTION This guide has been developed to assist managers when they are placing and thinking about the content of advertisements. This guide should be used in conjunction with the Right Job, Right Person! Recruitment and Selection Framework, in particular Stage 2 – Attract. Key Stakeholders

Recruiter/selection panel members Recruitment liaison officers – Recruitment Services HR relationship management teams

2 WHY IS IT IMPORTANT TO WRITE AN EFFECTIVE ADVERTISEMENT? A good job advertisement will attract interest and clearly describe the job.

A well written job advertisement which presents the role as it is will sell the role to

the right person.

An effective job advertisement will help you attract a quality field not a quantity field. A smaller field of quality applicants will help minimise the amount of paperwork you have to complete as the recruiter/selection panel chairperson.

An advertisement which accurately describes the role will help potential

applicants to decide if they are suitable for and interested in the role. It will also help those applicants who may not be suitable or right for that particular job to opt out.

3 HOW TO USE THE MARKET INFORMATION/KNOWLEDGE WHEN DETERMINING THE ADVERTISEMENT PLACEMENT

Knowing the labour market will help you to work out where to advertise, who to

target and which networks to use, ensuring that you will attract a quality field of suitable applicants who are interested in the vacant role.

Defining the role, the work you need done, the team requirements, the current

and future requirements of the role and the future development opportunities associated with the role, will assist in defining what type of person you need and where you are likely to find them.

Recruiting advertisements do not just need to be advertisements placed in the

traditional job sections of print media. You can use a variety of advertising such as journals, intranet sites, newsletters, suburban papers, tertiary institution noticeboards or publications and word of mouth. “Think outside the square” – for example if you know that in the past people from the hospitality industry do well in your particular area because of their customer service skills, then you might consider targeting hospitality publications.

Communications and Marketing can assist you with advertisement placement,

costs of advertising and marketing concepts aimed at your target audience.

4 WHAT TO CONSIDER WHEN WRITING & PLACING AN EFFECTIVE ADVERTISEMENT

In addition to having a clear understanding of the role, you need to consider a number of other factors when you are deciding what to put in and where to place your advertisements. Things to consider are: The attractive qualities of the agency, the business unit or the area that would

attract the right person to this role are: (e.g. the work of the agency or business unit, career path options, the culture etc)

The key selling points of the role that will attract or interest the right person are:

(e.g. what is the focus of the role, what is on offer in the role etc)

Where might DHHS find people who would be interested in this role? What personal attributes would the successful applicant hold? (e.g. Flexible,

initiative, responsive.. etc)

What makes this role unique – why would someone love to move to Tasmania for this role?

What can Tasmania offer that’s different to similar roles on the mainland?

Lifestyle? Work environment, scope of work? What are applicants in similar roles enticed by? Career advancement? Work/life

balance? There are also a number of decisions that you need to make before deciding where to place an advertisement, these are set out below:

Is this position going to be hard to fill? (If your answer is yes you may need to

consider advertising either locally or interstate/internationally.)

Is there potential to fill it in Tasmania? (If you answer yes you may need to advertise in the local papers.)

Do you expect these roles to be difficult to fill from within Tasmania or will you be able to fill it nationally or internationally? (If you answer yes to this then you may need to consider some of the options set out in section 5 of this information sheet to assist with attracting the right candidates.)

Are there any particular publications you would like this advertisement to be

placed in or any areas you would like targeted in relation to this advertisement (e.g. TAFE colleges etc)?

Are you looking to attract applicants for other states? – If so, any regions/states in

particular?

5 INFORMATION ON DIFFERENT ADVERTISING CHOICES OPTION 1 - Website AdvertisingWebsite Advertising:

The web is increasingly becoming the place of choice for job hunters, especially those in generation X and Y.

There are a number of other key benefits that can be gained from the utilisation of the web for recruitment marketing:

• The life of the ad is longer than the press (they are priced for a months display)

• Cost - very cost effective

• Targeted - there are a large number of occupation group websites that are available to advertise on.

Cost:

Design - $200 - this includes the ad design and professional writing.

Placement - Seek - $250/month

Careerone - $125/month

Professional sites - $100 - $200

Note: All costs are approximate and are subject to change.

Design Template:

Below is and example of the design that we use for web based advertisements.

OPTION 2 - Australian Line Listing AdvertisementA template has been designed to provide a cost effective means of advertising

positions in the Weekend Australian. The template provides general information on the job number, title, location, salary, contact person and closing date. The advertisement appears in the careers section and is generally in mono although is could appear in colour some weeks.

Costs:

Design and placement is approximately $1,000 per position although this is subject to change depended on the number of positions advertised that week.

Design Template:

Below is an example of the design that we use for the Australian Line Listing advertisement.

OPTION 3 – Journal Advertising There are a number of professional journals produced, these are targeted towards specific occupations and provide opportunities to advertise in. Advantages in advertising in journals are that they are targeted, have a longer life than a newspaper, are often backed up with an online version and are relatively cost effective.

An important point to consider is that journals are not put out as regularly as newspaper they vary from fortnightly publications to quarterly publications. Costs:

Design - $400 - this includes the ad design and professional writing.

Placement - Varies between $800 - $12,000 depending on the journal and ad size

Note: All costs are approximate and are subject to change.

OPTION 4 - Stand Alone Advertisement - NewspaperThere are instances where advertising in specific national newspapers maybe necessary. Examples of when you may choose this option is when you know there is a excess of staff in a particular profession in a state or where we have distinct advantages over that state - e.g. salary, conditions, technology.

Costs:

Design - $400 - this includes the ad design and professional writing.

Placement - Varies between $2,000- $7,000 depending on the publication and ad size

Note: All costs are approximate and are subject to change.

Design Template:

Below is an example of the design that we use for stand alone advertisements - the web ad could also be used in this instance.

OPTION 6 – Direct Mail to Potential RecruitsThere are instances where direct mail outs to potential recruits can be an effective way of reaching a wider audience. You may have networks of other professionals locally, intra and inter state that would be willing to post your flyer on their notice boards or email out to their contacts.

In addition many professional organisations will undertake a mail out to their members. Costs: Design - No cost – approved templates are available online to be used for

these flyers. Managers can add their own content. Recruitment Services will assist Managers with the content for these flyers.

Mail Out - No cost for mail outs to your contacts and networks, you can organise

this yourself, therefore making it a cost neutral and effective marketing strategy for your vacancy. The cost of mail outs from professional organisations often depends on the Professional Organisations membership base, usually costs around $500 but could be more.

Note: All costs are approximate and are subject to change.

Below is an example of the design that we use for the flyers. There are a number of different templates for flyers relevant to different areas of the Agency and professional groups. There are also two generic flyer templates, one with pictures one without. The example below is the generic flyer without pictures.

OPTION 7 – Additional OptionsAs well as press and internet advertising options there are other activities that can be considered for recruitment marketing. These include:

• Posters and Inserts • Booths at conferences • Attendance at recruitment expos, seminars and events • Careers websites • Hot Jobs For more information on these additional options, contact the Communications and Marketing Unit at the following email address: ots.communications@dhhs.tas.gov.au Mailbox ECRUITING TIME FRAMES AND DEADLINES

6 RECRUITING TIME FRAMES AND DEADLINES All advertisements must be initiated via a job card through the PageUp recruitment system. Deadlines are as follows: • The deadline for job cards to be with recruitment services for gazette and local

media advertising is 12pm on Thursday. Recruitment Liaison Officers will prioritise job cards in order of receipt or importance therefore it is important for you to put your job card through as soon as possible.

• The deadline for job cards to be with recruitment services for advertising national/ journal/web based advertising etc (that is anything outside of local media or

gazette) is Monday 9am. Your recruitment liaison officer will gather all advertising requests and forward those other than local media and gazette advertising through to Communications and Marketing for further action.

If you have an urgent advertising request you should contact your recruitment liaison officer and discuss with request with them. If you wish to re-advertise a vacancy you were unable to fill, then you should contact you recruitment liaison officer to discuss the re-advertising timeframes. If you have specific requirements for your national/journal/international etc advertisements, then contact communications and marketing via their email address. ots.communications@dhhs.tas.gov.au

7 GUIDE FOR ADVISING HR OF ADVERTISEMENT REQUIREMENTS (I.E. ADVERTISEMENT PLACEMENT AND QUALITIES OF THE ROLE)

1. In line with the Right Job, Right Person! Recruitment and Selection Framework and

in particular Stage 2 - Attract, the selection panel needs to identify the qualities of the vacancy that will make this job attractive to the right person and where the right person might be found. This information can be entered into the Job Card on PageUp.

2. The selection panel chairperson/recruiter needs to provide information on the

particular attractive qualities of the role and possible marketplaces to Recruitment Services when they submit the advertising request (job card) via the PageUp recruitment system.

3. This information can be entered directly into the sourcing channel of the job card.

4. The relevant recruitment liaison officer, Recruitment Services will use the

information provided to assist the panel to develop a relevant advertisement, which will help attract the right applicant pool for the role.

5. The recruitment liaison officer will forward the advertisement to the recruiter for

approval prior to advertising (Recruitment Handbook – Section 6). 6. Recruitment Services can assist with the placement of advertisements onto the

Government jobs website and into the Government Gazette and local print media only.

7. Communications and Marketing can assist with the design concept and

placement of advertisements into all other publications not managed by the recruitment liaison officers.

8 RESOURCES

• Right Job, Right Person! Recruitment and Selection Framework Stage 2 –

Attract