Recruitment in Schools

Managing and advertising vacancies

All employment decisions must be able to be funded by the SRP. Supplementary funds are not available to schools to employ staff outside the SRP.

School based vacancies are managed through the School Jobs Vic career portal (Formerly Recruitment Online).

Within School Jobs Vic there are two pathways to find applicants for vacancies:

• Advertised vacancies: The vacancy is advertised for a minimum of 14 days and applicants apply for the role through School Jobs Vic including submitting a written response to the selection criteria for the position
• Direct vacancies: The vacancy is posted in the Applicant Pool in School Jobs Vic for a minimum of 3 days. Applicants for the vacancy are matched based on their preferences in their profile in the Applicant Pool. This does not require a written response to the selection criteria. Selection criteria will be assessed through the selection process. The summary report containing possible applicants is available to the principal in School Jobs Vic.

The recruitment pathways above cannot be conducted concurrently for the same vacancy at the same time and must be undertaken as separate and distinct processes. At the conclusion of one of the recruitment pathways above, a separate process may be undertaken for the same vacancy if there was no suitable candidate identified as part of the initial recruitment process.

To maximise employment opportunities, vacancies are open to all qualified applicants both within and external to the teaching service.

Managing vacancies

Principals should initially determine whether the vacancy is within the school’s workforce plan and that funding is available and will continue to be available for the duration of the vacancy. In addition, consideration should also be given to:

• projected student enrolments
• the duties, classification, range and time fraction of the position
• the expected duration of the position

Principals may also consider the assignment of higher duties or the use of available funds for other purposes, such as special payments, as an effective method of ensuring the duties of a vacant position are performed and, at the same time, provide opportunities for the continued development of employees.

Ongoing vacancies

The standard mode of employment in the Victorian Teaching Service is ongoing. An ongoing vacancy is a vacancy with no specified end date.

Fixed term vacancies

The department is committed to the standard mode of employment in schools being ongoing. It is recognised that for some classroom teacher and education support class positions fixed term or casual employment is necessary.

Consistent with the requirements of the Victorian Government Schools Agreement 2022 vacant classroom teacher and education support class positions should be filled on an ongoing basis other than in the following circumstances:

1. when a person is employed for a fixed period of time to replace an employee who is absent on leave of 12 months or less other than a parental absence
2. when a person is employed for a fixed period of 7 years to replace an employee on a parental absence.
3. when the employer has good reason to believe that, should a person not be employed fixed term, an excess staff situation will arise. This may include predicted enrolment decline determined by the enrolment predictions of the department
4. when a person is employed for a fixed period of time to undertake a specific project for which funding has been made available for a specified period of time provided that the vacancy is to be advertised for the duration of that funding
5. where a teacher with full or provisional registration is not available and a person with permission to teach is employed for a fixed period of time not exceeding 3 years
6. when a person is employed for a fixed period of time to replace an ongoing employee who is on temporary transfer or secondment
7. a temporary visa holder is employed

The Victorian Government Schools Agreement 2022 requires the department to implement proactive processes to ensure fixed term vacancies satisfy the fixed term criteria set out above. To meet this requirement, the department will actively monitor fixed term vacancy trends and identify those schools that appear to have a larger number of fixed term vacancies than the school’s circumstances would indicate.

Principals are required to identify which of the above reason(s) apply in relation to each fixed term position that is to be filled. Where the principal considers a classroom teacher or education support class position should be filled on a fixed term basis in circumstances other than those identified in (a) to (g) above, the principal must contact the Schools Recruitment Unit for advice.

Filling short fixed-term vacancies

A short-term vacancy in the teaching service is a vacancy of 6 weeks or less or up to 1 school term (inclusive of the school vacation period for classroom teacher vacancies) to replace an employee who is absent on long service leave.

A person must not be re-employed fixed term in a short-term vacancy in the same school for a period beyond 6 weeks (or 1 school term if replacing an employee who is absent on long service leave) without the position being advertised.

A principal can determine that a short-term vacancy be filled by:

1. the temporary administrative transfer of an ongoing employee from another school with the agreement of the principal of that school, or
2. contacting Schools Recruitment Unit to ascertain if an employee with priority status is available to fill the vacancy,
3. advertising the position through School Jobs Vic and identifying, through the merit selection process, a suitable applicant, or
4. employing a person on a fixed term basis, or
5. employing a person on a casual basis, for up to 6 weeks

Temporary administrative transfers to short-term vacancies will be voluntary and arranged between individual principals and employees. Employees who accept a temporary administrative transfer to a short-term vacancy in another school will return to their original school at the expiration of the short-term vacancy. The receiving school principal should ensure that the terms of any temporary administrative transfer to a short-term vacancy are communicated to the employee and the principal of the base school prior to the employee commencing in the position.

Schools Recruitment Unit will need to be contacted to give effect to the principal’s decision under (a), (b) or (d) above.

Filling vacancies other than short term vacancies

With the exception of short-term vacancies or where an employee in the school is assigned the duties, including under the higher duties policy, teaching service vacancies must be advertised using School Jobs Vicor filled using the Applicant Pool (for classroom teacher vacancies).

An eligible fixed term employee can be translated to an ongoing position without advertisement (where the position would otherwise be advertised).

Where there is no eligible fixed term employee, a principal may fill an ongoing vacancy through the administrative transfer of an ongoing employee at or below the employee’s substantive classification and salary range, in accordance with the policy on administrative transfers. As above, administrative transfers are subject to the suitability for child connected work check.

Duration of fixed term vacancies and further offers of fixed term employment

Fixed term classroom teacher and education support class positions can be offered for periods of more than 30 working days up to 3 years other than when a person is employed for a fixed period of 7 years to replace an employee on a parental absence. The reason for the advertisement of the fixed term vacancy must be consistent with the fixed term criteria requirements of the VGSA 2022. Principals cannot offer fixed term positions for less than the expected period of the vacancy or for artificially created shorter periods of time. Constant re-advertisement of short-term positions for the same vacancy does not contribute to stability and continuity either within the school, or for fixed term employees.

A fixed term employee employed in response to an advertised fixed term vacancy may be offered 1 further period of fixed term employment, without advertisement of the position, provided the position continues to satisfy the fixed term criteria set in the table below. The further period of fixed term employment:

• is a separate period of employment, not an extension of the initial period of employment,
• can be for the same duration as the initial period of employment or for any shorter period but not less than 30 working days, and
• is subject to normal pre-employment processes

A fixed term ready reckoner has been developed to assist schools in establishing the appropriate end date of employment for teachers.

In respect of education support class vacancies, the end date of the fixed term vacancy may be calculated taking into account the date the annual and additional paid leave would be exhausted.

In relation to fixed term classroom teacher vacancies the duration of the vacancy must include relevant school vacation periods as follows:

Parental absence vacancies

When filling parental absence vacancies for teachers or education support class, the position will be advertised for 7 years, and the replacement employee will be employed for 7 years or until the employee being replaced returns to duty or their period of fixed term employment expires, whichever is the earlier. Where the employee absent on leave associated with a parental absence returns to duty or the employee’s period of fixed term employment expires, the replacement employee’s employment may cease prior to the expiration of the 7 years on the employee being provided with not less than 12 weeks’ notice of termination.

Where the employee on parental absence is an ongoing employee and does not return to duty, the replacement employee will be offered ongoing employment (subject to a probationary period as appropriate).

Where an ongoing employee is temporarily transferred into a parental absence vacancy and remains in that vacancy for more than 12 months the employee will be permanently transferred to that school.

Advertised or direct vacancies

All vacancies must be filled in accordance with the department’s selection procedures set out in this Guide and comply with the relevant Ministerial Orders. Selection to advertised and direct vacancies is determined solely on the basis of merit, assessed in relation to the selection criteria of the position to be filled.

Once applicants have been identified using one of the below methods, the selection panel is required to shortlist applicants using a merit-based process based on the person’s suitability for the role.

Advertised vacancies

Vacancies advertised on School Jobs Vic will include the:

• position description
• selection criteria;
• department’s commitment to equal opportunity and diversity and inclusion
• reference to child safety suitability requirements

Advertisements will also include the statement: Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. While there is no entitlement to employment at a time fraction less than the advertised time fraction, any request, will be considered having regard to the reasons for the request, the workforce planning needs of the school, including attraction and retention, and any other relevant factors.

Where a position is advertised in anticipation of an employee’s cessation and the employee applies for the position before their cessation has taken effect (for example a cessation at age 54 and 11 months), the vacancy must be withdrawn and can only be readvertised after the effective date of the employee’s cessation. Where the employee is an applicant for another position, the selection process may continue for that position. If the employee is the preferred applicant for the other position, the offer of employment is to be delayed until after their cessation has taken effect.

Direct vacancies

For direct vacancies, the candidate will be matched automatically to an open vacancy based on preferences and selection will then proceed in accordance with the selection process set out in this guide, and are subject to all pre-employment checks, including the suitability for child connected work check.

Position classification and work value

Positions are classified within one of the following classifications:

• principal class;
• teacher class;
• paraprofessional class; or
• education support class.

When classifying a position, it is important to identify the tasks, the skill levels required and accountability requirements of the position to fulfil effectively the requirements of the position. This is known as determining the work value of a position. The work value of a position arises from an assessment of the total worth of a position in comparison to other positions within the class.

When determining the classification level (and range where relevant) of positions, the following should be considered:

• the volume of work does not determine the classification level of a position. Job complexity and levels of responsibility are the main areas for consideration
• the position should be classified, not the person. Classification decisions are based on the work requirements of a position not the qualities of current occupants or potential applicants
• the work requirements of a position must have changed to justify the reclassification of a position. A position should not be classified at a higher level simply because the current occupant has the skills and ability to work at a higher level
• classifying a position should involve a comparison of all levels that encompass the range of work
• all classification levels can be expected to undertake duties applicable to that of a lower classification
• where employment in a regulated profession requires a mandatory qualification (such as psychology, nursing or physiotherapy) the classification of such positions must be at least education support class level 1 range 3
• the minimum range for which a position performing the functions of ‘Business Manager’ is education support class level 1 range 3
• a position classified as Registered Nurse range 3 will have structured support and guidance from registered nurses at higher levels located at the school
• where a position requires registration as a Registered Nurse and will be a sole practitioner, the position will be classified at least level 1 range 4.

Assistant principal, leading teacher and learning specialist vacancies

Principals may advertise an assistant principal vacancy at range 1, 2, 3 or 4. As there is only 1 level of both leading teacher and learning specialist these positions are advertised as 'leading teacher' or 'learning specialist' respectively.

Assistant principal, leading teacher and learning specialist positions are tenured for periods of up to 5 years. Successful applicants will be employed on an ongoing basis with tenure in the position for the period as advertised.

At the completion of the period of tenure, the principal will determine whether any assistant principal, leading teacher, learning specialist tenure is to be renewed or the position abolished or advertised in accordance with departmental policy. Where tenure is not renewed, the employee will continue to be an ongoing employee at the school.

Classroom teacher vacancies

Principals may advertise a teacher vacancy as 'classroom teacher' or 'classroom teacher range 2' and may specify particular subjects areas (subject tags). 'Classroom teacher range 1' positions are not able to be advertised except as part of the teacher graduate recruitment program (refer below).

All primary school vacancies are regarded as generalist teacher vacancies. Subject tags are indications of preferred additional areas of expertise but cannot be the basis for not selecting an excess teacher or teacher eligible for compassionate transfer except in the case of a languages tag.

At the secondary level, subject tags should reflect the actual timetabled allotment of the position but should not be so restrictive as to breach merit-based selection requirements. A teacher who does not satisfy the qualification requirement of a particular subject tag may be selected for a position provided the principal is satisfied that the teacher can demonstrate experience in the subject area.

Where a teaching position is advertised and a suitable qualified person who has current provisional or full registration status approved by the Victorian Institute of Teaching (VIT) is not available, a person who does not satisfy the requirements for full or provisional registration status but does have permission to teach approved by the VIT may be employed as a paraprofessional on a fixed term basis for the period of the vacancy or a maximum period not exceeding 3 years subject to any restrictions imposed by the VIT.

Teacher Graduate Recruitment program

The Teacher Graduate Recruitment program assists recent teaching graduates to find a position in a Victorian government school. The program actively supports the employment of teacher graduates in government schools by identifying vacancies for teachers who have completed their course requirements and graduated in the last 4 years.

To be eligible to apply for a position advertised through the Teacher Graduate Recruitment program, a teacher must:

• have completed their course requirements and graduated in the last 4 years, and
• not be employed as a teacher by the department at the time the advertised position is to commence.

The Teacher Graduate Recruitment program enables principals to advertise a defined number of vacancies each year. In primary, P–12, specialist schools and secondary colleges, funded vacancies of up to 2.0 Full Time Equivalent (FTE) per year may be designated as Teacher Graduate Recruitment vacancies. An additional 2.0 FTE funded vacancies per year may be designated as Teacher Graduate Recruitment in all primary, P–12 or specialist schools where the Student Resource Package (SRP) exceeds $2 million and in all secondary colleges where the SRP exceeds $5 million.

Where the SRP of a school exceeds $8 million, an additional 4.0 FTE vacancies per year may be designated as Teacher Graduate Recruitment vacancies.

Teacher Graduate Recruitment vacancies must be advertised on an ongoing basis and accordingly may be subject to a probation period. In addition to teacher graduate recruitment vacancies, graduate teachers are eligible to applying for all vacancies including classroom teacher vacancies.

The successful applicant for a position advertised through the Teacher Graduate Recruitment program will be employed as an ongoing 'classroom teacher' with salary determined in accordance with commencement salary policy.

Graduates that are employed to vacancies that are not advertised through the Teacher Graduate Recruitment program will be employed subject to the terms and conditions of that vacancy.

Special schools and settings and visiting teachers

Where the view is formed that a teacher vacancy in a special school or setting (or a visiting teacher position) which requires an approved special education qualification, may not attract applications from teachers with that qualification, then the following advice may be included in the job opening when the teacher vacancy is created on School Jobs Vic:

‘Teachers who do not have an approved special education qualification but do have current provisional or full registration from the Victorian Institute of Teaching may apply. Preference will be given to applicants who have an approved special education qualification'.

Where the vacancy was advertised as an ongoing position and an external applicant who does not have an approved special education qualification is selected, that person can only be offered fixed term employment for a period not exceeding 3 years.

Paraprofessional class

Paraprofessional vacancies cannot be advertised. The employment of a paraprofessional can only occur when it has been established established that there is no suitable registered teacher available to fill the teaching vacancy. Employment as a paraprofessional may only occur following an application from the school to the Victorian Institute of Teaching seeking permission to fill the vacancy with an unqualified person, and the Victorian Institute of Training granting that person permission to teach.

However, where the principal forms a view that a vacancy, which requires particular expertise, may not attract applications from registered teachers then the following advice may be included in the job opening when the teacher vacancy is created on School Jobs Vic:

'People who have professional expertise in the area but do not have current provisional or full registration from the Victorian Institute of Teaching may apply. Preference will be given to applicants with provisional or full VIT registration. Applicants who are not eligible for provisional or full registration require permission to teach from the Victorian Institute of Teaching prior to commencing employment'.

A paraprofessional employed in response to a 'classroom teacher' vacancy will be offered employment at either salary range 1 or 2. A paraprofessional employed in response to a 'leading teacher' or ‘learning specialist’ vacancy will be offered employment at either range 3 or 4. The range is determined by the principal having regard to the role and responsibilities the paraprofessional will undertake.

Education support class

Principals may advertise education support class positions at level 1 range 1, 2, 3, 4 or 5 or level 2.

The level 1, range 1 classification is a training grade for employees participating in formal trainee or cadetship programs or other similar public sector wide entry level employment programs.

An education support class position may be advertised that requires the successful applicant to undertake duties for all or part of the 30 days additional paid leave. In this case the successful applicant for that position is required to attend for duty consistent with the advertised position and will be paid a leave purchase allowance. The number of days or hours for which attendance is a requirement of the position is to be included in the Job Opening under 'Role'.

Student support funded positions

All education support class vacancies linked to Student Support Funding (or any successor program such as Disability Inclusion funding) are to be advertised as ongoing. A term of the ongoing employment for vacancies linked to Student Support Funding is that employment can be ended within the first 7 years of that person’s ongoing employment where:

• the Student Support Funding or comparable funding reduces or ceases, and
• not less than 12 weeks’ notice of termination is provided to the employee
• the employee will be paid a severance payment, calculated at the rate of pay received immediately prior to the termination date

For information regarding severance payments for these vacancies and positions, please refer to the Management of Excess Policy and Guidelines.

Position description

A position description is to be prepared for any vacant position which will include the classification, range where applicable, and tenure of the position, any particular qualification requirements, the role and responsibilities of the position and the selection criteria. For information, refer to Roles and Responsibilities — Teaching Service. All position descriptions are to include the following statement:

'Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including Child Safe Standards (including Ministerial Order 1359). The school’s Child Safety Code of Conduct and all relevant child safety policies are available on the school’s website'.

Template position descriptions are available for most standard positions that may be advertised on School Jobs Vic. Template Selection criteria for teacher, leading teacher and learning specialist positions are also available on School Jobs Vic.

To demonstrate the department’s commitment to workplace inclusion, it is expected that position descriptions include inclusive language to ensure all applicants are provided with an equal opportunity for employment. An inclusive position description supports school recruiters to reach a wider pool of applicants and avoids inadvertently discouraging certain groups from applying. The department has a positive duty to provide equal employment opportunities and is committed to diversity and inclusion. For assistance or advice on inclusive position descriptions contact: diversity@education.vic.gov.au.

To assist applicants, it is recommended that principals provide information specific to the school such as the School Strategic Plan and the school’s special characteristics, features and programs. All applicants must receive the same information in relation to a particular position. Additional material may be provided at the request of the applicant.