This document is part of the Victorian Public Entity executive employment resource.
Seek approval for advertising vacant position
Appoint selection panel
Shortlist candidates and interview
Choose most suitable candidate
Arrange any relocation
Prepare an induction programme to the public entity.
Tips for Using Executive Search Consultants
The State Purchase Contract (SPC) for the provision of staﬃng services is in place for the period 1 January 2016 to 31 December 2019. Public entities can use the staffing services contract but are not required to. The objective of the contract is to ensure a consistent and timely supply of suitably qualiﬁed and high quality on-hire workers and permanent personnel for the Victorian Government. The use of the SPC for executive appointments is optional however the rules of use should be complied with and quotes sought when engaging an executive search ﬁrm to ensure transparency and competitive pricing.
- Ensure you have a range of executive search ﬁrms to call on for quotes – keep up to date with their track record and check with colleagues in other public entities or departments.
- Consider using consultants for an abbreviated service and only pay for what you need, e.g. executive search.
- Seek quotes from recruitment ﬁrms who have a successful track record in relevant industries as well as senior government appointments.
- Check if the consultant has the capacity to provide a comprehensive and targeted search function. Request quotes to be expressed as ﬂat fees, not percentages of remuneration.
- Refer them to the PEER Policy and explain packaging arrangements.
- Refer them to the Standard Contract and Handbook on the VPSC website.
- Request regular updates from the consultant for the duration of the search assignment. Request replacement guarantee of 6 months (below 6 months is insuﬃcient).
- Negotiate on price where possible.
- Ensure the consultant is supplied with information to help them brief potential candidates (e.g. strategy documents, public entity culture, business plans, employee conditions and beneﬁts).
- Request details of all candidates (including those who were referred). For the longlist meeting, ask the consultant to categorise candidates according to source (i.e. responded to advertisement or search).
- Link payment tranches to delivery of tangible services/products (e.g. presentation of search strategy, shortlist, candidate accepts oﬀer).
- Check your liability for success fees if other candidates are subsequently placed in your public entity – if the amount is excessive, then negotiate before signing the contract.
- Seek help from your purchasing/contract oﬃcer on documentation before executing the contract (they can also give helpful feedback on evaluation of proposals).