Employment - LSV Club Support Manual

When a need is identified within your Club for a role to be completed, you may explore the option of employing a person or acquiring the services of a volunteer. You may advertise vacant positions in the local paper, club website or via online recruitment sites, refer to old membership lists, approach an employment agency or source someone through word of mouth.

It is essential that the club’s Constitution states that the club is able to have a paid employee, or an amendment to the Constitution may be required. This information should include the chain of command and person responsible for overseeing the employee to ensure the reporting and management of this employee is clear.

a) Advertising a Vacant Position

Before placing an advertisement, it is necessary to have a clearly defined job description, outlining the roles and responsibilities associated with the position.

These details should be briefly explained in the advertisement to attract people best suited for the position.

For paid employment, you will require a copy of the person’s curriculum vitae and two recent references (contact details should be provided). After perusing these documents, you may wish to interview some of the candidates. When filling a volunteer position, you may require a verbal reference only but ensure relevant checks and requirements are made and fulfilled and documented.

b) Writing a Job Description

To ensure you get the right person for the job, it is important to have a clear outline of what the position is to be filled, and the duties that person will complete. You may wish to tailor some of the job descriptions included in the Club Guide or create a completely new position. A Job Description must be designed in consultation with your Club Executive Committee and Club President. It should include:

Position Title
Where the position will be based
Purpose of the position
Who the person will be reporting to
Duties and responsibilities
Knowledge and skills required (i.e. qualifications and experience)
Estimated time commitment (i.e. part time 20 hours per week)
Length of appointment (where appropriate)

c) The Interview Process

Before interviewing potential volunteers and employees for your Club, it is necessary to clearly define what type of person will best fill that position and work well within your Club. Remember to have a clearly defined job description prepared, outlining the roles and responsibilities associated.

In the interview, it is important to have at least two interviewers present. Have set questions outlined and nominate who will ask what question. Allow some time during the interview for the candidate to ask any questions they may have and allow spontaneity for conversation to flow from the discussion.

Provide each applicant with clear details of the employment contract, how performance will be judged, the salary package and conditions of termination for either party. The salary and entitlements package should be decided in conjunction with your budget. Ensure that the salary offered correlates with the services expected – professional services expect professional pay.

An interview assessment form is a useful tool if there are a lot of people applying for the position. Categories rating the candidates’ skills, experience, presentation, and potential, is a useful way of creating a short list for second interviews.

Your interview questions should be designed to determine how suitable the person is to work within your Club and in the role. At the end of the interview, you should have a good understanding of the person’s professional attributes and suitability for the role, in addition to a general understanding of what type of person that person is.

Generic interview questions:

What is your understanding of the Surf Life Saving Club?
Outline your knowledge of Surf Life Saving SA and Surf Life Saving Australia?
What skills or experiences do you think will make you a good candidate for this position?
What are your strongest points?
What are your weakest points?
What can you bring to the Surf Life Saving Club and specifically to this particular role?
How do you feel about working on weekends and or out of normal hours?
Do you have any experiences that will aid you in working with people of diverse backgrounds?
What do you think the position can bring you?
Do you have any questions for us?

These questions can be tailored to suit the position you are seeking to fill. You may require a more specific understanding of a person’s previous experience, career goals, etc., which can be addressed at the time of interview.

d) Employment Contract

A written employment contract should be provided for all paid employment, stating the salary, relevant modern award, type of employment (casual, part time or full time), annual leave and personal leave entitlements, and the term of contract (if applicable).

The employment contract is drafted for the protection of employee and employer and as such, a copy should be kept by both parties.

Additional documents must be supplied to a new employee including a Tax File Declaration, Superannuation Standard Choice Form and the Fair Work Information Statement.

e) Supporting Employees

An ideal work environment will support their employees in the following ways:

A clear job description outlining tasks, responsibilities, reporting lines and channel of communication
A suitable and safe working environment
Receive adequate briefings and guidance on tasks
Provision of feedback
Consideration and respect from colleagues and management

f) Superannuation and Workers Compensation

(i) Superannuation

As an employer, it is compulsory that your Club contribute to a superannuation fund for each of your employees. From July 2005 has been a requirement that you also offer your employee a choice of superannuation fund. A ‘Choice of Superannuation Fund Standard Choice form’ can be obtained from the Australian Taxation Office website.

Generally, you must pay super for your employees if they:

if they’re 18 years or over
are paid $450 (before tax) or more in a calendar month; and
work full-time, part-time or on a casual basis

You also must pay super for any employee who:

is under 18 years of age
is paid $450 (before tax) or more in a calendar month; and
works full-time, part-time or on a casual basis for more than 30 hours in a week

You may also have to pay super for any employees who are visiting Australia on a temporary resident visa.

(ii) Workers’ Compensation

Workers’ Compensation insurance protects employers and injured workers from financial costs when a worker sustains a work-related injury or disease.

The Workers’ Compensation and Injury Management Act (1981) states that employers must have workers compensation coverage for anyone who is defined in the Act as a ‘worker’. Individuals who work for your Club under a contract of service are deemed workers (for further details go to https://www.worksafe.vic.gov.au/).