Choosing to self manage allows you to use multiple recruitment avenues, you can still use service providers NDIS registered and non registered, these are found online using a search or you may have previously engaged or heard by word of mouth about them.
Self mangers and plan managed people are able to directly engage anyone with an ABN (Australian Business Number) they choose for a service of support. There are a few things that it pays to check. Their registration can be checked through an ABN search with the ATO and this helps you see if their ABN is still current and or if there is any problem with them trading using it. It also pays to ask them what insurances they have. Public liability and Work Cover is highly recommended and you can request proof for your records if you wish. If you are going to frequently use a contractor it is recommended to draw up a clear service and costings contract with them for your records. It will support clarity and communication if needed at some later time.
NOTE – If you are engaging people as contractors with an ABN then it is necessary to check your contract arrangements carefully so you are not in breach of the law. You can do that through the ATO’s Decision Tool also see the accompanying pages on this site for directive, employee or contractor indicators and employee vs contractor defined.
With self management and plan managed options direct employment is possible, tax laws, fair work and legal responsibilities govern this arrangement and are discussed further in the Employment 104 Record keeping, and Financial responsibilities outlined pages. Requirements are also outlined extensively in the Business Manual available for purchase. It is highly recommended that at least for the first while, especially if this is new to you that you join a Chamber of Commerce . There are packaged levels of support you can buy and they are a source of up to date accurate business related advice, you will have questions initially and they could help. They also offer other benefits such as training, workshops and official updates to laws that may govern you or your workers.
Things you need to be clear on-
- Who you need – the type of person or service you are after.
See Hiring a support worker and what makes a great support worker for helpful input to consider. - Know when you’ll need help and for how long.
- Know how much you are required, able and willing to pay. – This is governed by Fair work and relates to an award. The AWARD that governs support workers is the SCHADS Award of 2010 ( Social, Community Home Care and Disability Services). This outlines the type of duties, terms of employment and minimum rates of pay for workers. The maximum rates of pay a service provider can charge is covered in the NDIS price guide . This is updated from time to time on their web site and can act as a support in your decision as a self manager on what is value for money for you or your loved one. You can pay more if you can justify such a decision and feel satisfied that it represents value for money. What this equates to if you decide to pay more is less hours for support than the NDIA allocated in your plan for services. Your budget is another defining consideration.
- How your going to advertise or look for help. – There is basically paid and unpaid advertising- ie word of mouth, tafe, college, public or group information boards, local papers, a regional paper, digital platforms or service providers, NDIS registered and non registered.
Finding a service or new worker means you will need the following –
Step 1 – a recruitment checklist
It is recommended to follow a process and have your choice of business structure in place, so when you do find the right person you’re ready to have them start. A checklist is a simple way to keep your notes and records accessible and together. Following a sequence you ensure the collection of important paper work, documents and notes while staying on task.
Step 2 – Inital advertisement– A position description is an overview for use once you have considered the way you are going to get word out your looking for a worker. This can be via a local paper, a regional paper, notice board, word of mouth, a digital platform like Hire Up or using some other online search to look for an NDIS registered or non registered provider. You could use your own natural connections, meeting places clubs or groups. What ever you decide you’ll need to describe your need and this position description is what you use.
Step 2a – For this first review and cull of interested applicants, have some kind of guideline and criteria to help direct and filter your selections. See later the interview support and skills check list for interviews. A few phone interview questions can be really helpful to select the people you would like to further their application, after a simple chat they might find this is not a job for them. Request possible applicants to send their email so you can offer them a job description. This gives you a further opportunity to review and cull, selecting those you wish to do a face to face interview with. You may choose to skip the phone interview step and allow all, to submit their resume via an email, you will then need to offer access to the job description via email or a download. Take care in your recruitment process not to disadvantage people who are more practical, or shy, a resume is only a written form of self representation and now days a lot of people are taught how to present well within the online world. There can also be a lot of applicants to filter through so decide on a process that is manageable, and you can deal with.
Step 3 – You will need a job description that offers more detail ready for applicants to download and read, giving an understanding of the position they are applying for. See sample job description as a guide to what would be included, this has prompts and directive on content and can be use to create something to fit your needs. There are many personalised aspects to each persons care requirements you may need to have a tailored job description, and it is not possible to cover them all here but see the support file above for ideas in creating your own. The ready made generic offered via this site is a Support Worker Job Description available in the shopping cart. (This can be used as is or personalised.)
Step 4a – You need your requirements clear, so have your Interview plan and interview questions sorted with the qualities, outcomes and your not negotiable list ready to use as a prompt, record, and reminder that keeps you on track through the process.
Step 4b – Read through your applicants, make a short list for face to face interviews. Call them up or email an interview day and time, and remember to ask for confirmation of attendance. (Interviews can be daunting for at least half of the population, you can choose to offer applicants a copy of some selected interview questions. Having a chance to consider a response can ease some peoples nerves, and you are trying to open up conversation and communication, you’re after a reasonably relaxed person to connect with not an anxious one so it may help.)
Step 5a – After you interview and when you have picked your top 3, contact and record feedback from their referees, then decide on your number one! Run certification and clearance checks validate all requested documents i.e certificates, police checks, first aid etc. Give your top 3 a call back, it is recommended to ask to keep your top applicants information even if they didn’t get the job, as positions may come up into the future.
Step 5b – Send out a Letter of acceptance for the job or a Letter of decline.
Step 6 – Arrange a time to meet and sign an Employment Agreement, and to collect other formal paper work requirements. Set a start date and time. See Employment 102 and Employment 104 record keeping for relevant documentation and further knowledge required. Also have a read of financial requirements if you haven’t already. Consult and follow your recruitment checklist for peace of mind, knowing that you’ve done your best and have successfully completed the recruitment process! Celebrate!
Oh, and remember to cancel and/or inform any advertising or external recruitment avenues you have used once you’ve found the right person for the job!
It can be helpful to have a support team for the interview process and possibly with the entire recruitment process, however at the end of the day obviously the choice is up to you or your loved one, and this must be respected and accepted by all involved.
When working from a home base it can be a challenge for some people to feel the level of professionalism and boundaries an employer may require, so starting with a strong and formal interview process as an opportunity to put healthy guidelines in place.
(A formal induction process and good staff training, also help consolidate and align new working relationships.)