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Form18.

Recruitment, References and Payroll Forms

The six recruitment forms in one pack — candidate assessment, two reference checks, payroll details, the Fair Work statement record and the employee / contractor classification. Complete it before making an offer, and store it in the worker file.

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1. WORKER CANDIDATE APPLICATION AND INTERVIEW ASSESSMENT0/2

Recommended recruitment record. Complete before making an offer and store securely in the recruitment / worker file.

  • Form ID: KC-HR-FRM-005 | Version 1.0
  • Keana Care Pty Ltd · ABN 42 701 225 416 · ACN 701 225 416.
Proposed engagementOptional

The route this candidate would be engaged under, subject to part 6.

Eight confirmations, each with the note or evidence behind it.

Resume / application reviewed and identity details appear consistentOptional
Work-right evidence can be provided before commencementOptional
Candidate understands participant choice, consent, privacy and professional boundariesOptional
Candidate can explain how they would respond to an incident, complaint or suspected abuseOptional
Candidate can complete accurate case notes and communicate / escalate concernsOptional
Role demands, reasonable adjustments, driving and participant-specific requirements were discussed lawfullyOptional
Two suitable referees have been identifiedOptional
No offer is unconditional on required screening, evidence, references and role competenceOptional

What was actually said and observed — enough that someone else could review the decision.

Outcome (required)

Screening, evidence, references and competence an offer stays conditional on.

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Complete for one independent referee. Verify the referee’s identity and relationship to the candidate.

  • Form ID: KC-HR-FRM-006-1 | Version 1.0
  • Do not ask discriminatory or irrelevant health or family questions.

As named in part 1.

A supervisor or manager, not a friend or relative.

MethodOptional

How you confirmed this is who they say they are — a switchboard call back, a work email domain.

Record the referee’s own answers, not your impression of them.

Substantiated — not rumour, and not anything the referee cannot stand behind.

Overall rating / outcomeOptional

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Complete for one independent referee. Verify the referee’s identity and relationship to the candidate.

  • Form ID: KC-HR-FRM-006-2 | Version 1.0
  • Do not ask discriminatory or irrelevant health or family questions.

As named in part 1.

A supervisor or manager, not a friend or relative.

MethodOptional

How you confirmed this is who they say they are — a switchboard call back, a work email domain.

Record the referee’s own answers, not your impression of them.

Substantiated — not rumour, and not anything the referee cannot stand behind.

Overall rating / outcomeOptional

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Use only for an employee. Store in a restricted payroll file.

  • Form ID: KC-HR-FRM-007 | Version 1.0
  • Do not record the employee’s TFN on this form — use the official ATO TFN Declaration process.

Only if it differs from the residential address.

Employment typeOptional
Pay frequencyOptional

Privacy and security — this part contains banking and identity information. Limit access to authorised payroll personnel, transmit it securely, and retain or dispose of it under Keana Care’s privacy and records controls.

Six digits, e.g. 062-000.

Official ATO TFN Declaration completed online or original NAT 3092 receivedOptional
Superannuation Standard Choice process completed or default / stapled fund process actioned as requiredOptional
Fair Work Information Statement providedOptional
Casual Employment Information Statement provided, if casualOptional
Fixed Term Contract Information Statement provided, if fixed termOptional
Payroll / STP record created and employment basis / classification enteredOptional

Only what the employee has authorised in writing.

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Keep evidence of the version, date and method used to provide each applicable Fair Work or ATO item.

  • Form ID: KC-HR-FRM-008 | Version 1.0
Employment typeOptional

Record each item separately. "Not applicable" is a real answer here — the casual and fixed-term statements only apply to those engagements.

Fair Work Information Statement — All new employeesOptional
Casual Employment Information Statement — Casual onlyOptional
Fixed Term Contract Information Statement — New fixed-term contract onlyOptional
ATO TFN Declaration access / process — EmployeeOptional
Superannuation Standard Choice process — Eligible employeeOptional

Acknowledgement — the employee’s signature records receipt and explanation only. It does not waive or reduce any workplace right or entitlement.

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Complete before using a Contractor Agreement. An ABN or invoice alone does not make a person a contractor — assess the real substance, practical reality and true nature of the relationship.

  • Form ID: KC-HR-FRM-009 | Version 1.0

Answer on what will actually happen, not on what the paperwork says.

DecisionOptional
Agreement to useOptional

A date, or the change that would make this assessment need redoing.

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Your report goes straight to the coordinator for review.