Job Check: Top Tips for NZ Employers to Get Right

Hiring the right talent is one of the most critical tasks any business owner or employer faces. In New Zealand, performing a thorough Job Check is a fundamental part of this process. But many employers make mistakes when it comes to job checks, which can lead to legal issues, financial costs, or even damage to a business's reputation. This article will explore everything you need to know about job checks, including what they are, why they matter, and the best practices to ensure you’re conducting them properly.

What is a Job Check?

A Job Check is a process that employers use to verify a candidate’s qualifications, background, and suitability for a role. It helps confirm that the person you're hiring has the necessary skills, experience, and integrity to succeed in the position. For New Zealand employers, job checks are especially important to ensure compliance with legal requirements and avoid costly mistakes during the hiring process.

A job check goes beyond reviewing a resume or conducting an interview. It involves checking a candidate's criminal record, verifying their educational qualifications, confirming past employment, and ensuring they meet any other requirements specific to the role. For example, a job check for a teacher might include verifying their teaching credentials and checking their police background, while a Job Check for a financial advisor would likely focus on verifying their professional qualifications.

Legal Requirements for Job Checks in New Zealand

In New Zealand, employers have a legal obligation to ensure that they’re hiring individuals who are suitable for the role, which includes performing job checks. These checks help businesses comply with various laws and regulations designed to protect employees, businesses, and the general public. Here are some of the most important legal considerations:

Compliance with Employment Laws
Employers in New Zealand must comply with the Privacy Act 2020 when conducting job checks. This act ensures that personal information is collected and used in a fair and transparent manner. Employers must obtain consent from candidates before conducting background checks, including criminal record checks and reference checks.

Equal Employment Opportunity (EEO)
The Employment Relations Act 2000 sets out requirements to prevent discrimination in the hiring process. Employers must ensure that job checks are carried out in a way that is fair and free from bias. For example, checking a candidate’s criminal record or credit history could be considered discriminatory if not relevant to the job.

Health and Safety Compliance
For roles that involve high-risk environments or working with vulnerable people, job checks can include verifying a candidate’s physical health, mental fitness, and criminal background. These steps ensure that employers are meeting their obligations under the Health and Safety at Work Act 2015, which holds businesses accountable for providing a safe workplace.

Top Job Check Tips for NZ Employers

Now that you understand the importance of job checks and the legal requirements surrounding them, let’s dive into some essential tips to help you perform job checks the right way.

Tip 1: Always Verify Qualifications
One of the first and most important steps in the job check process is verifying the candidate’s qualifications. It’s easy for candidates to exaggerate or even falsify their qualifications, so it’s essential to confirm that they hold the necessary degrees, certifications, or licenses for the role.

To verify qualifications, contact the educational institutions or certification bodies listed on the candidate’s resume. Many universities, colleges, and professional organizations have online verification systems, or you can request official documentation from the candidate. Don’t hesitate to ask for proof if the credentials are not readily available.

Tip 2: Conduct Criminal Background Checks
For many roles, particularly those involving vulnerable people or significant responsibility, criminal background checks are essential. In New Zealand, employers can check an individual’s criminal record through the Ministry of Justice. Be sure to get explicit consent from the candidate before initiating this check. It’s crucial that these checks are performed carefully to avoid any legal issues related to privacy.

Remember that not all criminal convictions are relevant to all roles. When conducting a background check, always consider the nature of the crime and how it may impact the candidate’s ability to perform the job. For example, a candidate with a past conviction for theft may not be suitable for a financial role, but this may not be relevant for other roles.

Tip 3: Check References Thoroughly
Reference checks are another key part of the job check process. Employers should contact previous employers, colleagues, or mentors to gain insight into a candidate’s work ethic, skills, and character. While it may be tempting to accept glowing references at face value, it’s essential to dig deeper by asking specific questions about the candidate’s performance.

For example, you could ask about the candidate’s ability to work within a team, how they handle challenges, or whether they meet deadlines. Reference checks can also help confirm the accuracy of a candidate’s employment history and any claims made on their resume.

Tip 4: Ensure Your Process is Transparent
Transparency is key when performing job checks. Make sure that candidates are aware of the checks you will be conducting, and explain why these checks are important for the role. Candidates should give their consent before you proceed with any background checks, as required by the Privacy Act.

Having a clear and transparent process helps build trust between you and your candidates. It also ensures that they’re prepared for any potential delays in the hiring process while you conduct the necessary checks.

Tip 5: Use Trusted Third-Party Services
While employers can conduct job checks themselves, using trusted third-party services can help streamline the process and ensure accuracy. Many professional screening services can provide criminal record checks, reference checks, and even qualification verification.

Using a third-party service reduces the risk of error or bias during the job check process and helps ensure compliance with New Zealand’s legal requirements. These services also allow you to focus on other aspects of the recruitment process, such as interviews and candidate selection.

Tip 6: Keep Records and Documentation
It’s essential to keep accurate records of all job checks performed. Not only is this a good practice for organizational purposes, but it also helps protect your business in case of any legal disputes. If a candidate later challenges your hiring decision, you’ll have documentation that demonstrates you followed due process.

Common Mistakes to Avoid in Job Checks

While job checks are a critical part of the hiring process, employers often make common mistakes that can lead to legal issues or poor hiring decisions. Here are some of the most common mistakes to avoid:

Rushing the Process
It can be tempting to rush through job checks to speed up the hiring process, but cutting corners can be costly. Take the time to thoroughly vet each candidate and ensure you’re getting the full picture before making a decision.

Not Seeking Candidate Consent
Always obtain explicit consent from candidates before performing any job checks. Failing to do so can lead to legal issues under the Privacy Act, particularly if personal information is used without permission.

Overlooking Red Flags
During the job check process, be on the lookout for any red flags, such as inconsistent information, gaps in employment history, or discrepancies between a candidate’s resume and the reference check. Ignoring these warning signs can lead to hiring a candidate who may not be the best fit for the role.

Failure to Communicate with Candidates
Failing to communicate clearly with candidates about the job check process can lead to misunderstandings or a breakdown in trust. Always explain what checks you’ll be performing and why they’re necessary.

How to Improve Your Job Check Process

Once you’ve mastered the basics of job checks, it’s essential to continually improve your process. Here are a few ways to streamline and enhance your job check process:

Streamline the Process
Simplifying and automating some aspects of the job check process can save time and reduce the risk of error. Consider using HR software or hiring third-party services to handle background checks and reference verification.

Utilize Technology
Take advantage of the latest technology to help with job checks. Many HR platforms offer integrated background screening tools, which can help speed up the process and ensure accuracy.

Continuous Improvement
Regularly review your job check process to ensure it’s up to date with the latest legal requirements and best practices. This helps ensure that your hiring process remains fair, transparent, and compliant with New Zealand’s laws.

Conclusion

Conducting a thorough job check is crucial for every New Zealand employer. By verifying qualifications, conducting criminal background checks, checking references, and using trusted services, you can make better hiring decisions that ensure the success of your business. Avoid common mistakes, stay transparent with candidates, and continuously improve your job check process to stay ahead of the curve. With these top tips, you’ll be well on your way to hiring the right people and protecting your business from legal and financial risks.