Checking references

Reference checks are usually completed after interviews and should include previous employers where possible. Referees help confirm what you’ve learned from the application and interview.

Tips for effective reference checks:
• contact referees at a suitable time so they can give their full attention
• prepare a consistent list of questions and take notes
• base questions on the role, person specification and interview discussion
• ask mostly open-ended questions about strengths, development areas and suitability
• consider asking whether they would re-employ the candidate

If work referees are not provided, consider the reasons and discuss this further with the candidate if needed.

Making the offer

Now it’s time to make a decision. Do not notify unsuccessful candidates until you have finalised and confirmed terms with your preferred candidate, as you may need to return to the applicant pool if an agreement cannot be reached. Once you have selected the preferred candidate, make a formal offer of employment. Remember, offers should only be made after the interview process is complete.

Make the right choice for your farm. Avoid hiring “the best of a bad bunch”, as this often leads to another recruitment process soon after. It is better to leave the role unfilled and use casual staff while you widen your search for a more suitable candidate, even if timing, location or farm systems make recruitment challenging.

Workplace rights of prospective employees

Under federal industrial laws, prospective employees have the same workplace rights as current employees. Employers must not discriminate, refuse employment unfairly, or take adverse action when offering terms and conditions.

This means:

• employment cannot be made conditional on entering an individual flexibility agreement, as consent must be genuine
• employment can be conditional on accepting a guarantee of annual earnings

If a successful candidate declines an offer, you may ask for feedback, but they are not required to provide it and should not be pressured.

Essential documents for new starters

Having the right documents in place from day one helps meet your legal obligations and sets a clear, professional tone for the employment relationship. It also supports a positive start by giving new employees confidence about their role, pay and expectations.

• Employment Contract – All new employees should receive a written employment contract signed by both parties. Visit Contracts and Agreements | The People in Dairy for templates.
• Tax File Declaration – Used to collect tax information from the employee. Details should be entered via your accounting system or directly with the ATO.
• Fair Work Information Statement – Must be provided to all new employees at commencement.
• Casual Employment Information Statement – Must be provided to all new casual employees at commencement.
• Award information (where applicable). Most farm employees are covered by an award, which sets out minimum pay rates and conditions. Employees must have access to the relevant award, which can be provided via a direct link, visit Which award? | The People in Dairy to identify the correct award. In all states except Western Australia, the Pastoral Award 2020 generally applies; in WA, either the Pastoral Award 2020 or the Farm Employees Award 1998 may apply.
• Superannuation Choice Form – Employees must be given the option to choose their superannuation fund using the approved form.
• Position Description – Provide a clear, farm-specific job description outlining duties, responsibilities and reporting lines.
• Induction and Onboarding Checklist – An induction and onboarding checklist helps ensure new employees receive all essential information to start work safely and confidently. It also provides a clear record that key topics have been covered, supporting consistency, compliance and a positive start on your farm.

Getting these documents right early helps build trust, clarity and a strong foundation for a successful employment relationship.