MH1 — Pre-Hire & Recruitment Checklist
Manager's Hub · Pre-Hire Phase · HR-HIR-ONB-001
Complete this checklist before the new staff member's first shift. All mandatory pre-hire items must be verified and filed before the person supports any participant independently.
📋 Record: Once documents are collected, record all
applicable expiry dates (NDIS Worker Screening, First Aid, CPR, Driver Licence; WWCC if
supporting participants under 18) in the Staff Register
(09_Registers/Staff_Register/Key_Personnel_Details.xlsx). Set calendar reminders in Microsoft
365 at 30 days and 7 days before each expiry.
Induction Journey Overview
1
Pre-Hire
Manager
Recruit, verify ID, checks & qualifications
2
Day 1 Admin
Manager + Worker
Contracts, payroll, system access
3
Orientation
Manager + Worker
Cover all NDIS & OCC obligations together
4
Training
Worker (self-directed)
Complete SW or CT training pathway in this package
5
Supervised Practice
Week 2–4
Buddy shifts, competency sign-off
Recruitment PRE-HIRE
| Advertise position using the Position Description template (Position_Description_DSW_Template) | ||
| Score applications against the Shortlisting Matrix (Shortlisting_Matrix.xlsx) | ||
| Conduct structured interview — score each competency domain (Job_Candidate_Interview_Form) | ||
| Conduct second interview if panel recommends it | N/A if not required | |
| Complete two reference checks — minimum required (Reference_Check_Form) | ||
| Confirm RAR determination — is this a Risk Assessed Role? Record category a/b/c in RAR_Role_Register | ||
| Issue Letter of Offer or Letter of Engagement (Casual) | ||
| Candidate accepts offer in writing |
Identity & Right to Work PRE-HIRE
| 100 Points of ID — Document 1 (Primary, 70 pts) — copy filed in 01_Identity_Screening | ||
| 100 Points of ID — Document 2 (Secondary, 30 pts) — copy filed in 01_Identity_Screening | ||
| Right to Work confirmed — Australian citizen, PR, or visa check via VEVO | ||
| NDIS Worker Screening Check — current; record number and expiry date in Staff Register | ||
| Working With Children Check (WWCC) — required only when the worker will support participants under 18 years of age; record number and expiry date in Staff Register if applicable | Only if supporting minors | |
| Police Check — OCC policy requirement as additional pre-employment check; note the NDIS Worker Screening Check is the legally mandated check under the NDIS (Worker Screening) Act 2020 | OCC policy — not a standalone legal requirement |
Qualifications & Certificates PRE-HIRE
| Relevant qualification certificates verified and copies obtained (Cert III/IV, Diploma, degree) | ||
| First Aid Certificate HLTAID011 — copy obtained — record expiry date in Staff Register | ||
| CPR Certificate HLTAID009 — copy obtained — record expiry date in Staff Register | ||
| Manual Handling Certificate — copy obtained — record expiry date in Staff Register | ||
| AHPRA or other professional registration confirmed — copy and expiry | If applicable | |
| Professional Indemnity Insurance — copy on file | If applicable | |
| Driver Licence — copy on file — record expiry date in Staff Register | If driving role | |
| Vehicle Registration + Comprehensive Vehicle Insurance — copy on file | If driving role |
Offer & RAR Registration PRE-HIRE
| Letter of Offer or Letter of Engagement signed and filed | ||
| RAR category recorded in RAR_Employee_Register.docx within 20 days of commencement (mandatory under NDIS Rules) | ||
| Staff file folder created: 03_Staff > Lastname_Firstname_OCCSXXX — all 7 subfolders copied from template |
MH2 — Day 1 Admin Checklist
Manager's Hub · Day 1 · HR-HIR-ONB-001
Complete on the new staff member's first day of employment. These items set up the person legally, administratively and in your systems before any support delivery begins.
📋 Record: Set up the new staff member in ConnectTeams
today. Record their employment type, start date, and all credential expiry dates in the Staff
Register (09_Registers/Staff_Register/Key_Personnel_Details.xlsx).
Introduction & Access DAY 1
| Introduction to Director and team — tour of office or base location | ||
| OCC overview provided — vision, mission, values, NDIS registration groups | ||
| IT access set up and systems demonstrated (email, shared drives, document library) | ||
| After-hours contact procedure explained and contacts provided | ||
| Staff added to ConnectTeams — employment details confirmed; expiry dates recorded in Staff Register |
Payroll & Tax Documents DAY 1
| New Employee Details Form (HR-NED-001) completed — handle securely, do not email (contains bank details) | ||
| TFN Declaration (ATO NAT 3092) completed — online via ATO or paper form | ||
| Super Standard Choice Form (ATO NAT 13080) provided — must return within 28 days | ||
| Stapled Super Fund check via ATO Online Services — if Super Choice Form not returned within 28 days | Required since 1 Nov 2021 | |
| Payroll set up confirmed in ePayday — pay rate, award level, employment type | ||
| Workers Compensation acknowledgment signed | ||
| Emergency Contact Details recorded |
Employment Documents — All Signed & Filed DAY 1
| Letter of Offer / Employment Contract — signed copy filed in 03_Employment_Conduct | ||
| Position Description — signed copy filed in 03_Employment_Conduct | ||
| Code of Conduct Agreement (HR-CCA-001) — signed and filed | ||
| Conflict of Interest Declaration (HR-COI-001) — signed and filed | ||
| Privacy and Confidentiality Agreement (HR-PCA-001) — signed and filed | ||
| WHS Acknowledgment and Responsibilities — signed and filed |
NDIS Compliance — Day 1 Requirements DAY 1
| NDIS Worker Orientation Module 'Quality, Safety and You' — certificate obtained and filed in 02_Qualifications (complete at training.ndiscommission.gov.au — free, ~90 mins) | ||
| Staff Orientation Checklist (MH3) scheduled — complete with worker today or Day 2 | ||
| Staff Training Record & Competency Matrix (HR-TRC-001) created in 04_Training_Competency folder | ||
| Training Plan and Needs Analysis (HR-TPN-001) completed |
MH3 — Orientation Sign-Off
Manager's Hub · Joint (Manager + Worker) · HR-SOC-001 V2.0
Complete this checklist together — manager and new staff member. Tick each item once it has been genuinely covered and the worker has demonstrated understanding. This is not a reading exercise; it is a conversation. File the generated completion record in the staff member's 03_Employment_Conduct folder.
Important
The worker should complete their training pathway in this package (SW or CT modules) either before or shortly after this orientation. The orientation sign-off confirms key obligations have been discussed in person. The training modules provide the depth of knowledge behind each topic.
1 — Participant Rights & Responsibilities JOINT
| How to assist participants in exercising their rights under the NDIS Act 2013 | ||
| Participant's right to have an advocate of their choice present at any time | ||
| Participant choice and control — they direct their own service delivery and life decisions | ||
| Maintaining and strengthening the participant's cultural, spiritual and other identities | ||
| Participant's right to be actively involved in their community | ||
| Supporting participants to pursue their interests and preferences (short and long term) | ||
| Understanding preferred communication methods — verbal, AAC, Easy Read, interpreter |
2 — About Open Care Connect JOINT
| OCC operating hours, locations, and after-hours contact procedure | ||
| OCC services and available resources — 8 registration groups explained | ||
| How OCC maintains and strengthens participants' cultural and spiritual identities | ||
| Staff are encouraged to contribute input to policies and procedures | ||
| Obligation to notify OCC of any actual or perceived conflict of interest | ||
| Obligation to report any known or suspected risks to participant safety |
3 — Charter of Rights JOINT
| OCC Charter of Rights provided and explained | ||
| Staff understands rights apply to all participants regardless of disability type or support need |
4 — Restrictive Practices JOINT
| Circumstances under which a participant's rights may be lawfully restricted | ||
| Who can authorise a restriction and what documentation is required | ||
| Restrictive practices — definition, types, and OCC's obligations under NDIS rules | ||
| Zero Tolerance approach — restrictive practices are a last resort, never a behavioural management tool |
5 — Privacy & Dignity JOINT
| Confidentiality obligations under the Privacy Act 1988 (Cth) and OCC policy | ||
| What information staff can and cannot share, and with whom | ||
| Obligation to treat all participant information with discretion at all times | ||
| Participant's right to dignity and respect in all support interactions | ||
| Photo and social media policy — no images of participants without explicit written consent |
6 — Independence & Informed Choice JOINT
| Dignity of risk — the participant's right to make decisions that carry some risk | ||
| How to support decision-making without overriding participant choice | ||
| Participant and advocate permission required before sharing information within or outside OCC | ||
| Allowing participants adequate time to make decisions — no rushing or pressure |
7 — Violence, Abuse, Neglect, Exploitation & Discrimination (VANED) JOINT
| OCC Zero Tolerance Policy — definitions of abuse, neglect, exploitation and discrimination | ||
| Prevention strategies — recognising warning signs and risk factors | ||
| Participant's right to use an advocate in all dealings with OCC | ||
| How to report and record allegations — internal process and mandatory NDIS reporting | ||
| Staff obligations under the NDIS Code of Conduct regarding VANED | ||
| Consequences of failure to report — NDIS Worker Screening implications |
8 — Incident Management JOINT
| Definition of a general incident — what it is and how it is managed internally | ||
| Definition of a reportable incident under NDIS (Incident Management and Reportable Incidents) Rules 2018 | ||
| Reportable incident notification timeframes — 24 hours for immediate risk; 5 days for all others | ||
| Internal incident reporting process — what to complete, where to file | ||
| NDIS Commission reportable incident process — how OCC notifies the Commission | ||
| Staff role in supporting participants after an incident |
9 — Complaints & Feedback JOINT
| NDIS requirements regarding complaints and feedback — participant rights | ||
| How to inform participants of the OCC complaint and feedback process | ||
| Staff obligation to support participants through the complaint process without pressure or bias | ||
| How anonymous complaints are made and how OCC handles them | ||
| Who holds the Complaint Manager role at OCC | ||
| NDIS Quality and Safeguards Commission contact: 1800 035 544 | ndiscommission.gov.au |
10 — Human Resources JOINT
| HR point of contact at OCC | ||
| Absence reporting — how and when to notify OCC of an unplanned absence | ||
| Position description reviewed and understood | ||
| Risk Assessed Roles — definition, whether this role is a RAR, and which category (a, b, or c) | ||
| Leave entitlements and how to apply | ||
| Pay, SCHADS Award conditions, and payroll schedule | ||
| Tax requirements — TFN declaration and superannuation obligations | ||
| NDIS Worker Screening Check — staff responsibility to maintain and renew (mandatory for all Risk Assessed Roles); WWCC only required if supporting participants under 18 | ||
| NDIS Worker Orientation Module — mandatory prior to or on commencement; certificate filed |
11 — Service Planning & Access JOINT
| OCC assessment and support planning process | ||
| System for conducting and recording regular reviews and updates of support plans | ||
| Supporting participants to develop independence, problem-solving, and self-care | ||
| Reasonable adjustments for participants — how to identify and implement | ||
| Accessing interpreters — process and available resources | ||
| Participant consent in all planning and service delivery decisions | ||
| Strength-based, collaborative, holistic approach — family and carer capacity building | ||
| Risk management and emergency and disaster planning obligations | ||
| Mealtime management obligations | If applicable to role |
12 — Eligibility, Access & Cessation JOINT
| Appropriate use of NDIS funding and resources in service delivery | ||
| Circumstances under which OCC may refuse or cease services — and how it is communicated | ||
| Costs — what is and is not covered by NDIS funding | ||
| Participant eligibility criteria for OCC services |
13 — Referral & Handover Process JOINT
| Internal and external referral timeframes | ||
| What information is provided when OCC is unable to deliver a requested service | ||
| Identification of vulnerable people during referral — heightened obligation of care | ||
| Support Coordination handover process — documents required and responsibilities |
Declaration
By generating the completion record below, both manager and staff member confirm that this orientation was conducted genuinely. All items marked as complete were covered to a satisfactory standard and the staff member demonstrated understanding of their obligations as an OCC worker.