Pre-Hire & Onboarding Checklist
Complete this checklist before the new staff member's first shift. All mandatory pre-hire and Day 1 items must be completed and filed before any support delivery begins.
A - Staff Details
B - Induction Journey Overview
Five-stage induction pathway from pre-hire through supervised practice.
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
C - Recruitment PRE-HIRE
| Item | Completed |
|---|---|
| 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 | |
| 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 |
D - Identity & Right to Work PRE-HIRE
| Item | Completed |
|---|---|
| 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 | |
| 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 |
E - Qualifications & Certificates PRE-HIRE
| Item | Completed |
|---|---|
| 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 | |
| Professional Indemnity Insurance - copy on file | |
| Driver Licence - copy on file - record expiry date in Staff Register | |
| Vehicle Registration + Comprehensive Vehicle Insurance - copy on file |
F - Offer & RAR Registration PRE-HIRE
| Item | Completed |
|---|---|
| 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 |
G - Introduction & Access DAY 1
| Item | Completed |
|---|---|
| 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 |
H - Payroll & Tax Documents DAY 1
| Item | Completed |
|---|---|
| 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 | |
| Payroll set up confirmed in ePayday - pay rate, award level, employment type | |
| Workers Compensation acknowledgment signed | |
| Emergency Contact Details recorded |
I - Employment Documents - Signed & Filed DAY 1
| Item | Completed |
|---|---|
| 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 |
J - NDIS Compliance - Day 1 Requirements DAY 1
| Item | Completed |
|---|---|
| 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 |
Sign-off
Records Control