In this module, we are going to explore the Recruitment process and activities:
Note: clicking on the bullet points above will take you straight to that section
How to post an ad on Seek
Reach out to HQ to post a job ad
After getting approval from Sophie – you will need to send an email to HQ (hq@dentalboutique.com.au) asking for a seek ad to be posted – please advise what type of role you are looking to hire (e.g. Dental assistant).
Once you have had the ad posted, you will need to log into your Seek Employer portal. If you do not have the log in for this still, please contact hq@dentalboutique.com.au to have this arranged.
Navigating the Seek Website
On the top bar you will click on ‘Jobs’, and then click on ‘Open’ to the the list of current jobs you are actively hiring for.
You will be able to see if you have any new employees by looking at the green highlighted number under the candidates column.
You will need to review the applicants and mark them as ‘Not Suitable’ for the applicants who are not suitable, or ‘Prescreen’ for the applicants you will be reaching out to.
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Pre-screen
Everyone has their own preference on how they like to prescreen applicants. However, depending on the ad type and urgency of the role, you could either call applicants, or send them a form to complete.
Call
When calling, the conversation should typically follow a basic script:
“Hi, my name is [name], I’m calling from Dental Boutique.
I’m just giving you a quick call in regard to your Seek application with us – is now a good time for a really quick chat?
I’ve had a look through your resume and you stood out to me as someone who might be a really great fit for the role.”
Questions to ask:
1. What made you interested in applying with us?
2. Are you available full time, Monday to Friday?
3. What are your salary expectations?
4. Do you have any commitments that we may need to be aware of (Uni, sport, etc.)?
5. How much notice would you need to give your current employer?
Based on the answers you would them decide if you will be offering the person a virtual interview or not.
If Good
Great! The next stage is to arrange a virtual interview, if you are successful we will then invite you to a face – to – face interview where you will also meet the team and have a short 1.5 hour unpaid trial. What day works best for you for the virtual interview?
If Bad
Ok, no worries. Thank you very much for your time today. I have a few more phone calls to make today – I will send you an email by COB today if you’re successful to the next stage which is a virtual interview.
If going ahead with virtual – invite them to a calendar invite at the agreed upon date and time.
Form
If you are sending a google form – you will send this to all people you have shortlisted, you will send it through the email section in Seek.
Email wording to accompany the form
This is the wording for the email that you’ll use to send the form:
Hi [name],
Thank you for your interest in the Patient Coordinator position at Dental Boutique! We appreciate the time you’ve taken to apply and are excited to learn more about you.
As the next step in our selection process, we’d love for you to complete a short form to help us better understand your experience, skills, and what excites you about this opportunity. You can access the form here:
👉 https://forms.gle/rsXABV4RB2hug7uG9
This should only take a few minutes, and it’s a great opportunity for you to share more about yourself.
We’ll be reviewing responses carefully, and if you’re selected to move forward, we’ll be in touch to invite you to the next stage – a virtual interview!
We’re looking forward to learning more about you and potentially welcoming you to our team.
You will then review the responses by clicking – view in sheets. The sheet will Auto-populate with new responses.
Once you have selected the people you will be contacting, forward the following message (see below):
Hi [name],
Thank you so much for completing our online form, it was great to learn more about you! We would love to get you in for a face to face interview and a short 1.5 hour unpaid trial. What day works best for you?
As the form has more information, you can skip the virtual interview and go straight to face to face if you are happy with the form responses.
TIP: always do reference checks!
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Virtual Interview Guide
Hi
Thank you so much for meeting with us virtually, I’m X, the practice manager at Dental Boutique and this is X – X is our administration manager, so she would be your go to person if you were successful in the Front Office Concierge position
Firstly, tell us a bit about yourself?
[allow applicant to articulate]
Amazing! So a bit about Dental Boutique – Dental Boutique is a leading Dental Practice, we specialist in cosmetic dentistry as well as All On Implants.
Dental Boutique was founded by Dr May Chan and Dr Reuben Sim, they are absolutely incredible leaders who are still heavily involved in all sites. The first clinic opened in Melbourne, and now we are at a total of x clinics; x across Australia and x in New Zealand.
Our admin manager X will jump straight into the role:
Our front of clinic role is a diverse role, it’s very admin heavy and can be quite fast paced and task orientated.
We have checklists for each front of clinic position that need to be completed throughout the day; this helps keep yourself on track as well as accountable for what needs to be done.
We are based on a 40 hour work week, our latest shift in front of clinic is 9-6pm and our earliest shift is 8:15 – 5:15, you would have an hour lunch break everyday.
Does this role sound like what you are looking for?
[allow applicant to articulate]
Great, I have a few more questions:
1. Can you describe a situation where you went above and beyond to ensure a positive experience for a customer or patient?
2. What strategies do you use to stay organized and keep track of appointments and patient information?
3. Can you discuss a time when you had to resolve a conflict between team members or colleagues?
4. How do you prioritize tasks when you have multiple responsibilities demanding your attention?
If Good
Great! Thank you so much for your time today – It was so great to learn more about you. We would absolutely love to arrange a Face to Face interview and a short 1.5 hour unpaid trial – when works best for you?
If Bad
Great! Thank you very much for your time today. I have a few more virtual interviews to do today – I will send you an email by COB today if you’re successful to the next stage which is a face to face interview and 1.5 our unpaid trial.
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Face to Face
The face to face interview is more a casual conversion going over the resume together, seeing mannerisms, how the applicant interacts with others, how they present themselves, body language, how they respond to patients / staff etc.
For email templates (offers, welcome to DB, rejection, etc.) – please see link below.
