Observations on Recruitment Cases

Recruiting new talents and injecting new blood into the Civil Service is vital in sustaining a stable and robust workforce to provide the community with effective, efficient and high quality service. To meet service needs and Government manpower requirements, regular recruitment exercises are conducted by B/Ds. The process of selection is rigorous and competition keen. The Commission supports the conduct of recruitment based on merit and fair opportunities and selecting candidates who can best meet the requirements of the job. Apart from ensuring the proper conduct of the recruitment process, we also attach importance to administrative efficiency and promptness of action in order that the Government would not lag behind in competing with the market for talents.

During the year, the Commission was satisfied with B/Ds’ overall compliance with the stipulated rules and procedures governing the recruitment process. Delays in submission to the Commission for advice were noted in some cases due to selection interviews having to be rescheduled or reorganised to observe the social distancing measures enforced by Government to control the spread of the COVID-19 epidemic. In a few cases, the work-from-home arrangements have imposed further constraints for staff to complete their tasks. The Commission appreciates that despite these extraordinary challenges, B/Ds have generally been able to proceed and complete recruitment exercises as planned.

In examining the recommendations of recruitment boards, the Commission not only needs to be satisfied that the required due process and procedural fairness have been observed, the individual assessments on candidates have to provide a solid basis for our support to be given. In the spirit of giving credits where they are due, the Commission will acknowledge and commend B/Ds for exemplary work done. During the year, the Commission was delighted to see the notable achievements of three departments. The Commission was particularly impressed by the quality of the reports. In each of the three cases, the board concerned has provided relevant information and cogent assessment on the performance of individual candidates. With a clear account of the board’s considerations, the Commission’s scrutiny of the recommendations was greatly facilitated and efficiency enhanced. The Commission has conveyed our appreciation to the B/Ds accordingly.

Recruitment boards are tasked to select the most suitable candidates for appointment by virtue of all relevant criteria including character, ability, potential and performance as well as qualifications and experience. Because the number of applicants usually far exceeds that of vacancies, recruitment boards have to assess candidates’ performance critically. To this end, the Commission has advised B/Ds to draw up a clear and comprehensive marking scheme to help facilitate an all-round assessment of each candidate. When several selection panels are involved, the recruitment boards have to formulate objective assessment standards and criteria and take due measures to ensure consistency in the selection process.

Among the many good recruitment submissions examined during the year, the Commission was particularly impressed by the recruitment exercises conducted by five departments. The assessment forms were meticulously designed with the assessment criteria clearly set out and supported by well thought-out marking schemes. A rating guide describing the score of each assessment criterion to assess the levels of abilities/qualities of the candidates was prepared and given to each member of the recruitment boards. This has greatly facilitated the boards to align the standard of assessment and ensure consistency at the same time.

Although not a mathematical science, the Commission has suggested to B/Ds to consider according weightings to the assessment criteria such that failure in specified ones will render a candidate’s application unsuccessful. Together with a passing score set for those criteria that are crucial to the job requirements, the Commission is confident that only the most suitable candidates are selected and that those scoring lopsidedly high in non-crucial criteria are screened out.

In examining a number of recruitment submissions last year, the Commission noted that while there was an overall passing score, no passing mark was set for the individual assessment items or weightings determined to reflect their relative importance to the requirements of the job. The Commission has advised the departments concerned to review the assessment forms for the recruiting ranks in question and consider setting a passing score for each aspect of assessment as appropriate before launching the next exercise. In support of the Commission’s views, CSB has reiterated the same considerations and, to assist B/Ds further in their recruitment work, included a sample marking scheme in the recruitment guidelines promulgated in February 2021.