The 7-Point Checklist Every Regional Childcare Centre Should Use When Screening Educators

Hiring the wrong educator doesn't just waste your time — it puts your NQF rating, your ratios and your children's safety at risk. In a shortage market, the temptation is to hire quickly. The centres that do it right hire carefully.

Here is the exact 7-point checklist Vhire uses to screen every childcare educator before they are presented to a client centre. Use this internally or let us handle it for you.

POINT 1 — QUALIFICATION STATUS

The non-negotiable. Confirm the candidate holds (or is actively studying towards) one of the following: • Certificate III in Early Childhood Education and Care (CHC30121 or equivalent) • Diploma of Early Childhood Education and Care (CHC50121 or equivalent) • Bachelor of Early Childhood Education (for ECT roles) • ACECQA-assessed equivalent for internationally qualified candidates

Always ask for documentary evidence — not just verbal confirmation. Certificates should match the ACECQA-approved qualification list.

POINT 2 — WORKING WITH CHILDREN CHECK (WWCC)

Must be current and valid for the state where the role is located. A NSW WWCC is not valid in Victoria. A candidate without a current WWCC with no plan to obtain one should not proceed.

Verify the card number and expiry. In some states this can be done online through the relevant government portal.

POINT 3 — ACECQA APPROVAL (FOR INTERNATIONAL CANDIDATES)

For candidates with overseas qualifications, ACECQA assessment is required to confirm their qualification is equivalent to an Australian standard. Without this, the candidate cannot be counted in ratios under the National Quality Framework.

This is a common gap in the screening process — many centres discover the issue only after an offer is made.

POINT 4 — AGE GROUP EXPERIENCE AND RATIO KNOWLEDGE

A candidate with exclusively 3–5 year experience may struggle in a nursery room. Ask specifically about experience across age groups: 0–2, 2–3, 3–5, and OSHC if relevant.

Also ask about their understanding of the educator-to-child ratios that apply in the role's state. A Diploma educator who cannot explain their ratio obligations is a red flag.

POINT 5 — AVAILABILITY AND HOURS ALIGNMENT

Confirm the candidate's genuine availability. This includes: • Can they start by your required date? • Are they available for the hours your centre needs (including early starts and late finishes)? • Are they seeking permanent or casual employment? • Do they have any commitments that would affect their availability?

A candidate who says they are available but has undisclosed constraints is one of the most common reasons placements fail in the first 90 days.

POINT 6 — SALARY EXPECTATION AND AWARD AWARENESS

Ask the candidate their salary expectation before presenting your rate. A misalignment here discovered at offer stage costs everyone time.

Under the Children's Services Award with the Worker Retention Payment applied: • Certificate III educators: approximately $25–$28 per hour • Diploma educators / Room Leaders: approximately $29–$34 per hour • Early Childhood Teachers: approximately $35–$45+ per hour depending on experience

Make sure candidates understand the Worker Retention Payment is an addition, not a replacement, to their base award rate.

POINT 7 — MOTIVATION AND RETENTION LIKELIHOOD

This is the question most centres skip — and it's the one that predicts whether a placement lasts. Ask: "What is the main reason you are looking for a new role right now?"

The answer tells you what their current employer is getting wrong — and what your centre will need to offer to keep them. A candidate leaving for relocation, career progression or work-life balance is lower risk than one leaving due to a conflict pattern that may repeat in a new setting.

HOW VHIRE APPLIES THIS CHECKLIST

Every candidate Vhire presents to a regional childcare centre has been screened against all seven points. We conduct a structured phone screen, review qualification documents, verify WWCC status and assess motivation before you see a single CV.

We only present Strong candidates. Three strong CVs that match the brief are worth more than five mediocre ones — your time as a centre director is too valuable to spend reading unsuitable applications.

Contact Vhire at info@vhire.com.au or visit vhire.com.au/hire-staff to post a vacancy today.