How to Brief a Recruitment Agency on Your Childcare Vacancy: A Guide for Victorian Centre Directors

The single biggest factor determining whether a recruitment agency delivers the right candidates quickly is the quality of the vacancy brief they receive from you. A poorly structured brief produces generic sourcing and mediocre candidates. A precise, detailed brief allows a specialist recruiter to go to market with confidence and return with candidates who genuinely match your needs.

Here's exactly what to include when briefing a recruiter for your Victorian childcare centre vacancy.

ROLE BASICS — BE SPECIFIC

State the exact role title (not just "educator" — specify Centre Director, Room Leader, Diploma Educator, ECT, Certificate III Educator), the room (Nursery, Toddler, Kindy, School-Age), the age group, and the educator-to-child ratio applicable to that room.

Specify the hours: early start time, finish time, whether split shifts apply, and whether the role is permanent full-time, permanent part-time or casual. Ambiguity here costs you candidates who withdraw mid-process when they discover the roster doesn't suit them.

QUALIFICATIONS — BE EXPLICIT

Don't say "Diploma or above preferred." State exactly what is required: "Must hold Diploma of Early Childhood Education and Care (CHC50121) or equivalent, ACECQA-approved. WWCC for Victoria required — interstate WWCC not acceptable." The more specific you are, the fewer unsuitable applicants your recruiter wastes their pipeline on.

SALARY AND WORKER RETENTION PAYMENT — BE TRANSPARENT

State your salary range including how the Worker Retention Payment applies. Candidates appreciate transparency and recruiter sourcing targets the right candidate more accurately when salary information is available.

For example: "Children's Services Award Level 5, $29.50/hour base plus Worker Retention Payment supplement of 10% — effective rate approximately $32.50/hour."

MUST-HAVE VERSUS NICE-TO-HAVE

Distinguish clearly between non-negotiable requirements and desirable attributes. A recruiter who knows your hard lines doesn't waste your time presenting a strong candidate who fails on a non-negotiable criterion.

CULTURE AND TEAM CONTEXT

Give your recruiter a genuine picture of your team: its size, its tenure, its culture, what the team does well and what the incoming educator will need to fit into. This enables candidate motivation screening that goes beyond qualifications.

START DATE AND TIMELINE

Be honest about your timeline urgency and your interview availability. Candidates in a shortage market make decisions quickly. If you can't interview within five business days of receiving a shortlist, tell your recruiter so they can manage candidate expectations.

Vhire's briefing process covers all of this in a structured 15–20 minute call. Contact info@vhire.com.au or visit vhire.com.au/hire-staff to start the conversation.