From Seek to Shortlist: The Vhire Recruitment Process for Regional Childcare Centres

We believe the best recruitment relationships are built on transparency. So here is exactly what working with Vhire looks like — from your first contact through to an educator's first day at your centre.

STEP 1 — ROLE BRIEF

We start with a conversation, not a form. Your dedicated Vhire consultant will speak with you to understand: • The role — title, room, age group, ratios, hours, start date • The qualification required — Certificate III, Diploma, ECT or other • Your salary range — including how you're applying the Worker Retention Payment • Must-haves — specific experience, state-specific WWCC, any particular cultural fit requirements • Your timeline — urgent fill or planned hire

This conversation takes 15–20 minutes and gives us everything we need to source precisely. The agreed role brief is documented to confirm the engagement. There is no upfront fee: you only pay when you hire.

STEP 2 — SOURCING

Once your brief is confirmed, our HR team activates sourcing across: • Seek and Indeed with a role-specific advertisement written for your vacancy • LinkedIn — targeting open-to-work educators nationally • Facebook Groups — Childcare Jobs Australia, state-specific educator groups • Our existing Vhire candidate database — always checked first for pre-screened candidates • Our international pipeline — for DAMA-eligible centres exploring overseas talent with referral to registered migration agent partners

STEP 3 — SCREENING

Every applicant is screened against our 7-point checklist: qualification, WWCC, ACECQA status (for international candidates), age group experience and ratio knowledge, availability, salary expectations and motivation.

Unsuitable candidates are declined with feedback. Only candidates who pass every point on the checklist proceed.

STEP 4 — AI VIDEO INTERVIEW

Shortlisted candidates complete a structured AI-assisted video screen with role-specific competency questions. Our HR team reviews the AI output and independently scores each candidate. Human sign-off is mandatory before any candidate proceeds to the next stage.

STEP 5 — STRUCTURED INTERVIEW

Our HR team or Manager conducts a competency-based interview using the Vhire scorecard. A written summary is prepared for every candidate who proceeds. References are flagged at this stage.

STEP 6 — SHORTLIST PRESENTATION

We present you with the top 3–5 candidates. For each one you receive: • Profile summary • Vhire scorecard with our recommendation • Qualification evidence • WWCC status confirmation • Salary expectation • Availability and start date

We ask for your feedback within two business days so the process keeps moving.

STEP 7 — REFERENCE CHECKS

On your preferred candidate, we conduct a minimum of two verbal references. These are documented and shared with you before any offer is extended.

STEP 8 — OFFER AND PLACEMENT

Vhire coordinates the offer with you and the candidate. Our onboarding handover is completed, and your placement fee invoice is issued on the educator's start date with 14 days to pay.

Post-placement, we check in at day 7, day 30 and day 90 to ensure the placement is working for both the candidate and your centre.

WHY REGIONAL CENTRES CHOOSE VHIRE

We are not a general staffing agency that happens to do childcare. We specialise. Our consultants understand the National Quality Framework, ACECQA requirements, the Children's Services Award and the specific challenges of recruiting qualified educators for regional Australian communities.

We source nationally and internationally. We screen thoroughly. We present only strong candidates. And we stand behind every placement.

Ready to get started? Contact us at info@vhire.com.au or visit vhire.com.au/employers to post your vacancy today.