Using an agency talent pool
Learn how to use an agency talent pool to quickly fill roles, save costs, and find pre-assessed candidates for NSW Government jobs.
The value of agency talent pools
Agency talent pools give you quick access to people who have already been assessed through a comparative process. Using a talent pool can save you time and money, and avoids putting candidates through extra recruitment steps.
We recommend using a talent pool early in your recruitment process.
Advertising requirements
You do not need to advertise before filling a role from a talent pool. Your HR or recruitment team can confirm that the original talent pool process included external advertising.
Assessment requirements
Candidates in a talent pool have usually completed a comparative assessment. You do not need to reassess them, but we suggest an informal interview to check their fit for the role. This can be a simple discussion between you and the candidate.
If the role’s requirements differ slightly from the original role description, assess any extra capabilities, knowledge or experience needed.
Searching for candidates
You can find candidates in two ways:
- review all candidates in a talent pool
- directly approach one or more candidates before making an offer.
If the pool is large, create a shortlist of those best suited to the role and your agency’s needs.
When reviewing candidates, consider what makes this role different. You should also look for ways to improve team diversity to reflect the NSW community.
For identified or targeted roles, candidates must agree to be considered and consent to the use of their demographic information. If there are multiple candidates from the same diversity group, choose the person best suited to the role and the needs of the agency.
Managing candidate availability
Candidates can remain in a talent pool until it expires (up to 18 months) unless they opt out.
They may still be considered for other roles even if they have accepted a job or started a new one. To avoid unnecessary contact, limit offers to those who request them. Make sure to confirm if they want to be considered for other roles.
This ensures you focus on candidates who are still looking for work.
Sharing candidates with other agencies
You may give other agencies access to your talent pool, but candidates may not want their personal information shared beyond the original agency.
If you manage the talent pool, get candidate consent before sharing their details with other agencies.
Capabilities for the talent pool role
You may find that one or two focus capabilities for the role are at a higher level than the original role description. In these cases, consider how large the gap is and whether a capability-based assessment is needed.
Do not use the talent pool if:
- several focus capabilities are at a higher level
- the difference in capability is large (for example, Adept vs Highly Advanced).
If one or two focus capabilities are at a lower level than the original role description, you can still use the talent pool.
Filling a role at a different grade
We recommend not using a talent pool to fill a role at a higher or lower grade.
- Higher grade: capability requirements will be different, and candidates have not been assessed for these levels. You should not use a talent pool to fill a role at a higher grade.
- Lower grade: can harm the candidate experience and lead to disengagement if the role does not match their skills.
Using talent pools for other grades can also be unfair to people who miss the chance to apply for an advertised role.
Other options
If your agency’s talent pool does not have a suitable candidate, consider:
- checking NSW Public Service talent pools relevant to your role
- mobility or development opportunities
- running a new recruitment process.