Appoint a person to a role using Springboard
As a hiring manager, use Springboard to appoint a candidate to a role. The steps will differ depending if your appointment is for an advertised or non-advertised role. It is important to start the form correctly to avoid redoing it.
An advertised role is a job that’s been posted to Smart jobs and careers. Candidates have applied for the role through this website and their applications have been managed in Springboard.
A non-advertised role is a job that’s been managed outside Springboard. Candidates have applied for the role directly (e.g. via email or another website).
Use this form for | Do not use this form for |
|---|---|
| Apprenticeships | Changes to employee hours or work patterns (e.g. part-time arrangements) |
| Cadetships (QAS only) | Higher duties or relieving at level arrangements (not advertised) |
| Casual appointments | Non-payroll engagements (e.g. agency temps, contractors, work experience placements) |
| Higher duties or relieving at level (internal employee filling an advertised role) | Temporary employee extensions |
| Permanent appointments | Secondments out of the agency (and extension) |
| Progression | |
| Secondments into an agency (and extensions) | |
| Section 12, 149 or 155 contract | |
| Senior Executive Service (contract or tenure) | |
| Senior Officer (permanent or temporary) | |
| Temporary appointments | |
| Temporary across awards | |
| Term transfer and Term transfer extension | |
| Traineeships | |
| Transfer at level |
You must have the following details confirmed and available before you access Springboard. You won’t be able to attach any paperwork. Queensland Shared Services (QSS) does not need it at this stage. They’ll ask for this when you complete the Payroll commencement form.
Appointee details
- Appointee’s name, address, email address and date of birth as recorded on their identity documents (e.g. driver licence).
- Appointee’s eligibility to be hired in Australia (i.e. they’re an Australian citizen or permanent resident, New Zealand citizen, or visitor with the appropriate work visa that is valid for the whole employment period). Visit Hiring someone in Australia to see what documents are required.
- Certified copies of the appointee’s qualifications (if qualifications are mandatory or if there is an AO2 pay-point level requirement).
- A medical clearance if the appointee undertook a Voluntary Medical Retirement (VMR).
- Appointee’s employee number (if they’re a current Queensland Government employee).
- Position number.
- Cost centre number.
- Aurion Employee Self Service (ESS) ruleset (e.g. PSA036, OPS001) if you use ESS Timekeeper. You can find this information on your timesheet page in Aurion ESS.
- The appropriate legislative conditions that apply to the position. Refer to your HR team for help.
- Appointee’s preference regarding transferring leave balances (if they’re a current Queensland Government employee).
Human resources and recruitment information
- Smart jobs and careers job reference number (for advertised roles).
- Position number.
- Cost centre number.
- Aurion Employee Self Service (ESS) ruleset (e.g. PSA036, OPS001) if you use ESS Timekeeper. You can find this information on your timesheet page in Aurion ESS.
- The appropriate legislative conditions that apply to the position. Refer to your HR team for help.
The steps will differ depending if your appointment is for an advertised or non-advertised role. It is important to start the form correctly to avoid redoing it.
Advertised role
An advertised role is a job that’s been posted to Smart jobs and careers. Candidates have applied for the role through this website and their applications have been managed in Springboard.
If the appointment is for an advertised role, the panel chair or hiring manager can raise an Appointment request and delegate it for completion to someone else.
See Complete an advertised role appointment request
Non-advertised role
A non-advertised role is a job that has not been advertised on Smart jobs and careers and managed outside Springboard. Candidates have applied for the role directly (e.g. via email or another website).
If the appointment is for a non-advertised appointment, anyone can complete the form by logging in to Springboard.
See Complete a non-advertised role appointment request
Self-managed vacancy
A self-managed vacancy is where a role has been advertised on Smart jobs and careers, but managed outside Springboard. Candidates have not applied via the Smart jobs and careers websites (internal or external). Therefore, candidate details are not recorded in Springboard.
If the appointment is for a self-managed vacancy, anyone can complete the form by logging in to Springboard.
See Complete a non-advertised role appointment request
When completing the form
- Select No for Did you advertise on Smart jobs and careers and manage the applications through Springboard?
- Select Other for Why was this vacancy not advertised on Smart jobs and careers?
- In the ‘Other’ field, provide the job ad reference number and note that recruitment was self-managed (e.g. Vacancy QLD/123456/25 advertised on Smart jobs and careers, self-managed).
Your approver will get an email asking them to log in to Springboard to review your request. Providing they approve it, and we have everything we need, we’ll (within 5 working days):
- send an appointment letter to the successful candidate (if applicable)
- forward appointment documentation to our payroll team for processing
- advise the unsuccessful candidates (if applicable)
- arrange a Queensland Government Gazette notice to confirm the appointment (if applicable).
If the appointment requires a Gazette notice, the Gazette team will send an invoice to your agency's nominated contact for payment prior to publishing.
When you will hear from QSS
You’ll receive a notification:
- when QSS Payroll completes your request (includes payroll number)
- sends your candidate an appointment letter.
Approve an appointment request
See Approve an appointment request.
Cancel or amend an appointment request
Advertised role
You can access your vacancy list from an existing advertised appointment using your unique link to Springboard. You can appoint another candidate within 12 months of your initial appointment. Follow the steps provided under Complete a non-advertised role appointment request.
After 12 months your link will expire, and you will need to contact the QSS Recruitment team to resend the link to the vacancy list. Use the Contact us form in the QSS Self Service Centre. Select Recruitment (advertise, appoint, JEMS). You will need to include the:
- Job Advertisement Reference (JAR)
- Name and email address of person the link is to be sent to.
Non-advertised role
For help, see Help using Springboard or contact us.
Frequently asked questions
Does the Appointment request form time out?
The Appointment request form times out after 2 hours. You can save the form as you progress and come back to complete it later if needed.
What is a non-payroll employee?
Non-payroll employees are those not being paid from the agency payroll system, for example, agency temps, volunteers, work experience placements and secondments not paid for by the agency.
How do I access historical My.Appointment details?
You need to log a request for access using the QSS Self Service Centre Contact us form.