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Recruitment processes, gatekeeping practices, applicant communication, advertising timeframes, and fixed‑term roles

Mikael Aldridge made this Official Information request to Ministry of Justice

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From: Mikael Aldridge

Dear Ministry of Justice,

Under the Official Information Act 1982, I request the following information relating to your agency’s recruitment processes, internal decision‑making structures, and applicant communication practices for permanent roles and fixed‑term roles longer than 3 months.
1. Internal vs external recruitment and fairness of opportunity
For the past 24 months, for permanent roles and fixed‑term roles longer than 3 months, please provide:
• The number of roles that were:
• advertised internally only
• advertised internally before being advertised externally
• advertised externally while an internal candidate was already acting in the role
• Any policies or guidance on:
• when roles should be advertised internally vs externally
• ensuring external applicants have a genuine opportunity when an internal candidate is already preferred or acting
• managing conflicts of interest when internal candidates are known to the hiring manager
• Any documentation outlining how fairness, merit, and equal opportunity are assessed when internal candidates are present.
2. Advertising timeframes and short‑window postings
For the past 24 months, for permanent roles and fixed‑term roles longer than 3 months, please provide:
• The number of roles that were advertised externally for:
• fewer than 5 calendar days
• 5–7 calendar days
• 8–14 calendar days
• Any policies, guidelines, or internal expectations regarding:
• minimum advertising periods
• when short advertising windows may be used
• how fairness and equal access are ensured when roles are advertised for short periods
• Any internal reviews or discussions regarding the impact of short advertising windows on applicant diversity, fairness, or merit.
3. HR gatekeeping, filtering, and alignment with role expertise
Please provide:
• The position titles and pay bands of staff responsible for the initial screening or shortlisting of applicants.
• Any training, competency frameworks, or guidelines provided to HR staff for assessing specialist, technical, or senior roles.
• Whether hiring managers receive:
• all applications, or
• only those filtered by HR
• Any documented criteria, tools, or checklists used by HR staff during the initial sift.
• Any policies regarding the involvement of subject‑matter experts in early screening stages.

4. Applicant communication, feedback, and closure
Please provide:
• Any policies, guidelines, or service standards regarding communication with applicants, including:
○ acknowledgement of applications
○ updates during delays
○ notification of outcomes
○ provision of feedback to unsuccessful applicants
• Any internal expectations or KPIs relating to timely communication with applicants.
• Data from the past 24 months showing:
○ the proportion of applicants who received feedback
○ the average time between application and outcome notification
○ the average time between interview and outcome notification
• Any internal reviews or discussions regarding improving applicant communication or feedback processes.

5. Recruitment workflow, timeframes, and accountability
Please provide:
• The documented end‑to‑end recruitment process for permanent roles and fixed‑term roles longer than 3 months.
• Any internal timeframes, service standards, or escalation points built into that process.
• Any KPIs, performance measures, or quality standards used to assess recruitment team performance.
• Any internal reviews, audits, or evaluations of the recruitment function conducted in the past 24 months.

6. Use of external or automated systems
Please provide:
• Details of any third‑party recruitment platforms, automated screening tools, or AI systems used in the hiring process.
• Any internal guidance on how these tools are used, monitored, or audited.
• Any policies regarding transparency to applicants about the use of automated screening.
• For the specific role Wellbeing Lead - MOJ/1911615, please confirm whether any automated or algorithmic screening tools were used at any stage of the recruitment process.

7. Discrimination
Please provide:
• Details of any filters that have been used either by humans or automated systems that have discrimintated on the basis of age, gender or ethnicity
• Any internal guidance on the appropriateness of discrimintation
• Any policies regarding transparency to applicants about the use of gender, age or ethnic discrimination.
•

Purpose of request
I am requesting this information to better understand the transparency, fairness, and integrity of recruitment processes within the public sector, particularly in relation to applicant experience, equitable access to opportunities, and the use of short advertising windows and fixed‑term contracts.

If any of the requested information is held across multiple documents, please provide the document titles and dates.

If any part of this request is unclear, please interpret it broadly rather than narrowing scope.

If any information is withheld, please specify the grounds under the Official Information Act, including the specific subsection relied upon.

Ngā mihi, Mikael Aldridge

Link to this

From: OIA@justice.govt.nz
Ministry of Justice

Tēnā koe,

 

Thank you for contacting the [1][Ministry of Justice request email] mailbox at the
Ministry of Justice.  

 

This automatic message is to confirm we have received your email - we hope
to acknowledge you and advise next steps within two working days.   
  
Please note that this mailbox is not monitored on weekends, public
holidays or between 17:00 and 08:00 hours on working days.  Official
Information Act requests can take up to 20 working days to receive a
response.  If the Ministry needs more time, we will inform you. 

Ngā mihi,

Communications and Ministerial Services | Corporate Services
Ministry of Justice

Justice Centre I Aitken Street

DX Box SX 10088 I Wellington

[2]www.justice.govt.nz

 

 

References

Visible links
1. mailto:[Ministry of Justice request email]
2. http://www.justice.govt.nz/

Link to this

From: OIA@justice.govt.nz
Ministry of Justice

Attachment image001.jpg
15K Download

Tēnā koe Mikael,

Thank you for emailing the Ministry of Justice (the Ministry).

We acknowledge receipt of your request under the Official Information Act
1982 (the Act). 

This has been forwarded onto the relevant business unit to respond to. 

The Ministry may publish the response to your request on our website, you
can expect that if your OIA is to be published that this will take place
at least 10 working days after the response has been sent you. Your name
and any other personal information will be withheld under Section 9(2)(a)
(protect the privacy of natural persons) of the Act. 

You can expect a response by 14 April 2026.

Ngā mihi nui,

 

Ministerial Services

   

Communications and Ministerial Services | Corporate Services

Ministry of Justice | Tāhū o te Ture [1]justice.govt.nz

 

 

-----Original Message-----
From: Mikael Aldridge <[FOI #34074 email]>
Sent: Friday, 13 March 2026 5:53 pm
To: [Ministry of Justice request email]
Subject: Official Information request - Recruitment processes, gatekeeping
practices, applicant communication, advertising timeframes, and fixed‑term
roles (ref: 130971)

 

Dear Ministry of Justice,

 

Under the Official Information Act 1982, I request the following
information relating to your agency’s recruitment processes, internal
decision‑making structures, and applicant communication practices for
permanent roles and fixed‑term roles longer than 3 months.

              1. Internal vs external recruitment and fairness of
opportunity

              For the past 24 months, for permanent roles and fixed‑term
roles longer than 3 months, please provide:

              • The number of roles that were:

                             • advertised internally only

                             • advertised internally before being
advertised externally

                             • advertised externally while an internal
candidate was already acting in the role

              • Any policies or guidance on:

                             • when roles should be advertised internally
vs externally

                             • ensuring external applicants have a genuine
opportunity when an internal candidate is already preferred or acting

                             • managing conflicts of interest when
internal candidates are known to the hiring manager

              • Any documentation outlining how fairness, merit, and equal
opportunity are assessed when internal candidates are present.

              2. Advertising timeframes and short‑window postings

              For the past 24 months, for permanent roles and fixed‑term
roles longer than 3 months, please provide:

              • The number of roles that were advertised externally for:

                             • fewer than 5 calendar days

                             • 5–7 calendar days

                             • 8–14 calendar days

              • Any policies, guidelines, or internal expectations
regarding:

                             • minimum advertising periods

                             • when short advertising windows may be used

                             • how fairness and equal access are ensured
when roles are advertised for short periods

              • Any internal reviews or discussions regarding the impact
of short advertising windows on applicant diversity, fairness, or merit.

              3. HR gatekeeping, filtering, and alignment with role
expertise

              Please provide:

              • The position titles and pay bands of staff responsible for
the initial screening or shortlisting of applicants.

              • Any training, competency frameworks, or guidelines
provided to HR staff for assessing specialist, technical, or senior roles.

              • Whether hiring managers receive:

                             • all applications, or

                             • only those filtered by HR

              • Any documented criteria, tools, or checklists used by HR
staff during the initial sift.

              • Any policies regarding the involvement of subject‑matter
experts in early screening stages.

 

4. Applicant communication, feedback, and closure

              Please provide:

                             • Any policies, guidelines, or service
standards regarding communication with applicants, including:

                                           ○ acknowledgement of
applications

                                           ○ updates during delays

                                           ○ notification of outcomes

                                           ○ provision of feedback to
unsuccessful applicants

                             • Any internal expectations or KPIs relating
to timely communication with applicants.

                             • Data from the past 24 months showing:

                                           ○ the proportion of applicants
who received feedback

                                           ○ the average time between
application and outcome notification

                                           ○ the average time between
interview and outcome notification

                             • Any internal reviews or discussions
regarding improving applicant communication or feedback processes.

 

5. Recruitment workflow, timeframes, and accountability

              Please provide:

                             • The documented end‑to‑end recruitment
process for permanent roles and fixed‑term roles longer than 3 months.

                             • Any internal timeframes, service standards,
or escalation points built into that process.

                             • Any KPIs, performance measures, or quality
standards used to assess recruitment team performance.

                             • Any internal reviews, audits, or
evaluations of the recruitment function conducted in the past 24 months.

 

6. Use of external or automated systems

              Please provide:

                             • Details of any third‑party recruitment
platforms, automated screening tools, or AI systems used in the hiring
process.

                             • Any internal guidance on how these tools
are used, monitored, or audited.

                             • Any policies regarding transparency to
applicants about the use of automated screening.

                             • For the specific role Wellbeing Lead -
MOJ/1911615, please confirm whether any automated or algorithmic screening
tools were used at any stage of the recruitment process.

 

7. Discrimination

              Please provide:

                             • Details of any filters that have been used
either by humans or automated systems that have discrimintated on the
basis of age, gender or ethnicity

                             • Any internal guidance on the
appropriateness of discrimintation

                             • Any policies regarding transparency to
applicants about the use of gender, age or ethnic discrimination.

                             •

 

Purpose of request

              I am requesting this information to better understand the
transparency, fairness, and integrity of recruitment processes within the
public sector, particularly in relation to applicant experience, equitable
access to opportunities, and the use of short advertising windows and
fixed‑term contracts.

 

If any of the requested information is held across multiple documents,
please provide the document titles and dates.

 

If any part of this request is unclear, please interpret it broadly rather
than narrowing scope.

 

If any information is withheld, please specify the grounds under the
Official Information Act, including the specific subsection relied upon.

 

Ngā mihi, Mikael Aldridge

 

-------------------------------------------------------------------

 

This is an Official Information request made via the FYI website.

 

Please use this email address for all replies to this request:

[2][FOI #34074 email]

 

Is [3][Ministry of Justice request email] the wrong address for Official Information
requests to Ministry of Justice? If so, please contact us using this form:

[4]https://fyi.org.nz/change_request/new?bo...

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[5]https://fyi.org.nz/help/officers

 

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

 

 

-------------------------------------------------------------------

 

References

Visible links
1. http://www.justice.govt.nz/
2. mailto:[FOI #34074 email]
3. mailto:[Ministry of Justice request email]
4. https://fyi.org.nz/change_request/new?bo...
5. https://fyi.org.nz/help/officers

hide quoted sections

Link to this

From: OIA@justice.govt.nz
Ministry of Justice

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Attachment OIA130971 Aldridge.pdf
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Attachment OIA130971 Aldridge Appendix 1.pdf
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Attachment OIA130971 Aldridge Appendix 2.pdf
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Tēnā koe Mikael

 

Please find attached the response and corresponding appendices to your
Official Information Act request of 13 March 2026.

 

 

Ngā mihi nui | Kind regards,

   

Ministerial Services

Ministry of Justice | Tāhū o te Ture
Level 4 Justice Centre | Aitken Street

DX Box SX 10088 | Wellington

[1]www.justice.govt.nz

 

 

-----Original Message-----
From: Mikael Aldridge <[2][FOI #34074 email]>
Sent: Friday, 13 March 2026 5:53 pm
To: [3][Ministry of Justice request email]
Subject: Official Information request - Recruitment processes, gatekeeping
practices, applicant communication, advertising timeframes, and fixed‑term
roles

 

Dear Ministry of Justice,

 

Under the Official Information Act 1982, I request the following
information relating to your agency’s recruitment processes, internal
decision‑making structures, and applicant communication practices for
permanent roles and fixed‑term roles longer than 3 months.

              1. Internal vs external recruitment and fairness of
opportunity

              For the past 24 months, for permanent roles and fixed‑term
roles longer than 3 months, please provide:

              • The number of roles that were:

                             • advertised internally only

                             • advertised internally before being
advertised externally

                             • advertised externally while an internal
candidate was already acting in the role

              • Any policies or guidance on:

                             • when roles should be advertised internally
vs externally

                             • ensuring external applicants have a genuine
opportunity when an internal candidate is already preferred or acting

                             • managing conflicts of interest when
internal candidates are known to the hiring manager

              • Any documentation outlining how fairness, merit, and equal
opportunity are assessed when internal candidates are present.

              2. Advertising timeframes and short‑window postings

              For the past 24 months, for permanent roles and fixed‑term
roles longer than 3 months, please provide:

              • The number of roles that were advertised externally for:

                             • fewer than 5 calendar days

                             • 5–7 calendar days

                             • 8–14 calendar days

              • Any policies, guidelines, or internal expectations
regarding:

                             • minimum advertising periods

                             • when short advertising windows may be used

                             • how fairness and equal access are ensured
when roles are advertised for short periods

              • Any internal reviews or discussions regarding the impact
of short advertising windows on applicant diversity, fairness, or merit.

              3. HR gatekeeping, filtering, and alignment with role
expertise

              Please provide:

              • The position titles and pay bands of staff responsible for
the initial screening or shortlisting of applicants.

              • Any training, competency frameworks, or guidelines
provided to HR staff for assessing specialist, technical, or senior roles.

              • Whether hiring managers receive:

                             • all applications, or

                             • only those filtered by HR

              • Any documented criteria, tools, or checklists used by HR
staff during the initial sift.

              • Any policies regarding the involvement of subject‑matter
experts in early screening stages.

 

4. Applicant communication, feedback, and closure

              Please provide:

                             • Any policies, guidelines, or service
standards regarding communication with applicants, including:

                                           ○ acknowledgement of
applications

                                           ○ updates during delays

                                           ○ notification of outcomes

                                           ○ provision of feedback to
unsuccessful applicants

                             • Any internal expectations or KPIs relating
to timely communication with applicants.

                             • Data from the past 24 months showing:

                                           ○ the proportion of applicants
who received feedback

                                           ○ the average time between
application and outcome notification

                                           ○ the average time between
interview and outcome notification

                             • Any internal reviews or discussions
regarding improving applicant communication or feedback processes.

 

5. Recruitment workflow, timeframes, and accountability

              Please provide:

                             • The documented end‑to‑end recruitment
process for permanent roles and fixed‑term roles longer than 3 months.

                             • Any internal timeframes, service standards,
or escalation points built into that process.

                             • Any KPIs, performance measures, or quality
standards used to assess recruitment team performance.

                             • Any internal reviews, audits, or
evaluations of the recruitment function conducted in the past 24 months.

 

6. Use of external or automated systems

              Please provide:

                             • Details of any third‑party recruitment
platforms, automated screening tools, or AI systems used in the hiring
process.

                             • Any internal guidance on how these tools
are used, monitored, or audited.

                             • Any policies regarding transparency to
applicants about the use of automated screening.

                             • For the specific role Wellbeing Lead -
MOJ/1911615, please confirm whether any automated or algorithmic screening
tools were used at any stage of the recruitment process.

 

7. Discrimination

              Please provide:

                             • Details of any filters that have been used
either by humans or automated systems that have discrimintated on the
basis of age, gender or ethnicity

                             • Any internal guidance on the
appropriateness of discrimintation

                             • Any policies regarding transparency to
applicants about the use of gender, age or ethnic discrimination.

                             •

 

Purpose of request

              I am requesting this information to better understand the
transparency, fairness, and integrity of recruitment processes within the
public sector, particularly in relation to applicant experience, equitable
access to opportunities, and the use of short advertising windows and
fixed‑term contracts.

 

If any of the requested information is held across multiple documents,
please provide the document titles and dates.

 

If any part of this request is unclear, please interpret it broadly rather
than narrowing scope.

 

If any information is withheld, please specify the grounds under the
Official Information Act, including the specific subsection relied upon.

 

Ngā mihi, Mikael Aldridge

 

-------------------------------------------------------------------

 

This is an Official Information request made via the FYI website.

 

Please use this email address for all replies to this request:

[4][FOI #34074 email]

 

Is [5][Ministry of Justice request email] the wrong address for Official Information
requests to Ministry of Justice? If so, please contact us using this form:

[6]https://fyi.org.nz/change_request/new?bo...

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[7]https://fyi.org.nz/help/officers

 

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

 

 

-------------------------------------------------------------------

 

References

Visible links
1. http://www.justice.govt.nz/
2. mailto:[FOI #34074 email]
3. mailto:[Ministry of Justice request email]
4. mailto:[FOI #34074 email]
5. mailto:[Ministry of Justice request email]
6. https://fyi.org.nz/change_request/new?bo...
7. https://fyi.org.nz/help/officers

hide quoted sections

Link to this

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