Telephone: 1300 650 172
Department of Human Services Facsimile: 1300 785 859
Suburb, VIC, post code
Letter of Offer – Fixed Term Contract
I am pleased to offer you employment on a fixed term contract as a Trainee, classification level
Trainee/Apprentice. Your initial role of <<type (eg Officer Administration, horticulture)>>
Trainee - position reference <<DHS/XXX/XXXXX>> is located in the department‟s
<<Branch/Program, Division/Region>>. Your initial work location is at <<address>>, reporting to
<<Manager name and title>>.
You will be a full time employee (working 76 hours per fortnight including off and on the job
training) on <<Day, dd/mm/yyyy>> at an annual salary of <<$XX,XXX (National training rates
apply)>> plus superannuation. Your term of employment will end on <<Day, dd/mm/yyyy>>
In accordance with the nominated Agreement, the reason for this offer of Fixed Term employment
is undertaking a specified task, which is funded for a specified period.
Nature of task: Traineeship - Victoriaworks for Young People.
Your terms and conditions of employment shall be in accordance with the Extended and varied
Victorian Public Service Agreement 2006, the Public Administration Act 2004 and the Code of
Conduct for Victorian Public Sector Employees, and any successor or amendment to that
Agreement, Act or Code. You can locate a copy of the Agreement, Act and Code, along with a
summary of your terms and conditions of employment (Employment Conditions), at the internet
address set out on the next page. Once you commence work you may access the complete
Agreement and any other information relating to your employment conditions and benefits from
the department‟s intranet site, which is known as „KnowledgeNet‟.
Information about the offer
It is important to note that employees on fixed term contracts are required to satisfactorily
complete a probationary period of up to 3 months. If a further contract follows, the period of
probation already served shall be taken into account.
Additional important information regarding your fixed term contract:
This letter becomes your contract upon your formal acceptance of the terms and conditions
In the event of serious misconduct or failure to satisfactorily perform the duties of the role,
the employment contract may be terminated in accordance with Section 33 of the Public
Administration Act 2004.
As a condition of employment, you may be required, at any time over the term of your
contract, to participate in a performance review aimed at ensuring that your work
performance is of a satisfactory standard.
Upon the expiration of your fixed term contract, any monies owing to you will be paid to you
on that day as part of your final pay.
Accepting the offer of employment
To accept this offer of fixed term employment, please sign and/or return the following documents
two weeks prior to your first day of employment, addressed to <<HR Contact name and
the attached Employment Declaration (Attachment 1)
your contact details (Attachment 2)
the identification as Aboriginal or Torres Strait Islander declaration (Attachment 3)
the Pre-existing Injury/Disease Declaration form
the tax file number declaration form
the Direct deposit of salary authority form
evidence of your original qualifications (if relevant)
the Superannuation Standard "choice of fund" form
Before signing and returning the declarations you must:
read the „Code of Conduct for Victorian Public Sector Employees‟
read the Summary of Employment Conditions, particularly the section on probation, and
understand the process.
If you do not have access to the Internet, or have difficulty downloading any information referred
to in this offer, please contact me on <<phone number>>, so I am able to arrange the appropriate
hard copies to be immediately sent out to you. Also, if you have any other queries please do not
hesitate to contact me directly.
HR Contact name
Documentation for your reference
As part of your acceptance of this offer, you must complete and hand in the
documentation to your human resources unit at least two weeks before you commence.
Standard contact details Required so that the department can contact
(mandatory) and write to you on official business or in an
emergency make contact with your
Pre-existing Injury/Disease Required under the Accident Compensation
Declaration (mandatory) Act 1985. Further, if you have a disability or
impairment it enables the department to
apply the department‟s Reasonable
Tax file number declaration This information is required for the
(mandatory) commencement of your payroll record so that
the department can correctly deduct the
correct amount of taxation authorised by
Direct deposit of salary authority Required for the commencement of your
(mandatory) payroll record so that your salary can be
correctly directed to your bank account.
Formal qualifications or This information forms part of your job
competencies (mandatory) application, verifying claims made during the
selection process. This information should
include any mandatory qualifications you
have obtained prior to the offer stage in this
Superannuation Standard ‘Choice of The department must provide you with a
fund’ Standard Superannuation ‘Choice of fund’
(optional) form under the Commonwealth
Superannuation Guarantee legislation. One of
your choices may be to do nothing and
remain as a member of the department‟s
default fund (VicSuper) or you may elect for
your superannuation payments to be made to
a fund of your choice. This election is entirely
Please also refer to the following information on:
A summary your employment conditions and benefits is located at:
Employee Self Service (ESS)
ESS is an electronic, self service facility that provides staff with the ability to:
view personal information
view your payroll details, including recent payslips
apply for leave
apply for training
update skills database
The department‟s organisational values describe how people in the organisation
go about doing their business, what the department stands for, how we behave,
and how we treat people. Information on the values is located at:
Code of Conduct for Victorian Public Sector Employees
The code of conduct outlines the standard of behaviour expected of public sector
employees. It is designed to help you understand your responsibilities and
obligations. A copy of the Code may be viewed on the website for the State
Services Authority at:
Employee support services
To assist employees in maintaining their health and wellbeing the department
provides employee support services.
Fair Work Information Statement
The Fair Work Act 2009 provides you with a safety net of minimum terms and
conditions of employment through the National Employment Standards.
For full details and advice on any of the information referred to above, please contact
your human resources unit through <<HR Contact>>.
Employment Declaration - Fixed Term Contract – under
the Extended and varied Victorian Public Service
I (full name)
Of (full address)
Hereby declare that:
1. I accept the offer of fixed term employment. I have read the summary of the
conditions of employment and I agree to the terms and conditions of employment,
set out in the letter of offer, the Public Administration Act 2004, the Code of Conduct
for the Victorian Public Sector Employees and the Extended and varied Victorian
Public Service Agreement 2006, offered to me.
2. I have not received the Victorian Government‟s Voluntary Departure Package (VDP)
within three years prior to today‟s date.
3. I have read a copy of the Code of Conduct for the Victorian Public Sector and agree to
comply with its contents.
4. I have read and completed the Pre-existing Injury/Disease Declaration and
understand that failure to declare any relevant information may result in non-
entitlement for Work Cover benefits.
5. I have read the information relating to probation and understand that my
appointment is subject to satisfactory completion of a 3 month period of probation
from my commencement date for contracts in excess of 3 months. I am aware that if
my employment contract is less than 3 months, the probation will be for the entire
duration of the contract. If a further contract follows, the period of probation already
served shall be taken into account.
6. I understand that this period of fixed term employment will not lead to ongoing
7. I agree that on commencing employment that I will check my payslip details against
the salary details in this Letter of Offer and immediately report any perceived
variances to my local human resources unit.
8. I agree to provide and keep up-to-date my personal and emergency contact details
(Attachment 2) by emailing my local human resources unit or changing these details
on Employee Self Service (ESS).
9. I have received and read the Fair Work Information Statement.
10. I have not previously attained a higher qualification through a Victoriaworks for
Young People (formally YES) traineeship and/or apprenticeship with a Victorian
Signature of Employee Witness
….. / ….. / ….. ….. / ….. / …..
Please return this Employment Declaration to: HR Contact name and address
For internal reference
The position details on appointment are as follows:
Position title: Trainee
Position reference number: DHS/XXX/XXXXX
Cost Centre XXXX
Standard Contact Details
My Street Address (mandatory):
PO Box address (if applicable):
Home Phone Number and/or mobile phone number (mandatory):
Emergency Contact Details (mandatory)
Telephone Number (Work, Home and/or Mobile):
Identification as Aboriginal or Torres Strait Islander (Optional)
The department is committed to protecting your privacy and complying with anti-
discrimination law. Your response to the question of identification will only be used in a
de-identified form as part of aggregated figures. The department will conform to the
guidelines of the Office of Victorian Privacy Commissioner, which require transparent
collection, appropriate and ethical use, and secure storage of personal information.
The department is providing you with the option to identify as an Aboriginal and/or
Torres Strait Islander person for the following purposes:
The department is required to report to the State Services Authority (SSA) on the
number of Aboriginal people it employs. This enables monitoring of the number of
Aboriginal people that are employed in the public sector.
Any information that you provide is de-identified and only aggregated figures are
The department is committed to recruitment and retention of Aboriginal and Torres Strait
Islander people. Knowing the number of Aboriginal and Torres Strait Islander people will
assist the department to more effectively plan to attract, support and retain Aboriginal
employees. Your response to the question of identification may be used for this purpose
in a de-identified and aggregated form. If you choose to be contacted by the
department's Aboriginal Employment Officer, other resources and involvement may be
offered to you.
Do you identify as an:
YES / NO
Australian Torres Strait Islander
YES / NO
If yes, would you like to be contacted by the department's Aboriginal Employment Officer
who will provide you with more information about the support that is available to
Aboriginal and Torres Strait Islander employees?
YES / NO
If you have answered “YES”
Please return this attachment to:
50 Lonsdale Street
If you have answered “No” to the above questions, you are not required to send this attachment to
d this attachment to