APS Job Application Process: Step-by-Step Guide
APS recruitment is merit-based. Panels assess applications against published selection criteria and rank candidates according to the evidence presented. Understanding the process before you apply gives you a structural advantage — most unsuccessful applications fail not because the applicant lacked capability, but because their written responses did not present evidence clearly enough for the panel to score them competitively.
This guide covers each stage of the APS application process, from finding the vacancy to receiving an offer.
For guidance on writing the selection criteria section specifically, see APS selection criteria examples and how to write APS selection criteria.
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Finding APS Jobs
The primary source for APS vacancies is APSJobs (apsjobs.gov.au), which lists roles across all Commonwealth agencies. Most positions are advertised there, though some agencies also post on LinkedIn or their own careers portals.
When searching APSJobs, filter by:
- Classification level: Ensures you are applying for roles at an appropriate level for your experience
- Location: Many APS roles are based in Canberra; some agencies also have significant presences in capital cities
- Ongoing vs non-ongoing: Ongoing roles are permanent; non-ongoing roles are fixed-term and may or may not lead to ongoing employment
- Agency type: Large departments (Defence, Home Affairs, AUSTRAC) recruit frequently; smaller statutory agencies advertise less regularly but may have less competitive applicant pools
Not every APS position is publicly advertised. Agencies can engage candidates through merit pools from previous rounds. If you have been assessed as suitable in a prior round, an agency can offer you a role within 18 months without a new selection process.
Understanding the Job Advertisement
The job advertisement contains the classification, duties, selection criteria, and application requirements. Read it carefully before drafting your response.
Key sections to review:
Duties: Describes what the role involves day-to-day. Your selection criteria responses should demonstrate capability relevant to these duties — not generic capability.
Selection criteria: The criteria are the formal basis on which the panel will assess and rank applicants. Each criterion corresponds to a capability from the APS Integrated Leadership System or Work Level Standards. In some advertisements, criteria are listed explicitly; in others, the ad describes them through the duties paragraph and expects applicants to address the underlying capabilities.
Application requirements: Some agencies require a resume and separate responses to each criterion. Others require a single statement of claims document. Some use an online form where each criterion has a word limit. Check the format before you start writing.
Writing Your Selection Criteria
Selection criteria responses are the primary basis for shortlisting. Panels mark each response against the capability standard for the advertised classification and allocate a score. Applications are ranked by total score.
A well-structured response follows the STAR method: Situation, Task, Action, Result. Each element carries different weight — the Action section should account for approximately 45% of your response, as this is where the panel assesses how you exercised capability, not just what happened.
See the APS STAR method guide for a detailed breakdown of how to structure each element.
What panels are looking for:
- Situation: Clear context — your role, the organisation, the circumstances
- Task: What was specifically required of you — not the team generally
- Action: Specific steps you took, decisions you made, how you navigated obstacles
- Result: Measurable outcomes tied directly to your actions
Responses that contain only general claims ("I have extensive experience in…") score poorly because there is nothing for the panel to assess. Evidence density — the number of concrete, verifiable facts in your response — determines your score.
Submitting Your Application
Most APS applications are submitted through an agency's e-recruitment portal, typically accessed via the APSJobs listing. The portal may require you to:
- Upload a resume
- Copy and paste selection criteria responses into text fields (often with character or word limits)
- Complete a capability questionnaire or brief assessment questions
Submit before the closing time, not just the closing date. Portals close at the advertised minute. Late submissions are generally not accepted. There is no provision in the merit system for extensions on the basis of portal issues, so submit with adequate time remaining.
APS Shortlisting Process
After the closing date, the selection committee reviews submitted applications. At this stage, the panel is working from written applications only. Depending on the role and number of applicants, shortlisting may involve:
- Paper-based assessment only: The panel allocates scores based on written responses and invites the highest-scoring applicants to interview
- Written assessment tasks: Some agencies require applicants to complete a written task (brief, policy paper, or scenario response) before interview
- Capability testing: Some agencies use online ability assessments (verbal reasoning, numerical reasoning) as a filter prior to interview
Shortlisting decisions are based solely on evidence in the application. Applicants are not contacted during this phase.
APS Interviews and Referee Checks
APS interviews are structured and conducted by a panel of two or three people. Questions are typically behavioural — applicants are asked to describe past situations and their specific response to them. The same STAR structure used in written applications applies to interview answers.
Referees are typically checked after interviews, before an offer is made. Referees should be direct supervisors who can speak to the specific situations described in your application. Brief your referees before the process closes — explain the role level and the types of questions they may be asked.
Merit Lists and Job Offers
After assessment, the panel produces a ranked merit list. Applicants assessed as "suitable" are placed on the list in order of merit. Offers are made from the top of the list. Agencies can draw on the merit list to fill the advertised role and also any equivalent roles that arise within the list's validity period (typically 18 months).
If you are not offered a role but are placed on the merit list, agencies may contact you at any point within the validity window. Merit list placement can result in a role in a different location or team from the original advertisement.
Realistic APS Recruitment Timeline
The timeline from application to offer varies by agency and role. A typical competitive round for an APS5 or APS6 role might proceed as follows:
| Week |
Stage |
| Week 1 |
Job advertisement posted on APSJobs |
| Week 3 |
Applications close |
| Week 4–5 |
Paper shortlisting by panel |
| Week 6–7 |
Interviews conducted |
| Week 7–8 |
Referee checks |
| Week 8–9 |
Merit list finalised |
| Week 9–10 |
Offer made to top candidate |
Some roles move faster — particularly targeted bulk rounds or non-ongoing roles. Executive Level rounds can take longer due to the number of panel members and the requirement for delegate approval.
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Frequently Asked Questions
How long should APS selection criteria responses be?
Word limits are specified in the application requirements. Common formats are 250–400 words per criterion, or 1,000–1,500 words for a combined statement of claims. If no limit is specified, aim for 350–500 words per criterion. Longer responses do not score better than concise, evidence-dense responses. See APS selection criteria word limits for a full breakdown.
Can I apply for an APS role if I have no prior government experience?
Yes. APS applications assess capability against the selection criteria, not employment sector. Private sector, not-for-profit, and academic experience can all be used as examples, provided the evidence demonstrates the capability required at the advertised level. Use specific situations with measurable outcomes — the same standard applies regardless of where the example comes from.
What happens if I am not shortlisted?
Agencies are not required to provide feedback to applicants who are not shortlisted. Some agencies provide written feedback on request; most do not. If you are not shortlisted, review your responses against the criteria and assess whether your examples demonstrated the expected level of capability with sufficient specificity. The most common reasons for not being shortlisted are responses that are too general, responses that describe team outputs rather than individual contributions, and responses that contain no measurable result.
What is a merit pool and how does it work?
When an APS round produces more suitable applicants than available roles, those applicants are placed on a merit pool. The pool is valid for 18 months. During that period, any agency can draw on the pool to fill a similar role without running a new selection process. Merit pools are commonly used in large departments with ongoing recruitment needs, including the Australian Taxation Office and the Department of Home Affairs.