For an intake agenda, give AI the role questions you need to resolve, then check the draft against the brief. For a message structure, ask for spaces for the confirmed next step and update date. Neither task needs a candidate's CV or the recipient's employment history.
The prompts below work from approved role information, general process requirements and placeholders. They leave candidate-specific assessment and communication decisions with people. Use them in an agency-approved tool and check the inputs as carefully as the answer.
Remove the identifying context, not just the name
The OAIC's commercial AI guidance recommends minimising personal information entered into an AI system. It also warns that information can remain identifiable when combined with other details. Replacing a name with “Candidate A” does not settle that question.
Consider this hypothetical request:
Write a follow-up for the only person we interviewed for the branch director role last Tuesday. They lead the small regional team at [employer] and told us why they are leaving.
The name is absent, but the combination of role, employer, team and timing may identify the person. The explanation for leaving also adds personal context the model does not need to create a message structure.
For a skeleton, the task can be much narrower:
Draft a neutral follow-up structure after an interview. Leave placeholders for the confirmed next step, the date of the next update and the sender's details. Do not add a reason for delay, a hiring decision or an assessment of the candidate. A recruiter will check the structure and fill it using the approved communication process.
If a useful answer depends on understanding an individual's record, stop generalising the task and use the agency's separately authorised process for that information. Do not assume a public prompt can finish the same work after a few names are removed.
Prompt 1: prepare an intake agenda from the role brief
Use this when the brief needs clarification before the consultant begins a search. Supply only role information approved for the tool, removing personal and confidential client details. “Public” and “approved to use here” still need checking.
Prepare an intake meeting agenda from the role facts below. Separate confirmed requirements from questions the hiring manager needs to answer. Group the questions under work outcomes, essential skills, working arrangements and selection evidence. Do not invent salary, benefits, urgency, qualifications or employer policies. Where a requirement is vague, quote it and ask what observable work would establish it. Use only the supplied facts. A consultant will review the agenda before the meeting.
Approved role facts: [insert the minimum role information needed].
Check the agenda against the brief. Has a desirable qualification become essential? Has the draft treated an ambiguous phrase as an agreed selection rule? Keep the missing answer as a question for the hiring manager rather than letting the draft decide it.
The job intake meeting guide covers how to resolve those questions with the client. This prompt prepares that conversation; it does not approve the brief.
Prompt 2: draft questions against agreed work criteria
Use this after a person has agreed the job-related criteria. The input describes the role, not an applicant.
Suggest interview questions for the agreed work criteria below. For each question, state which criterion it addresses, what evidence the interviewer should listen for and one neutral clarification question. Do not score an applicant, create a pass mark or infer personal characteristics. Flag any criterion too vague to support a useful question. The interviewer will check relevance and wording and agree the assessment method before use.
Agreed criteria: [approved work-related criteria].
Read the questions as an interviewer. Remove assumptions about family circumstances, health, age or background that do not belong in the question. Check that the proposed evidence concerns the work rather than a particular personality or style of answering. A fluent draft is still a suggestion for human review.
Keep candidate-specific evidence in the appropriate assessment process. The shortlist evidence guide deals with connecting an individual's evidence to criteria; this prompt does not perform that assessment.
Prompt 3: create a client update structure
Use this when you need a clear update format, before adding any actual search or candidate information.
Create a concise client update template for an active recruitment search. Include spaces for the agreed brief, work completed, evidence supporting the update, unresolved questions, the next action and its owner, and the next update commitment. Leave every search result and date as a placeholder. Do not invent activity, candidate availability, market statistics, reasons for delay or client approvals. A consultant will fill and review the message using authorised records.
The important check comes when someone fills the template. “Work completed” should describe what happened, while “next action” describes a commitment still to be carried out. Remove any empty section that would tempt the sender to pad the update with unsupported claims. The client needs a truthful account and a useful decision, not a full set of boxes.
Prompt 4: review a public job advert for missing facts
Use an advert already approved for this tool. Check it for personal details, client confidentiality and identifying combinations before inserting it.
Review the supplied public job advert for unclear or missing role facts. Return a table with the original wording, the specific question it leaves unanswered and who should confirm the answer. Look at responsibilities, essential requirements, location and working arrangements, employment type, stated pay and application instructions. Do not rewrite an unknown fact as a promise, add legal advice or declare the advert compliant. A recruiter will check each proposed change with the responsible person.
Approved advert text: [insert text cleared for this use].
An absent salary figure should produce a question, not a made-up range. An unclear remote-work statement should stay unresolved until the client confirms the arrangement. The same applies to benefits, eligibility and closing dates.
Check both the input decision and the output
For organisations covered by the Australian Privacy Principles, APP 3 addresses collection and data minimisation. APP 6 sets out purpose limits and exceptions for secondary use or disclosure. An instruction inside a prompt does not decide whether the information may be put into the tool.
Keep review focused on the job the prompt was meant to do. Check the draft against its permitted sources, mark unsupported statements and decide whether it is fit to use. The OAIC's AI guidance addresses output accuracy as well as inputs. If the answer introduces information about an identifiable person, treat that as an information-handling issue rather than assuming the model merely invented harmless text.
Agree where useful drafts belong and what should be removed when no longer needed. APP 11 guidance addresses security and disposal, subject to its exceptions. Keeping personal details out of the initial prompt does not remove the need to handle a later completed document properly.
Turn the checked role facts into a social draft
Once the advert check has raised its questions and the client has answered them, you have a stronger brief for a vacancy post. Carry those confirmed facts into the next draft, without adding candidate details or inventing a benefit to make the role sound better.
FluxHire's Global AI Centre prepares social drafts in the composer, where you can review the wording against that brief. A person presses a confirmation card to publish or schedule. A colleague approves where the drafter cannot publish, and edits after approval return the post to drafts. You get a prepared post to work on while keeping the release decision with a person.
The social media tools are one specific way to take reviewed role facts into a supported workflow. The four prompts above are reusable preparation examples, not a list of features available in FluxHire.
Request early access with one approved vacancy brief and the checks your team needs before a post goes out. Use that example to evaluate whether the draft and review steps fit your desk. Supported access and onboarding are confirmed with each team.