Your biggest challenge? ATS robot filters

Most CVs never reach a human, at least not at first

Qualified but not being shortlisted? You are not alone. In the name of efficiency,
many recruitment processes now rely on rigid Applicant Tracking Systems (ATS) that
screen candidates against narrowly defined criteria. As a result, well-qualified
applicants can be filtered out simply because their CV does
not align closely enough with preset parameters.

selection criteria writer melbourne
Passing an ATS

ATS and RMS: What are they?

Applicant Tracking Systems (ATS) and Recruiting Management or Marketing Systems (RMS) are the foundation of recruitment in most large organisations

Recruitment systems now sit at the centre of how most organisations hire. An Applicant Tracking System, or ATS, is the core tool used to manage applications, screen CVs, and move candidates through each stage based on set criteria. Many employers also use a Recruitment Management System, or RMS, which supports the wider recruitment workflow, including sourcing candidates and automating tasks such as candidate scoring. Together, these systems are designed to improve efficiency, but they are rule driven. If your resume, cover letter, and other documents do not clearly meet the criteria while being scanned or scored, your application can be filtered out before a human ever sees it.

It’s frustrating to spend hours putting together a CV and cover letter, only to get a rejection email or hear nothing at all, especially when you know you have the skills and experience the role calls for.

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How can you navigate the challenges posed by ATS systems?

It’s now standard practice for most resumes to be screened by software before a person ever sees them. To get past that first hurdle, your application needs to be genuinely role-specific. That means using a clean, ATS-readable format and deliberately reflecting the keywords, phrases, and priorities set out in the job ad and selection criteria. Relevance has to be obvious straight away.

Matching your CV to selection criteria is essential

ATS software scans CVs and cover letters for evidence that you meet the employer’s selection criteria. If those signals are missing, your application is likely to be filtered out early, even if you are well qualified.

Many systems now use AI to score applications against factors such as experience, achievements, skills, and education. This speeds things up for employers, but it also means applicants who rely on vague wording or generic CVs are easily overlooked.

Clear, concrete examples that speak directly to the role are what help your application move past the screen and into human hands.

Why CV templates highlight a deeper problem

A quick search for “CV templates” reveals part of what goes wrong. Many templates sold by CV platforms, graphic designers, or tools like Canva look polished but are not built for ATS screening. Features such as profile photos, text boxes, tables, icons, or layered formatting regularly cause parsing errors. In some systems, photos alone can trigger automatic rejection due to anti-discrimination safeguards.

Many ATS also struggle with CVs that use columns, tables, graphics, unusual fonts, or legacy file formats. Documents created in older versions of Word, exported as PDFs, or converted from iOS or other programs often carry hidden formatting or coding errors that make them unreadable to screening software. What looks fine on your screen can arrive as word salad at the other end.

It is estimated that as many as 70 per cent of CVs or resumes are filtered out at the ATS stage. These systems are built to quickly narrow the field by scanning for clear matches to the job description, keywords, and selection criteria. Applications that do not line up closely, even when the candidate is capable, are routinely screened out before a person ever looks at them.

To sum up

  • ATS screening is the first hurdle - Most CVs are filtered by an ATS before a human sees them, so passing this stage is essential.
  • Selection criteria drive decisions - ATS scan for keywords, phrases, and evidence that match the employer’s stated and implied selection criteria.
  • Generic CVs are easy to reject - One-size-fits-all resumes rarely align closely enough with the role to survive automated screening.
  • Format matters as much as content - Columns, graphics, templates, photos, and incompatible file formats can confuse ATS and lead to rejection.
  • Keywords must come from the job ad - ATS compare your CV directly against the job description, so wording and terminology matter.
  • Executive roles face tighter filtering - Senior applications are still screened by ATS, often more aggressively due to high applicant volumes.
  • AI and scoring are increasingly used - Many systems now score applications automatically, rewarding clear, criteria-based evidence.
  • Clarity beats clever design - Simple, clean layouts written in plain Australian English perform better than styled templates filled with corporate cliches.
  • Relevance wins - CVs that clearly demonstrate why you meet the role’s requirements are far more likely to reach human review.
Before you start working on your CV or resume, ask yourself what the employer is really looking for in an ideal candidate. Then consider which of your skills, qualities, and behaviours matter most to them. An effective resume is not your full career history; it is a curated version of your journey, shaped to pique the employer’s interest and show why you make sense for the role.

If you need help with your CV or resume, you view the packages by clicking the buttons below. I'll contact you within 24 hours to work on your CV until you're satisfied with the outcome. Additional services are also available if needed.

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Click on the phone, anytime night and day, to book a complimentary 15 minute call at a time that suits you.

CV or Resume, which should I use?

First job or haven't needed a resume for a long time? Start here. More...

Resume - In the Melbourne job market, a resume is usually a concise two to three page document that summarises your skills, education, strengths, and experience. It should focus on what is most relevant to the role, and make it easy for an employer to see why you should be shortlisted.

CV - A CV (curriculum vitae) is most common in academia and research, and in some highly technical fields. It covers similar ground to a resume, but typically includes additional credentials such as publications, presentations, grants, professional affiliations, and referees. The term is Latin for "the course of one’s life".

Not sure? - In parts of Australia, "CV" and "resume" are often used interchangeably, which can be confusing. Always follow the employer’s application instructions, and if the role is important, seek advice so you submit the right document. Choosing the wrong format can cost you an interview.

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Do I need a cover letter?

Resumes or CVs almost always need to be accompanied by one, but what type? More...

Purpose of a cover letter - A cover letter tailors your resume or CV to a specific Melbourne role. For many employers, it is the first screening step. If it does not meet expectations, your resume may not be reviewed. It provides a short narrative that links your experience to the employer’s selection criteria.

What to include - Use your cover letter to explain how your skills, experience, and qualifications fit the role, and to demonstrate genuine interest in the organisation. Both the resume or CV and the cover letter exist to market you, so employer needs should always come first.

When a cover letter matters - Each application requires a tailored cover letter. Reusing generic letters is one of the most common reasons candidates fail to reach interview stage.

Online applications - In online systems, the cover letter may appear as a short written statement or eNote. It serves the same purpose, and carries the same weight, as a traditional cover letter.

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LinkedIn and CVs or resumes

Should you consider creating a LinkedIn profile, and why? More...

Do I need LinkedIn? - LinkedIn is most relevant for executives, professionals building a career trajectory, and those in sales, marketing, or leadership roles. It is not essential for every general job application, but it becomes increasingly important as seniority increases.

Why LinkedIn matters - LinkedIn is now a key self marketing tool for career focused candidates. A well written profile can attract headhunters, Melbourne based recruiters, and direct approaches from employers. It also supports networking and visibility in ways a resume alone cannot.

Consistency counts - Employers commonly review LinkedIn to sense check a candidate’s background. Your LinkedIn profile should align closely with your CV or resume, as inconsistencies can raise doubts.

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What are your qualifications?

The industries I specialise in, and why I am qualified to help you. More...
Professional background - I have worked directly with major organisations in biotech, mining, resources, marketing, HR, and recruitment. Over many years, I have supported applicants pursuing roles across Australia, the UK, and the United States. With a degree in Information Science, I bring a practical understanding of how digital recruitment systems and screening tools operate, and how candidates are assessed within them. I hold dual UK and Australian citizenship with extensive experience across both markets.

Sector experience - My consulting work spans a wide range of organisations, including energy providers, universities, police services, the ADF, state government bodies, health services, information services firms, and large private enterprises. I regularly work with candidates across sectors such as:
  • Mining, resources, oil and gas roles
  • Pharmaceutical, biotech, health, and nursing positions
  • Primary, secondary, and tertiary education, including leadership roles
  • Corporate management and C suite appointments, including international roles
  • Political, chief of staff, and party pre selection applications
  • Government roles at local, state, and federal level
  • Franchise applications and commercial operator submissions
  • Capability statements for professionals and contractors
  • Marketing and sales leadership roles
  • IT, AI and digital leadership positions
  • ADF and former ADF applications
My credentials - I am a founder-member of the UK-based CVRA, which professionally certifies and educates CV and Resume Writers worldwide.

Certified Resume Writer Corporate consultancy - I have delivered resume writing seminars and outplacement workshops for Australian state and local government employees, as well as universities in Australia and the UK.
Click the phone icon anytime, day or night, to book a complimentary 15-minute call at a time that suits you.

What is the Resume creation process?

A resume carefully designed to pass ATS filters & appeal to the employer. More...

My role is to guide and support you with clear, honest advice as your resume takes shape. It must sound like you, because you will need to stand behind it at interview. If you are not targeting a specific role, I will shape your resume around broader industry expectations to appeal to multiple employers. Where a particular role is in scope, a tailored resume will always deliver stronger results.

How we create your resume together

Here is how the process works:

  • Initial conversation

    We begin with a detailed discussion about your background, experience, and career goals. This gives me the context needed to represent you accurately and effectively.

  • Drafting your resume

    Using our discussion as a foundation, I develop a resume that reflects your strengths and aligns with what employers are looking for.

  • Bringing your strengths forward

    The focus is not just on listing roles. We draw out what differentiates you, so your experience feels relevant and compelling rather than generic.

  • Review and refinement

    We review the document together for clarity, structure, accuracy, and tone, refining it until you are confident submitting it.

  • Ensuring it gets through screening

    As most employers use ATS software, I ensure your resume is formatted and written to pass automated screening and reach human decision makers.
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Do I need a General or Executive Package?

Executive applications typically involve more complex selection criteria. More...

General roles - These applications are for positions where you are not accountable for overall staff or budget management. You may supervise others without full managerial responsibility. Common examples include hospitality, healthcare, trade, and operational roles.

Executive roles - Executive applications require a different level of strategy. These roles involve direct responsibility for people, budgets, and outcomes, from senior management through to C suite appointments. Selection criteria are often detailed and demanding, and an executive resume must demonstrate leadership capability, strategic judgement, and measurable impact.

When choosing between a general or executive package, consider the level of accountability involved and the complexity of the selection criteria for the role you are targeting.
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How do I choose the right package?

It pays to start with a close look at the job ad and job description. More...

Start with the job advertisement - The job ad sets out exactly what the employer is seeking, and should guide which documents you need and how comprehensive they must be.

What the packages include - Resume packages are built around four core components: the resume or CV, a cover letter, LinkedIn, and selection criteria. A resume on its own is rarely enough to secure an interview in competitive Melbourne roles.

  • Resume or CV - A focused summary of your qualifications, skills, experience, and achievements, written to align closely with the role’s selection criteria.
  • Cover letter - Often submitted online as a short written statement, this translates your experience into a clear, role specific pitch.
  • LinkedIn - Developed from your resume, LinkedIn supports your application by reinforcing credibility and visibility. It is essential for senior, commercial, and network driven roles, but less critical for entry level or general positions.
  • Selection criteria - Many roles require written responses addressing essential and desirable requirements, covering skills, knowledge, experience, and outcomes.
    • In government, education, health, and not for profit roles, a separate selection criteria document is commonly required.
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