Formulating an answer to contact from job applicant I have managed previously

Question

I am a team lead at a large company, and our division is responsible for most steps of the hiring process - candidates are not prefiltered by HR. We recently published a job advertisement that lists me as the contact person. Per our process, all team leads in the division will vote on which candidates to invite, two of us will conduct interviews, and there will be a joint decision on whom to hire.

A couple of years ago, a person left my team to pursue a master's thesis. Now I got a mail from them that they are very interested in the advertised position. I would like them to apply, and I would be happy enough to work with them again, but the new position requires a somewhat different skillset than what they had back then, so I cannot recommend them without reservations. If we get applications from candidates with more experience in this exact area, we will prefer them.

Now I have to word a nice response conveying that we will be glad about an application, but that they shouldn't get their hopes too high just because we used to work together. Preferably also reassure them that I still remember that we worked well together, and that their resume won't get lost in the pile, but without giving the impression that there will be preferential treatment.

Since I started on that mail, I have been second guessing every sentence I write. So I thought to ask, in this situation, how do I recognize (in my own writing) signs that

• I sound too cold and dismissive (such that the candidate concludes applying will be futile)
• I sound too welcoming (such that the candidate concludes that they are on the fast track to being hired)
• I am saying something which might get me in hot water with HR (obviously, I cannot promise the candidate that they will get hired)? BTW, we are in Germany, and I wouldn't imagine this person the kind who starts a lawsuit out of a job rejection, but of course I don't want to go near such dangerous waters.

What can I do to be better at recognizing each of these dangers within my own writing, and avoid them?

Answer 1

An application is not a guarantee of a job. If it were me, I would invite them to apply, but stress the requirements when you do.

It is possible that over the last two years they have been working in the relevant area while completing their masters.

Also of note is that you can refer to their character, not just their experience. If you know them to be a hard worker with the ability to learn on the job and hit the ground running, with a reference to back it up, then this might be enough to edge out a candidate who looks good on paper but lacks the sift skills.

Answer 2

I agree with Joe's comment: You are overthinking this.

• You mention that you're part of the hiring process, not in a position to make a solo-decision.
• There is a voting method based on which candidates are selected for interview.
• The interview will be conducted my more than one person and a joint decision is taken.

If they're not looking for any favors from your side in the process, the'll never expect anything from you as an individual. If they're looking for undue favors, you'd better stay off them anyways.

You have worked with them in past - is there any reason you can question their professionalism? Why'd they think you're being "cold and dismissive" or "too welcoming" to them, for a standard response that they might get from another organization?

I'd say, respond to the applicant with something like (which would be common for most of the applicants anyways, minus the customized greetings)

"Hello Jon, hope you're doing all okay. I'm sure we've a lot to talk about when we get to meet, it's long time since you left.

That said, I'm glad to know that you're interested for that position. I'd recommend you go ahead and apply for the same."

Also, since you managed them previously, to stay clear of any possible nepotism claims, be a third person to the whole process for the applicant, do not be involved in the process.