Recruitment Procedure

Introduction

It is the Company’s policy to recruit people with the necessary skills, experience and qualifications to deliver organisational objectives and who have the ability to make a positive contribution to the values and aims of the organisation. The best person for each vacancy will be recruited, regardless of sex, race, religion or belief, age, sexual orientation or disability. Internal applicants will be encouraged to apply for promotion opportunities within the organisation.

1. Vacancies may only be filled after a recruitment requisition supported by a job description and person specification has been completed and authorised by ____________. Where the job is to be advertised, the proposed advertisement must be submitted to ____________ for approval. OR

[A range of recruitment methods may be used depending on the vacancy which will include use of agencies, advertisements in newspaper/publications/journals or any other appropriate method.]

2. Copies of all advertisements (where appropriate) will be placed on internal notice boards (this includes the Intranet) together with a note informing existing staff that they are welcome to apply.

3. Advertisements should be clear and state briefly:-

· the requirements of the job

· the necessary and desirable criteria of the job applicants

· the activities and working practices of the organisation

· the job location

· the reward package

· the length of the contract and whether permanent or short term

· the procedure for applying

4. All applications should be treated confidentially and circulated only to those individuals involved in the recruitment process.

5. Recruiters and those involved in the recruitment process must act in accordance with the company’s Equal Opportunities Policy.

6. Shortlisting should be carried out to match the applicants as closely as possible to the job and person specification and to produce a shortlist of people to interview. Wherever possible this should be undertaken by 2 or more people, and it should involve the direct line manager/supervisor as well as Personnel/HR.

7. The invitation letter will tell candidates that they should advise the organisation in advance if any particular arrangements need to be made to accommodate them on arrival or during the interview; for instance, ramp access or lighting levels. The invitation letter will also clearly state whether the organisation will pay the candidate’s reasonable travel expenses for the interview.

8. Prior to the interview, consideration will be given to see whether any adjustments need to be made to accommodate an interviewee who has indicated a disability.

9. Candidates should be provided with a Job Description and Person Specification with the standard company application form prior to the interview to allow them to prepare and to minimise the risk of job offers being rejected.

10. Where appropriate, skills tests will form part of the interview. However, psychometric testing will only be used if the test has been validated in relation to the job. This will always be administered and validated by a suitably trained employee.

11. Interviewed candidates should be given details of the timescales to appointments and how they will be informed of the outcome.

12. When a suitable candidate has been identified, an offer of employment can be made subject to;

· references being received which are satisfactory to the Company. The company will not approach a current employer unless the candidate has given express permission

· sight of qualification documents (if appropriate to the job)

· sight of an original document confirming the individual’s right to work in the UK (see appendix) and retention of a copy of such documentation or detailed records of it.

· a medical examination/health questionnaire if deemed necessary for the job. Requirements of the Access to Medical Reports Act 1988 will be observed

· each letter offering employment will be accompanied by Terms and Conditions of Employment in the form of a Statement of Employment Particulars relating to that position and a form for the applicant to sign denoting acceptance of the job on those conditions. A deadline for receiving a response from the candidate will be included in the offer of employment

13. In the case of internal promotions, the employee who is to be promoted must be made aware of the conditions attached to the promotion, e.g. salary, fringe benefits, what will happen if they should be unsuccessful in their new role etc.

14. All appointments will be made, subject to satisfactory completion of a probationary period. New employees progress will be monitored closely by their manager/ supervisor during that period.

15. The probationary period may be extended if there is still some doubt whether the employee is suitable. A recommendation as to whether the employment should be:

· Confirmed

· extended, or

· terminated

should be discussed at the probation interview.

Appendix: Preventing illegal working without discriminating.

At initial recruitment stage, all candidates will be asked if they need permission to work in the UK.

At interview all applicants will be asked to produce an original document from List 1 below, or a combination of original documents from List 2 below. Copies will be retained by the Company or detailed records will be made. It is likely that with passport and travel documents, a copy of the front cover and other pages containing personal details and any imigration stamps or endorsements will be taken. 

The company will advise candidates that the documents[i] are required to secure a defence against prosecution for employing illegal workers and that no offer of employment will be made until the employee has provided original documents for company copying.

For any applicant recruited on or after 29 February 2001, who has limited leave to remain in the UK, repeat checks will take place of such documents at least every 12 months.