Recruitment and Selection Policy and procedures

Approved by: Acting Chairman April 20th 2023
Date: March 2023
Version Number: 1.0
Status: Draft
Review Frequency: Every 2 year
Next review date: 2025
Relevant Legislation / Licences .
Related Policy / Document:
  1. Purpose and Scope.

    1. The Heulwen Trust aim is to use the most appropriate tools and processes available for recruitment and selection purposes in order to attract and appoint the most suitable candidate into a role.
    2. The Trust is an Equal Opportunity Employer and will always seek to recruit the person most suited to the job in question, irrespective of Age, Disability, Gender Reassignment, Race, Religion or Belief, Sex, Sexual Orientation, Marriage and Civil Partnership or Pregnancy and Maternity. Those involved in the recruitment process must be aware of the Trust ’s Equal Opportunities, Equality and Diversity policy.
    3. Implementation of this policy is the responsibility of the Trust.
  2. Definition of Terms

    1. Job Description
      • A job description sets out the main purpose of the job and how it fits into the organisational structure and objectives of the Trust. It contains the principal accountabilities of the job, outlines the context of the position, and contains other relevant information. It forms the basis for pre-selection and the formation of the person specification.
      • The job description should be reviewed regularly with the employee and up dated to reflect changing needs. The best time to do this is as part of the SDP/performance development process.
    2. Person Specification
      • A person’s specification defines the attributes, knowledge, skills, experience, and qualifications required to fulfil the role. It is compiled from the job description.
      • The elements contained within the person specification will be based on job requirements.
    3. Job requirements that affect certain individuals more than others or that restrict the opportunities open to certain groups more than others will only be those that are necessary for the effective performance of the job and can be objectively justified.
    4. Interview
      • A discussion process between interviewer(s) and candidate for the purpose of assessing whether the candidate is interested in the job and capable of doing it. The interview is structured around key criteria for the job, this is likely to be a combination of technical and behavioural areas. At the interview there will be an opportunity to explain the responsibilities of the job and to promote the Trust .
  3. Equal Opportunities within Recruitment and Selection

    1. Every possible step is taken to ensure that individuals are treated equally and fairly and that decisions on recruitment, selection and promotion are based solely on objective and job-related criteria. Recruitment must be undertaken in accordance with the Equal Opportunities Policy, so that there is no unlawful discrimination.
    2. It is currently unlawful to discriminate against a person on grounds of age, sex, race, disability, sexual orientation or religion or belief:
      • In the arrangements made for offering a job
      • In the terms on which employment is offered
      • By refusing to offer, or deliberately not offering a person employment
    3. It is also unlawful to discriminate against a part-time employee by giving them less favorable terms than a comparable full-time employee.
  4. Monitoring and Positive Action

    1. All selection criteria and interview records must be retained for at least 12 months to demonstrate a fair and consistent process was followed. The composition of the workforce and of job applicants is monitored on a yearly basis, if inequalities become apparent, positive action, within the parameters of existing legislation and the resources of the Trust , is taken to redress the imbalance. Such measures include encouraging under-represented groups to apply for vacancies.
    2. Selection is based on skills and/or qualifications and the demonstrated or assessed ability to perform within the post. It is accepted that an applicant with a disability may need reasonable adjustments to be made for their full employment potential to be realised and this does not adversely affect the individual’s opportunity to be recruited or promoted.
  5. Recruitment Procedure

    1. This procedure provides guidelines for recruitment and should be followed once it is established that recruitment is necessary.
    2. Filling the Vacancy Prior to beginning the recruitment process the Manager will review the job description for the vacancy. If it is a new position or the job content has changed, then a new job description should be drawn up. The Manager should identify the essential characteristics required for the successful candidate, using the person specification. The Person Specification identifies key skills, qualifications, experience, competencies and any other relevant information necessary for the job.
    3. The inclusion of unnecessary/marginal requirements can lead to discrimination, as can blanket exclusions. Any health requirements must be justifiable. Only put in what is genuinely required for the job and be as clear and as specific as possible. Consideration should be given to allowing the work to be done as a job share or part time hours. All vacancies should be advertised internally and externally at the same time.
    4. Planning the Recruitment Process Once the job description and the person specification are complete the recruitment process needs to be planned. Recruitment by its very nature can be a lengthy and expensive process. Realistic timescales should be considered when drawing up the plan.
    5. Where appropriate a recruitment agency will be used by the Trust and the following process may be adapted where this is the case, although the Trust will still make an appointment on the objective merits of the candidate only.
    6. Where appropriate, depending on whether a recruitment agency is used or not, a job pack should be sent to each potential candidate. This should include:
      • Job description
      • Person specification
      • Equal opportunities form.
      • Application form
    7. The Panel commits to ensuring that all candidates are kept informed as to the status of their application in a timely manner. Applicants should be given the opportunity to declare whether they have a disability and whether they would require any reasonable adjustment(s) to be made to the interview process.
  6. Recruitment

    1. Recruitment should be carefully targeted to attract applicants most likely to meet the job requirements. It may include the use of recruitment agencies, job centres, advertising in colleges, local newspaper advertising, etc.
    2. Where a recruitment agency is not used, applicants should apply by application form. CVs are only acceptable if accompanied by an application form. A clear deadline for receipt of all applications should be set.
    3. In some circumstances it will be necessary to make a reasonable adjustment in relation to a disabled applicant’s application.
  7. Short listing Procedure

    1. The short-listing procedure is used where the post is advertised. Once the deadline for all applications has passed the Panel will assess all applicants against the person specification. A shortlist is drawn up of those who meet the specification. A grid system is used to short list. They will then discuss their own short lists and come to agreement about the definitive shortlist. Shortlisted candidates are then invited to an interview.
  8. Interviews

    1. Interviews should be structured around the job description and a record of the discussion is made. It is also an opportunity for the candidate to ask about the position and the Trust. A minimum of two persons will conduct the interviews. Individuals should be assessed against the person specification. The short listing form can be amended for this purpose and a weighting system used. It is important that all assessments are made against existing evidence.
  9. Qualification Check

    1. If required, original certificates are requested at interview together with a copy for the Trust’s records.
  10. Evaluation Session

    1. At the end of the selection process the interviewer(s) evaluate all assessment information gathered on each candidate. Candidate results are considered against the person specification for the position. The evaluation process is objective and structured to identify the most suitable candidate for the position.
  11. Unsuccessful Applicants

    1. Where the post has been advertised, all candidates receive a letter or telephone call informing them of the decision not to appoint them. For candidates who performed well their details may be kept on the files for future vacancies if they consent to this. The Chair can provide constructive feedback via the telephone if requested by an applicant.
  12. The Successful Applicant

    1. The Chair and Panel will decide on the details of the offer. The terms and conditions offered should not discriminate against any individual.
  13. Making the Offer

    1. A conditional offer letter is prepared clearly outlining the terms and conditions of the proposed employment. This offer is subject to satisfactory qualifications, references and right to work in Great Britain. The successful applicant is made aware of these conditions.
    2. The Trust will seek employer references and where relevant, verify qualifications (if not available at interview) before the offer of employment is confirmed. All candidates will be asked to provide evidence of entitlement to work in the United Kingdom. When satisfactory responses are received for qualifications, right to work and references the successful candidate is given a formal contract of employment. If unsatisfactory responses are received the offer of employment is reconsidered.
  14. Induction

    1. Induction of new employees is essential. This includes basic induction of terms and conditions of employment, information about the Trust , Trust policies and procedures. Both new employees and those changing roles within the Trust should undertake an induction programme to help them understand their role and how they contribute to the Trust ’s success.
    2. The Chair will be responsible for compiling the induction programme and ensuring that it is kept up to date and for the induction being carried out.
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