Post on 17-Jul-2020
Recruitment and Selection
A.2
1.0 Policy 1.1 This policy and the procedure, which follows, describe the steps to be taken in the
recruitment and selection of employees by the council other than those to be
employed by schools with delegated powers.
1.2 This policy applies to anyone, officers, members and guests (referred to as
recruiters) who are participating in the recruitment and selection process at any
stage.
1.3 The council is committed to safeguarding and promoting the welfare of children,
young people and adults and expects all employees and volunteers to share this
commitment. The suitability of all prospective employees or volunteers will be
assessed during the recruitment process in line with this commitment. Further
guidance on the use of volunteers can be found in the council’s Volunteer
Engagement policy A.12.
1.4 The council recognises that a diverse workforce is better able to meet the needs of
all our customers. It is essential that all recruitment decisions are based upon
objective and reasonable criteria free from any bias or unfair direct or indirect
discrimination. We will recruit people based only on their skills and ability and
develop the full potential of all employees through training and support.
1.5 The council has received recognition from Jobcentre Plus of its commitment as an
employer towards the recruitment, employment, retention and career development
of all candidates with a disability. In accordance with the council’s commitment to
the disability symbol scheme, all candidates with a disability who meet the essential
criteria for a post are guaranteed an interview.
1.6 Advice will be available from Human Resources (HR) at all stages of the procedure.
1.7 All prospective and existing employees have the right to fair and equitable
treatment. To know whether we are achieving this, we need to monitor and review
our employment practices and procedures. This involves collecting and analysing
data, which is used to review employment practices and procedures and make Corporate Services Cabinet Member – 31st August 2007, Amended – 25th May 2018 Page 1 of 9
Recruitment and Selection
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improvements where necessary to ensure they are free from discrimination and
promote equality of opportunity.
1.8 Employee monitoring supports the council’s vision for North Lincolnshire to be a
place where all people can live and work together harmoniously. The council is
committed to ensuring that ‘people are able to succeed in employment’. We
recognise that a diverse workforce is better able to meet the needs of all our
customers. It is therefore important that our workforce reflects the population we
serve enabling the council to deliver services that meet the diverse needs of the
local population.
1.9 We monitor our workforce regularly and use this information to:
• ensure equality between different groups
• investigate the underlying reasons for any apparent anomalies
• deal with any unfairness, disadvantage or possible discrimination 2.0 Procedure 2.1 When a vacancy occurs consideration must be given by the line manager to
whether there is a need to fill the vacancy, on what basis and whether there is
finance available to fund the post. Further guidance on the most appropriate method
of filling the vacancy can be found in the council’s Types of worker guidance A.2f.
Vacancy management forms (Appendix 2) should be completed and authorised as
appropriate.
2.2 The manager must analyse the job to confirm or produce an accurate and up to
date job description and employee specification. Copies of existing documentation
must be retained on file. Any changes to job descriptions or employee
specifications should be agreed with HR to ensure the job evaluation and diversity
implications are assessed.
Redeployment
2.3 Prior to the post being advertised the recruiting manager in conjunction with HR will
consider whether the vacancy could provide suitable alternative employment for a
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Recruitment and Selection
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redeployee. Where a redeployee matched to a vacancy by a HR representative is
rejected by the recruiting manager, the recruiting manager must in all circumstances
complete Appendix 8 of the council’s Redeployment policy A.9 and discuss the
decision fully with the nominated HR representative prior to continuing with the
recruitment process.
Appointment of Chief Officers
2.4 Where the council proposes to appoint a chief officer within the meaning of the
Local Authorities (Standing Orders) Regulations 1993, or any other officer to a post
covered by the terms and conditions of the JNC for Chief Officers or its equivalent,
the appointment will be made in accordance with the council’s standing orders.
Recruitment advertising
2.5 Following the completion of a vacancy management form the manager should draft
an advertisement. This must be based on the job description and the employee
specification and should then be forwarded to HR for processing.
2.6 All vacancies will normally be advertised internally and externally simultaneously
using advertising media appropriate to the vacancy, unless there are restrictions
due to a potential redundancy situation. The council’s website is the preferred
method of advertising jobs. 2.7 If a job is advertised and filled and if a vacancy for the same post arises within three
months of the previous closing date the recruiting manager may make contact with
and make a conditional offer to the former candidate(s) with the next highest score
who met or exceeded the benchmark score for appointment. This is providing they
have again checked for any suitable redeployees and that the posts are the same in
all aspects.
2.8 HR can provide guidance on appropriate advertising media, including information on
the recent performance.
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Recruitment and Selection
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Application package 2.9 All applicants will have access to information appropriate to the vacancy, which as a
minimum, will include a job description, employee specification and organisation
chart.
2.10 This information will be accessible on the council’s website and/or a recruitment
application package can be requested by phone, e-mail or in person.
Recruitment monitoring
2.11 When application forms are received in HR they will remove the monitoring form
and collate the information for monitoring purposes.
Recruitment objectivity 2.12 Candidates completing application forms will be asked whether they are a relative,
partner, close friend or associate (e.g. a fellow member of a club, association or
business partner) of a council employee, an elected member or, where the post for
which they are applying is in a North Lincolnshire school, a relative or associate of a
governor of that school.
2.13 Recruiters who have a relationship with an applicant as described above, must
declare it and should not participate in the recruitment process wherever possible.
Shortlisting
2.14 HR will forward application forms to a lead recruiter who will take responsibility for
appointing the selection panel. All recruiters involved in shortlisting and/or sitting on
a selection panel must be appropriately trained in recruitment and selection and be
aware of the relevant equality and diversity issues. Each recruiter is responsible for
ensuring adherence to policy.
2.15 The shortlisting exercise must be carried out on an objective and systematic basis.
Applications must be compared against criteria identified within the employee
specification. Only applicants who meet all the essential criteria should be
shortlisted. If too many applicants meet the essential criteria the desirable criteria Corporate Services Cabinet Member – 31st August 2007, Amended – 25th May 2018 Page 4 of 9
Recruitment and Selection
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may be used. If too many applicants meet both the essential and desirable criteria
a random selection process may be introduced. A precise record of the selection
process must be kept including those reasons relating to why a candidate was not
successful. The shortlisting matrix (A.2b) should be used for this purpose.
2.16 Shortlisted candidates will be invited to the next stage in the selection process.
Redeployees will be seen before other candidates. If redeployees do not meet the
essential criteria of the post but could do within a reasonable timescale with training
they must be considered. Managers must contact any unsuccessful redeployees to
offer them feedback on the process.
Selection
2.17 Selection should include the use of an appropriate assessment test/s as well as a
formal interview. To ensure that the process is as effective and objective as
possible, recruiters must meet in advance to plan the assessment process and
questioning.
2.18 The use of a range of selection tests is encouraged. Tests must be relevant to the
post and employee specification concerned and need to be valid, reliable, objective
and free from bias.
2.19 The selection process should take into account the diverse needs of all candidates
and make any reasonable adjustments to meet their needs if known.
Offer of appointment
2.20 When a suitable candidate has been identified a conditional offer can be made
subject to satisfactory clearances. Once an offer has been accepted a member of
the selection panel must inform other candidates that they have been unsuccessful.
All interview candidates must be offered feedback on an objective basis. A member
of the selection panel should provide the feedback and confirm it in writing if
requested.
2.21 The selection panel must ensure that any paperwork associated with the
assessment of each candidate shows that a decision has been made on an Corporate Services Cabinet Member – 31st August 2007, Amended – 25th May 2018 Page 5 of 9
Recruitment and Selection
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objective basis and is reflective of the requirements of the employee specification
and the job description for the post.
2.22 Recruiters must be able to justify the recruitment decision and explain to an
unsuccessful candidate the basis for that decision.
2.23 Recruiters should bear in mind that candidates may request to see copies of their
own interview notes and score sheets in line with the General Data Protection
Regulation (GDPR). Recruiters should utilise the interview record form provided at
A.2c for this purpose and should avoid retaining supplementary notes wherever
possible.
2.24 On completion of the selection process, all documentation including any notes
made by the selection panel must be collated and returned to HR. These will be
kept for a minimum of 12 months.
Pre-employment checks 2.25 The need to obtain the following clearances applies equally to permanent,
temporary and casual staff. Clearances must be obtained prior to the successful
candidate commencing employment.
Asylum & immigration
2.26 In accordance with the Immigration, Asylum and Nationalities Act 2006, the council
must ensure that it does not employ a person who is not entitled to live or work in
the United Kingdom. All candidates must provide appropriate documentation, which
will be examined and placed on record by HR prior to any appointment being made.
Criminal record checks
2.27 Criminal record checks will be undertaken on successful applicants for certain
council jobs. This mainly applies to posts that involve contact with children, young
people and/or adults and are considered to be ‘exempt’ under the rehabilitation of
Offenders Act 1974 (Exceptions) Order 1975. The council will obtain a check via the
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Recruitment and Selection
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Disclosure and Barring Service (DBS). Where relevant this will also include checks
on lists of people who are barred from working with children and/or adults.
Note 1: The DBS was established under the Protection of Freedoms Act 2012 and merges the functions previously carried out by the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA).
2.28 The council will request a standard, enhanced or enhanced with barred lists check
(depending on the nature of the post) for all successful applicants to relevant posts.
The information obtained will be kept strictly confidential in accordance with the
Code of Practice issued by the DBS and the council’s Recruitment of ex-offenders
and DBS procedure A.7. Any information retained will also be in accordance with
the GDPR.
2.29 Failure by an applicant to reveal information that is directly relevant to the post
sought could lead to withdrawal of an offer of employment.
Medical
2.30 HR will be responsible for ensuring medical clearance is obtained for all successful
applicants. This will take the form of an online questionnaire provided to the
candidate, which asks questions about past and present health and should be
returned by the applicant, directly to the Occupational Health Service.
2.31 The Occupational Health Service will use this information to make a
recommendation on the candidate’s medical suitability for the post. In some
circumstances the successful candidate may be telephoned or required to attend for
a health interview with a qualified occupational health practitioner.
Certification & qualifications
2.32 The lead recruiter should verify at interview that the successful applicant has
obtained all relevant accreditations claimed in the application form. Original
documents or properly certified copies must be viewed and a copy placed on
record.
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Recruitment and Selection
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2.33 Where the job involves driving council vehicles, the driving licence of the employee
must be checked to ensure that the appropriate level of driving qualification has
been attained and that the employee is able to carry out the duties of the post.
References
2.34 HR will obtain written references where appropriate prior to an interview taking
place. References will not be disclosed to the selection panel until after an
appointment has been made. The information received from references should only
be used to confirm the decision on the successful candidate.
2.35 One referee should be the applicant’s current or most recent employer, and
normally two referees should be sufficient. A copy of the job description and
employee specification for the post for which the person is applying should be
included with all requests for references.
2.36 References should always be sought and obtained directly from the referee.
References or testimonials provided by the candidate, or open references and
testimonials, i.e. “To Whom It May Concern” are not sufficient. References should
not normally be accepted from relatives or from people writing solely in the capacity
of friend. Verbal references should not be sought or accepted. Note 2: For eligible posts working with children or adults, where an applicant is not currently working in that
field but has done so in the past a reference must also be obtained from the employer by whom the person was most recently employed in work with children or adults.
2.37 In all cases written references must be received and scrutinised, and any comments
resolved satisfactorily and in writing, before the successful candidate commences
employment.
2.38 Upon receipt of all satisfactory clearances HR will ensure that joining details are
confirmed to the successful candidate and a Statement of Main Terms of
Employment (SOMT) is issued as soon as possible within eight weeks of the
commencement of employment.
Induction
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Recruitment and Selection
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2.39 Managers must make arrangements for an effective and appropriate service
induction programme to be put into place, in advance of the first day of employment.
2.40 HR will provide all new starters with information on the availability of a corporate
induction programme. Managers should ensure that all new employees to the
council are given the opportunity to attend a corporate induction course and are
provided with an employee handbook.
2.41 If the employee will use their own vehicle/s for work purposes their driving licence,
current motor insurance (including cover for business use) and where required a
valid MOT certificate must be checked and Driver Declaration Form signed.
2.42 In all cases original documents must be viewed. Copies are not required.
2.43 Induction to the council’s employment related policies is essential for all employees
who manage or supervise staff. Recruiting managers must ensure that new
managers and supervisors complete the mandatory modules set out below within
six months of commencing employment. This applies to all employees with
management/supervisory responsibilities*. This includes those new to the council
or existing employees promoted from a non-managerial position.
2.44 The suite of modules delivered via e-learning and a follow up workshop are
designed to ensure a full knowledge of the council’s employment related policies
and procedures. They are:
• Recruitment and selection • Managing absence • Employee relations (disciplinary, grievance, managing performance and
dignity at work) • Managing employee development • Managing diversity • Effective health and safety management • Managing finance (procurement) • Risk management • Safeguarding children
*Note 3: A ‘manager’ is any employee who has a job evaluation score of three or above on the ‘Management and Supervision’ factor of their post. This indicates supervisory or line management responsibilities.
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Reference request form
Appendix 1 - A.2
The applicant detailed below has applied for employment with North Lincolnshire Council and has supplied your name as a referee in support of their application. It is important that you ensure that the reference is accurate and does not contain any material misstatement or omission. We will not disclose the contents of this reference to the applicant in accordance with the exemption under schedule 2 paragraph 24 of the Data Protection Act 2018.
Reference in respect of:
Post applied for:
Section A (To be completed by ALL referees) What is/was your relationship with the above applicant?
Length of time you have known the applicant?
Please state the dates: From: To:
Please provide some specific examples that show how the applicant either in employment or otherwise has demonstrated that they meet the requirements of the employee specification for this job and would therefore be suitable for the post they’re applying for:
Version 1.4 (Document updated 16 October 2018) Page 1 of 4
Reference request form
Appendix 1 - A.2
Did you find the applicant: Yes No
Honest and trustworthy
Reliable
Punctual
Capable of team working
Capable of prioritising tasks
Section B (To be completed by current or previous employers ONLY) Date the applicant started employment with you?
Job title:
Main duties: Current/final salary/wage:
If no longer working for you
Date of leaving:
Reason for leaving?
Would you re-employ the applicant?
If not, please give reasons:
Version 1.4 (Document updated 16 October 2018) Page 2 of 4
Reference request form
Appendix 1 - A.2
Please provide specific verifiable comments about the applicant’s performance history and conduct:
Please provide details of any disciplinary procedures that the applicant has been subject to where the disciplinary sanction is current: Section C (To be completed for posts working with children and/or adults at risk ONLY) Please provide details of any disciplinary procedures that the applicant has been subject to involving issues related to the safety and welfare of children, young people and/or adults at risk, including any in which the disciplinary sanction has expired, and the outcome of those: Please provide details of any allegations or concerns* that have been raised about the applicant that relate to the safety and welfare of children, young people and/or adults at risk or behaviour towards children, young people and/or adults at risk, and the outcome of those concerns (e.g. whether the allegations or concerns were investigated, the conclusion reached, and how the matter was resolved): *allegations or concerns proven to be unfounded or malicious should not be included.
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Reference request form
Appendix 1 - A.2
Are you completely satisfied that the applicant is suitable to work with children and/or adults at risk? If not, please provide specific details of your concerns and the reasons why you believe the applicant might be unsuitable:
Section D (To be completed by ALL referees)
Signature: Name:
Position: Date:
Telephone:
Please supply your contact telephone number so that we may verbally confirm the contents of this reference and its origins.
Email address:
Name and address of organisation: Where possible employment references should be submitted using a company email address or printed and verified with a company stamp or compliment slip.
Thank you for taking the time to complete this form.
Version 1.4 (Document updated 16 October 2018) Page 4 of 4
Vacancy management form Appendix 2 - A.2
Section 1 - Details of vacancy Post number: Job title: Service: Team: Grade: * Location: Name of previous/current postholder:
Working pattern: (i.e. number of hours each day, which days, working hours)
Monday Tuesday Wednesday Thursday Friday Saturday Sunday Weekly total
If the postholder is required to work a rota please supply a copy with this form. Is this a request to fill a vacancy? Choose an item. If ‘Yes’ go to Section 2 Is this a request to extend a fixed-term contract? Choose an item. If ‘Yes’ go to Section 3
Section 2 - Request to fill a vacancy On what basis do you wish to fill the vacancy? Choose an item. If fixed-term what is the expected end date/length of contract?
Reason for vacancy? Choose an item. If ‘Other’ please state reason: Is this post subject to Disclosure and Barring Service checks? Choose an item. Please outline in detail why there is an essential need to fill the post: *Is this vacancy suitable for an apprenticeship? Choose an item. If the post you are recruiting to is Grade 1 to 4, you must identify whether it is suitable for an apprenticeship.
If not, provide the reason(s) why it is not possible for this post to be filled by an apprentice. Is this a front line post? Choose an item. The post will provide services directly to, or for, members of the publ Is this a customer-facing role? Choose an item. The post will have regular and planned contact with members of the public, either face-to-face or over the phone . Note: If you have selected ‘yes’ to this question, appropriate wording will automatically be added to your advert (see below). Proposed job advert wording: You must have the ability to converse easily with customers and provide advice/guidance in accurate spoken English. (Mandatory only for customer-facing roles) Version 3.5 (Document updated – 1st June 2017) Page 1 of 2
Vacancy management form Appendix 2 - A.2
If there are no redeployees do you want the post to be advertised:
• On the council’s website (open to existing workers only) Choose an item.
• On the council’s website (open to external applicants) Choose an item.
• External media1 (only to be used in exceptional circumstances) Choose an item.
1Please state which: Cost Centre: Section 3 - Request to extend a fixed-term contract
Is it a front line post? Choose an item. What is the current contract end date of the post holder?
I am requesting the current postholder’s contract is extended until: Please outline in detail why there is an essential need to extend the current contract:
Section 4 - Authorisation by manager I confirm that:
• I require this post to be filled as above and that there is a need to fill it in its existing form.
• I hereby agree that if the post is advertised using external media, Human Resources (HR) can authorise payment of any invoices relating to costs for the above advert on my behalf, these will be charged to the cost centre given above.
Signed: Print
name: Date:
(Manager) Name of day to day contact where different to the above: Please forward this form to your Head of Service/Director as appropriate.
Section 5 - Authorisation by Head of Service/Director I have discussed the above vacancy with the relevant manager and I am happy to support a request for the post to be filled as above, if there are no suitable redeployees. Signed: Print
name: Date:
(Head of Service/Director) Please forward this form to the HR Advisory Service.
Section 6 - To be completed by HR I confirm we have an up to date job description and employee specification for the post. Signed: Print
name: Date:
(HR Advisory Team) I confirm there are no redeployees available for this vacancy and authorisation is given to fill this vacancy/extend the contract of the current post holder. Signed: Print
name: Date:
(HR Operational & Commercial Lead) Version 3.5 (Document updated – 1st June 2017) Page 2 of 2
Shortlisting Matrix
Post number ____________________
DESIRABLE REQUIREMENTS Names of all recruiters involved in shortlisting:
A B C D E F G H Post title ____________________ ____________________
APPLICANT NAME DECISION
Completed by_________________________________ Signature _______________________________________ Date _____________________________
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Shortlisting Matrix
Post number ___________________
ESSENTIAL REQUIREMENTS Names of all recruiters involved in shortlisting: 1 2 3 4 5 6 7 8
Post itle ___________________ ___________________
APPLICANT NAME DECISION
Completed by _____________________________________Signature ______________________________________ Date__________________________
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Interview Record
A.2c
POST: ……………………………………………………… TOTAL SCORE CANDIDATE: ……………………………………………... DATE: ……………………. TIME: …………….……… INTERVIEWERS: ………………………………………..
ESSE
NTI
AL
DES
IRAB
LE
• Introduction to interviewer and North
Lincolnshire Council • Give information about the interview
process • Give information about the job • Is there anything about the job
description that is unclear?
MODEL ANSWER
SCO
RE
1.
2.
3.
4.
Please continue on a separate sheet if necessary
Corporate Services Cabinet Member 12 November 2003, Updated 13 January 2010 Page 1 of 4
Interview Record
A.2c ES
SEN
TIAL
DES
IRAB
LE
MODEL ANSWER
SCO
RE
5.
6.
7.
8.
9.
10.
Please continue on a separate sheet if necessary Corporate Services Cabinet Member 12 November 2003, Updated 13 January 2010 Page 2 of 4
Interview Record
A.2c
SCORE FOR TEST
SCORE FOR PRESENTATION
QUALIFICATIONS SEEN (IF APPLICABLE)
DRIVING LICENCE SEEN (IF APPLICABLE)
ASYLUM AND IMMIGRATION SEEN (IF APPLICABLE)
CLOSE INTERVIEW GIVING SALARY DETAILS AND EXPECTED DATE OF OUTCOME THANK INTERVIEWEE FOR ATTENDING
Interview Summary
ESSENTIAL CRITERIA
or
COMMENTS
DESIRABLE CRITERIA
or
COMMENTS
1
2
3
4
5
6
7
8
9
10
A
B
C
D
E
F
G
H I J
Corporate Services Cabinet Member 12 November 2003, Updated 13 January 2010 Page 3 of 4
Interview Record
A.2c
INTERVIEWERS COMMENTS DECISION OF THE PANEL DATE NOTIFIED OF OUTCOME AND FEEDBACK OFFERED Signatures: ……………..…………………….. ………………..…………………..
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