Belfast Education and Library Board

Recruitment and Selection of StaffRefresher Training

Julie Angus Asst HR Manager - Recruitment

Linda McGowan HR Manager

(Revised May 2010)

Recruitment ProcessVacant position

↓Prepare job description and personnel specification

↓Advertise

↓Issue application forms/relevant documentation

↓Closing date

↓Test if applicable

↓Shortlist

↓Interview and record assessment

↓Select the best person for the job

Equality of OpportunityIt is the policy of BELB that all eligible persons will haveequal opportunity for employment and advancementirrespective of Perceived religious belief Political opinion Gender Marital status Disability Race Sexual Orientation AgeThere will be no unlawful discrimination – direct orindirect-against any person in recruitment, training, promotion or in any other way

Discrimination and Victimisation

Direct Discrimination Occurs when an employer treats an individual

less favourably than others on any of the prohibited grounds

Indirect Discrimination Can generally be defined as applying a

provision, criterion or practice although applied equally to all, places a person or a group at a particular disadvantage which the employer cannot show to be a proportionate means of achieving a legitimate aim

Victimisation means treating a person less favourably than

another because that person has:

asserted their rights under the anti- discrimination legislation

helped another person to do so

given information to the Equality Commission for Northern Ireland, or because it is suspected that the person might do any of these things

Disability-related discrimination occurs when, for any reason that is related

to a disabled person’s disability, an employer without justification treats the disabled person less favourably than others to whom that reason does not apply

Disability discrimination also occurs when an employer fails to

comply with a duty to make reasonable adjustments in respect of a disabled person

Disability Discrimination Act

“Duty of reasonable adjustment”

The duty applies where any Physical feature of premises occupied by the employer Arrangements made by or on behalf of the employer

Cause a substantial disadvantage to a disabled person

compared with non-disabled people

Examples of Reasonable Adjustments

Making adjustments to premises

Altering the person`s working hours

Allocating some of the disabled person`s duties to

another person

Acquiring or modifying equipment

Modifying instructions or reference manuals

Providing a reader or interpreter

Giving the person additional training

Equality CommissionCodes of Practice

Systematic and objective recruitment

Advertise your requirements clearly

Make it clear that applications are welcome from all

Ensure that all potential candidates are given equal

opportunity to compete and demonstrate their abilities.

This applies to both internal and external appointments

Ensure no irrelevant requirements are included

Equality Commission

Codes of PracticeSystematic and objective recruitment

Apply requirements fairly at each stage of the process

Record factors considered relevant in a particular job at

each stage of the process

Decide on relative importance to be given to each

Satisfy yourself that these factors are justifiable,

appropriate to the job and clearly objective

TWO CORE DOCUMENTS FROM WHICH YOU DRAW CRITERIA,

QUESTIONS ETC

Job Description : duties and responsibilities - post

Personnel Specification : qualifications and skills - postholder

Criteria

Essential criteria - Describe those qualities which Governors feel the successful candidate must have. Once published they cannot be set aside, reduced, or ignored.

Preferential criteria - Describe those added qualities which Governors feel would be an advantage for the candidate to have.

Preparation for Shortlisting Meeting

Receipt of application forms by Principal

Principal prepares schedules –

Unnamed

Named

Shortlisting Meeting

• Panel must be quorate• Those involved in the interview process must also

partake in the shortlisting process

Small number of applicants meeting essential criteria will likely mean an agreement to interview all. Remember it is your responsibility to check application forms

Large number of candidates meeting essential criteria will likely mean creating a shortlist by using preferential criteria or enhanced criteria eg -

Preferential criteria become “essential” Either essential or preferential criteria may be enhanced in a number of

ways New criteria cannot be introduced

Prepare for Interview

Format

Issue letters calling applicants for interview – include request to provide photographic ID at interview

Issue requests for references – Child Protection DE Circular 2006/06 and 2006/08

Preparation of questionsPresentation/In tray exerciseAgree Scoring

Scoring

Experience and Qualifications

Agree additional marks for experience above essential criterion (objectively justify)

Agree the maximum to be awarded

Agree additional marks for qualifications above the essential criterion

Agree what is to be awarded for each eg Certificate/Diploma/Degree/Masters/Doctorate

Agree the maximum to be awarded

Scoring The questions are based on factors contained in the

personnel specification/job description All questions may be given equal marks You may weight the marks according to their

importance for that post You could use a 1-5 scheme representing answers

ranging from “ unsatisfactory” to “excellent” You could also agree to mark out of 10 or 20 Importance of key point answers provided

Ask yourselves – Have we agreed and do we understand the system we

are to use? Can we stand over the system if it is compared to the

personnel specification/job description?

Using a Presentation

This may be on a topic already notified to candidate

It may be on an “unseen” topicIt may be an in-tray exerciseIt should be treated in the same way as a factor

when scoring

The InterviewChairpersons Role

Welcome / Introduce Panel / Outline Structure / Timing

Note Taking / Control Process / At End Opportunity for

Questions / Notification of Outcome

Governor trained in child Protection

• Suitability to work with children

• Points of concern e.g. gaps in employment history

• Check photographic ID

Interpersonal/Communication skills

What to look for?

Structured answers

Focused on correct areas

Clear communication

Good eye contact

No repetition

What are you trying to learn about each candidate from the interview?

Experience

Knowledge

Attitudes, aims, ambitions

Questions

Relate to the criteria for the postBe clear and unambiguousBe pitched at the right levelIn plain languageNot contain a number of partsNon-discriminatory

NB candidates must be asked the same core questions, but probing will depend on their answers

Do

Use open questions

Use probing or supplementary questions

Use situational questions

Give the candidate time to answer

Listen carefully

Let the candidate do most of the talking

Be objective

Don`t

Use closed questions (only for clarification)

Use leading questions

Jump to conclusions

Be subjective

Discussion

The Chairperson should initiate an open and thorough discussion on each candidate

As a result of discussion panel members may feel it

necessary to amend their scores. Remember to note the

reasons why on your mark sheet.

Your final score is then used to arrive at your rank

order

Remember

Keep scores and detailed notes

Notes and scores should be kept for 3 years

Be objective at all times

Assess on facts and evidence using the agreed

system

Finalise the Appointment

Documentation completed

Passed to appropriate body for processing Checking / Contract / Health Declaration / Medical / CRC Vetting / Proof of Qualifications

Best Defence

To have followed a clearly defined procedure based on

taking decisions against clearly stated criteria which

are not in themselves discriminatory

To have retained notes and recorded reasons for

decisions taken

To have complied with all relevant legislation

Contact Details

Linda McGowan – 02890 564010 linda.mcgowan@belb.co.uk

Julie Angus – 02890 564133 julie.angus@belb.co.uk

CCMS Holywood office – 02890 426972Belfast office – 02890 327875

WEBSITES

www.belb.co.uk

www.deni.gov.uk

www.equalityni.org