Recruitment & Selection Policy and Procedure

Transcription

1 Recruitment & Selection Policy and Procedure For the attention of: All Staff Produced by: Director of Human Resources Approved by: SMT Date of publication: April 2016 Date of review: April 2019

2 Our Mission To provide opportunities for all our learners to thrive and achieve in life and work. Our values We will make respect our Golden Rule We will try to stand out in everything we do We will not be afraid to innovate even if we risk failure We will learn something new every day We will persevere until we get it right We will celebrate our achievements We will champion our students We will always have high expectations We will be responsive and enterprising We will work together and in partnership with our communities and businesses We will never forget that we are accountable to the students, communities and businesses that we serve We will be responsible stewards of public money RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 2

3 Recruitment and Selection Policy and Procedure Contents 1. Policy Statement Scope of Procedure Identifying and Authorising Vacancies Advertisements Job Descriptions and Person Specifications Shortlisting The Selection Process Offering a Post Rejecting Candidates References, Health Clearance and DBS Checks RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 3

4 1. Policy Statement 1.1 It is East Berkshire College's (EBC) policy that line managers are responsible for the recruitment and selection of employees and will be assisted in this process by the Human Resources Department. 1.2 A line manager who wishes to recruit someone must first obtain approval from the Senior Management Team (SMT). Full guidance on the College s recruitment process including How to Request Approval for a Post can be found on the Recruitment and Selection Procedure on the college intranet. 1.3 Before embarking on the process of recruitment, the line manager must review the job description and person specification provided by Human Resources and ensure that they are both up-to-date and reflect the requrirements for the position accurately to aid the shortlisting process. The job description will describe the duties, responsibilities and level of seniority associated with the post, whilst the person specification will describe the type of qualification(s), training, knowledge, experience, skills, aptitudes and competencies required for effective performance of the job. It is the person specification that is used for shortlisting. 1.4 It is EBC policy to place all vacancies on the College s intranet site. Where positions are also open to external applicants, EBC s policy is to also place vacancies the internet via our provider Vacancy Filler 1.5 EBC aims at all times to recruit the person who is most suited to the particular job. Recruitment will be solely on the basis of the applicant's abilities and individual merit as measured against the criteria for the job. Qualifications, experience and skills will be assessed at the level that is relevant to the job, as evidenced on the application form in line with the person specification 1.6 Existing employees are encouraged to apply for vacant posts if they have the appropriate qualifications, experience and skills. 1.7 EBC is committed to: Safeguarding and promoting the welfare of children and young people and expects its entire staff to share this commitment. Applying its equal opportunities policy at all stages of recruitment and selection. (HR Monitors compliance with equal opportunities legislation. This is done via Vacancy Filler The information collected is analysed and reported to SMT). 1.8 Furthermore, any candidate with a disability will not be excluded unless it is clear that the candidate does not meet the minimum essential criteria outlined in the employee specification. Reasonable adjustments to the recruitment process will be made to ensure that no applicant is disadvantaged because of his/her disability. All disabled applicants who meet the minimum essential requirements of the job as set out in the job description and employee specification will be guaranteed an interview. The College is proud to hold the two tick symbol) RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 4 East Berkshire College 2013

5 1.9 It is EBC policy that the recruitment panel should consist of at least two employees, one of which should be the line manager and at least one member of the shortlisting panel (the ranking managers) At least one member of the recruitment panel should have attended East Berkshire College s recruitment and selection workshop. However, where this is not possible, a member of the Human Resources department should be present at the short-listing and interview stages of the recruitment and selection process Line managers conducting recruitment interviews will ensure that the questions they ask job applicants are not in any way discriminatory or unnecessarily intrusive. The interview will focus on the needs of the job and skills needed to perform it effectively. A record of every recruitment interview must be made and passed to the Human Resources department where it will be retained for a suitable period of time. On no account should any job offer be made by a manager during or at the end of an interview Skills tests/micro teach tests and presentations can be used as part of the recruitment process. Any test used mustbe free of bias, and be administered and validated by a suitably trained person It is EBC policy that the successful applicant will be asked to undergo a number of pre-employment checks including: a medical questionnaire with a College nominated occupational health provider Disclosure and Barring Services Checks (DBS) Written references (covering the last five years of employment) Proof of qualifications. Right to Work 1.14 Any offer of employment will be conditional on all of the above checks being met to the satisfaction of EBC In line with the College commitment to safeguarding children and young people all directly employed staff, volunteers, contractors** and agency workers whose role falls within the definition of regulated activity, will be required to have all pre-employment checks satisfactorily completed before a start date is confirmed The College will operate a by exception provision for any post that does not fall within the scope of regulated activity whether that be for an employee, contractor, volunteer or agency worker Where there is an urgent business case for the individual to start within a post that is not regulated activity, the Principal or Deputy Principals can give approval for them to start before the DBS is returned but only with the following provisions in place;- All other appropriate pre-employment checks (right to work/refs/id/medical/qualifications) are received and satisfactory The individual has submitted their DBS form RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 5

6 The individual confirms in writing that they do not have any criminal convictionsthe manager makes the request in writing to the Principal or Deputy Principal s via HR Department and outlines what provision they guarantee will put in place for supervision/chaperoning of the individual until such time as the DBS is returned clear and the supervision is lifted **Any contractors involved in redevelopment projects are not subject to DBS checks 1.18 In accordance with the College s Policy on the Retention of Data, records for unsuccessful candidates will be destroyed after 12 months. Furthermore, under the Data Protection Act 1998, an individual has the right to request access to any personal information held about him/her in a manual or computer-based file. Thus a job applicant (whether successful or not) may submit a request to the College in respect of access to any file containing data about him/her, e.g. interview notes. 2. Scope of Procedure 2.1 This procedure must be followed by all members of staff when recruiting staff, whether established or sessional. 2.2 The aim of this process is to highlight the importance of good practice and effective recruitment and selection within East Berkshire College in addition to providing a systematic approach and framework. 2.3 Further information, advice and training are available from the Human Resources Department 3. Identifying and Authorising Vacancies 3.1 When a vacancy arises, the line manager must, within the context of the area s staffing needs, review: The need for the post to be filled Whether other arrangements or work re-organisation could be considered Nature of the replacements, e.g. full-time, part-time, permanent, temporary etc. The existing job description, person specification and position within the structure chart If an external advertisement is needed If the manager decides that there are to be no changes to the existing budgeted post, they must complete a Request to AdvertiseForm on SharePoint. fault.aspx. You can contact Human Resources for guidance on how to complete the Request to Advertise form. Upon receipt of the form, Human Resources will the manager the current Job Description and interview table for that post. The manager is responsible for reviewing the job description, in particular the person specification and must notify Human Resources of any RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 6

7 changes to this prior to advertising. The manager must also complete and return the interview table. 3.3 Human Resources will compile a report to the Senior Post holders (SPH) to seek their authorisation to advertise. 3.4 If the post is to be amended or is a request for a new post, a Request to Advertise Form (new/amended post) must be completed and forwarded to Human Resources. This form can be found on the Intranet. 3.5 The form must be accompanied by a business rationale; an up to date job description and person specification. Any requests that are not fully completed will be not be referred to SPH and will be returned to the relevant manager. If the revised role relates to a request from a member of staff e.g. flexible working request, the rationale must explain the business reasons for the request. 3.6 For existing staff where a sessional contract is required to cover work offered in an alternative generic role the post must be either advertised internally for a minimum of 1 week or the line manager must confirm in writing that the additional work was offered to all staff within their department and that the candidate selected has the necessary qualifications for that role. For specialist sessional roles the posts must be advertised to all staff for a minimum of 2 weeks via the intranet. These roles do not need to be submitted to SPH for approval. 3.6 All Request to Advertise Forms received by Human Resources will be submitted to SPH for the decision as to whether these posts are approved and can therefore be advertised. 3.7 Once SPH have confirmed which posts can be advertised, Human Resources will notify the line manager of this and begin preparing the advertisement of the post. 4. Advertisements 4.1 Internal vacancies will be placed on the College intranet only and candidates will be required to complete an application form on our College website. 4.2 External vacancies will be placed on the College intranet and the College website 4.3 All adverts must include an interview date(s), which must be at least 7 days from when the shortlisting is completed. 4.4 In cases where posts have been advertised and no appointment has been made, Human Resources will review the advert, applications received etc. prior to the post being re-advertised. Recommendations will be discussed with the line manager. RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 7

8 5. Job Descriptions and Person Specifications 5.1 Job descriptions and Person specifications need to conform to the College standard, a copy of which can be obtained from Human Resources. 5.2 All Job descriptions and Person specifications must be reviewed each time a recruitment campaign is planned. 5.3 Job descriptions and Person specifications must be competency-based, and criteria must allow for objective assessment at shortlisting and interview stages. 5.4 Managers should ensure that criteria used in person specifications are kept to a minimum and also that they do not exclude or discriminate against any identifiable groups of people. 5.5 Attention must be paid to equal opportunities legislation and the College s commitment to diversity. 6. Shortlisting 6.1 All shortlisting must be carried out by at least two members of the interview panel. At least one member of the panel must have attended the recruitment training. If none of the panel has been trained, a member of Human Resources must be involved. 6.2 Human Resources will release the applications to the Line Manager for shortlisting, on the closing date, 6.3 Shortlisting must be carried out against only the essential criteria in the person specification. The panel should review the criteria before commencing shortlisting and agree if any criteria are to be excluded, annotating their reasons. 6.4 The Ranking Managers must ensure the shortlisting is completed by the date they have specified, to ensure Human Resources can proceed to invite candidates for interview. Human Resources should be given at least 7 days notice of the interview date from when the shortlisting is completed to allow for appropriate correspondence and sufficient notice to the candidates. This is particularly important if a presentation is to be given by the candidates at interview. 6.5 Where academic qualifications are included in the shortlisting criteria; it must not be assumed that qualifications from overseas are of a lower standard than comparable qualifications from the UK. Guidance can be sought from Human Resources. 6.6 Any candidate with a disability will not be excluded unless it is clear that the candidate does not meet the minimum essential criteria outlined in the employee specification. Reasonable adjustments to the recruitment process will be made to ensure that no applicant is disadvantaged because of his/her disability. All disabled applicants who meet the minimum essential RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 8

9 requirements of the job as set out in the job description and person specification will be guaranteed an interview. 7. The Selection Process All posts require one or more of the following selection methods: Structured Interview (template available from HR) Presentation / Micro teach / Practical demonstration (mandatory for all academic and applicable to some support posts) Ability test (support posts) 7.1 Interview arrangements Human Resources will notify the shortlisted candidates of the interview arrangements, giving at least 7 days notice of the interview date from the date the completed short listing paperwork is received. Candidates are asked to confirm their attendance to Human Resources, who will update the Chair of the panel It is the manager s responsibility to organise the schedule/agenda for the interviews. This involves booking rooms and equipment and arranging for someone to meet candidates and administer any tests When arranging facilities, Managers should give consideration to the needs of the candidates, especially those that may have special requirements. 7.2 Interview Panel Any interview panel must always consist of at least two individuals and generally no more than three unless the position is one of a senior management level (N.B. At least one panel membershould be the same as the shortlisting panel) If more than one internal applicant or an applicant is known to a manager within the department holding the vacancy is to be interviewed, then a member of the Human Resources Department must be present At least one member of the interview panel should have attended East Berkshire College s Recruitment and Selection workshop. Where this is not possible, a member of Human Resources must be included on the interview panel. 7.3 Selection Process At least 3 days before interview each member of the interview panel will be provided with an interview pack via , which includes the following: Copies of application forms The Job description and person specification Interview Scoring Grid Presentation Assessment from RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 9

10 7.3.3 Managers are responsible for preparing fully for the interview, including preparing a set of interview questions and tests, a copy of which should be provided to the HR Department prior to the interview date. This should include ensuring that the scoring criteria for each question are clearly identified. Template forms and sample questions can be sought from Human Resources After interviews all the above documents must be signed by all panel members and returned to Human Resources within three days of the interview. 7.4 Interview Preparation During the interview, the following guidelines must be followed: The panel to give the candidate information about the role Supplementary and follow-up questions may be asked If a question is missed for one applicant, none of the others can receive a score for that answer Each panel member must make notes of the candidate s answers/performance N.B. these documents must be signed and returned to the Human Resources Department. Advise all candidates of the requirement for pre-employment checks and that if they are successful and accept the position a start date will not be agreed until these checks are complete: Medical DBS Check Reference checks (one of which must be from their current/last employer) Proof of Qualifications Right to work 7.5 Interview Scoring The Interview Scoring Grid will enable the panel to identify the successful candidate. In order for a candidate to be appointable, their score must average at 4 or above. Of those who score over 4, the successful candidate will be the one who scores the highest In all cases the panel must be able to justify their decision. Human Resources will keep these documents for 12 months in case of any challenges to the decision or Employment Tribunal cases. If requested, you may be required to provide feedback to unsuccessful candidates Please speak with a member of the Human Resources Department regarding scoring of micro-teach, presentations or other assessments. 8. Offering a Post 8.1 On the selection of a suitable candidate, theline Manager should contact the successful applicant and offer them the post and if he/she accepts then the appropriate Appointment Form should be completed by the Line Manager and given to Human Resources who will arrange for an Offer Pack to be sent. RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 10

11 8.2 The Offer will be subject to receipt of appropriate documentation. A start date will be confirmed once appropriate documentation is received and satisfactorily meets the requirements of East Berkshire College. Candidates should be advised not to give notice until this time. The candidate is asked to sign and return one copy of their contract. 8.3 New employees will not be allowed to start work until the following documentation has been received: Minimum of 2 satisfactory references covering (including the current or most recent employer) Occupational Health Clearance Form Evidence of relevant qualifications DBS disclosure Evidence of their right to work in the UK a period of 5 years 8.4 Once these checks have been received and meet East Berkshire College s satisfaction, Human Resources will notify the Line Manager, who can then arrange a start date for the successful candidate. Once a date has been agreed the manager should notify Human Resources so that payroll can be informed and relevant paperwork sent out. 8.5 All new members of staff will be subject to a probationary period. The new employee will also be required to attend the Corporate Induction Programme, Diversity and Disability Awareness Training and any other relevant programmes. 8.6 Line Managers should ensure that all new staff are booked on to the appropriate mandatory courses by contacting the Professional Development Team, once their employment has commenced. 9. Rejecting Candidates 9.1 Human Resources will send a standard to candidates notifying them of the outcome of the interview, within three days of receiving the Interview Scoring Grid. In line with good public relations, this letter invites candidates to contact the Chair of the interview panel to be given feedback on their performance. Guidelines on giving feedback can be obtained from the HR Department. It s on the website, we could insert the link 10. References, Health Clearance, DBS Checks and Right to Work Checks 10.1 References Each applicant is asked to provide two referees covering the last five years employment, one of which must be from the current or most recent employer HR will contact referees when a successful applicant has been offered a position. Human Resources will write to each referee providing them with a RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 11

12 standard Reference Form and a copy of the job description and person specification Health Clearance All new employees to the College are asked to complete a Health Questionnaire. The questionnaire is confidential and can be completed online. Occupational Health forward confirmation of health clearance to Human Resources. If the Occupational Health Unit feels that the questionnaire indicates that a further assessment is required they will contact the individual employee directly DBS Checks The College will initiate a Disclosure and Barring Service (DBS) check for all staff prior to commencing employment Right to Work checks The college will be required to see proof of the candidate's right to work in the UK, The job offer is conditional on receipt of evidence of their right to work. RECRUITMENT AND SELECETION POLICY AND PROCEDURE Page 12