Recruitment and Selection

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1 Recruitment and Selection Policy and Procedure (This guidance should be read in conjunction with Recruitment Guide for Managers, Safer Recruitment Guidance and Involving People with Autism in Recruitment (Head Office Recruitment only) Page 1 of 10

2 Table of Contents Recruitment and Selection Policy 3 Scope...3 Policy Summary 3 Introduction 3 Identifying a Vacancy..4 Post Evaluation.4 Recruitment Approval Process.4 Defining Recruitment Cycle...4 Advertising.5 The Selection Procedure 5 Shortlisting... 5 References.. 5 Invitation to interview... 6 Interview panel.. 6 Interviewing.. 6 Interviewing family or friends.. 7 Selection Methods.. 7 Offer and appointments.. 7 Providing Feedback.. 7 Relocation.. 8 Probation Period.. 8 Immigration and Asylum.. 8 Disclosure.. 8 Secondments.8 Contract Types..9 Permanent Contract Temporary Staff.. 9 Fixed-term Contract.. 9 Zero Hours Contract.. 9 Bank Workers Agreement.. 9 Agency Staff.. 9 Useful Policies and Documents 10 Page 2 of 10

3 Recruitment and Selection Policy Document Title Document Title Recruitment and Selection Policy Reference Number Version Number V2.1 Date of Issue 01/04/06 Latest Revision 01/10/2014 Distribution All Employees Owner Director Human Resources Policy Lead(s) Workforce Planning and Recruitment Manager Department Human Resources Scope This policy explains the steps needed to be followed by both managers and employees of The National Autistic Society (NAS) in order to ensure the Society applies best practice and complies with legislation. Policy summary The aim of this policy is to ensure that the recruitment and selection process is fair and consistent with best practice so that the most competent candidate is recruited. The NAS is committed to equal opportunities and aims to maintain a transparent and fair recruitment and selection process whilst promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment. Introduction In order to meet our organisational and operational objectives and achieve our full potential as an organisation, we need to ensure that we recruit the right person for every vacancy. It is the clear intention of the NAS to promote consistent good practice, carried out in a lawful, efficient and cost effective manner. In this way, the interests of the NAS and its reputation as a fair employer will be protected. This policy corresponds with the Equal Opportunities and Diversity policy. All employees involved in recruitment and selection have a duty to take action to eliminate discrimination throughout the recruitment and selection process. Managers should pay particular attention to ensuring applicants with an autistic spectrum disorder are encouraged to apply and supported through the recruitment process. Page 3 of 10

4 Identifying a vacancy Recognising the need to fill an established vacancy or the need to create a new one. Post Evaluation Reviewing a vacancy as it arises to identify whether it needs to be filled and if so by what grade, skill mix, etc. Reviewing or preparing a job description, which identifies/outlines the responsibilities and duties of the post. Preparing a person specification that indicates the experience, knowledge, ability, skills, and competencies required for the post. Recruitment approval process The appropriate level of written authorisation should be obtained before beginning the recruitment process. To do this, managers must ensure that the position sought falls within the established posts for their area of responsibility and the budget for such a role has been approved by the finance team. Managers must ensure they complete a Vacancy Notification Form (VNF Available on the Manager s Resources Page) and receive approval prior to advertising the vacancy. New of revised roles will need to be evaluated by HR. Defining a Recruitment Cycle Establish timescales for each stage of the process, taking into media deadlines time to communicate and allowing candidates time to prepare. Set up a shortlist and interview panel to include a panel member with autism (HO roles only) Decide on recruitment methods. Arrange dates, times and venues. Establish processes for response and evaluation at each stage. Complete recruitment schedule and circulate to recruiting manager. Page 4 of 10

5 Advertising All vacancies should be posted on the NAS Website and Jobspot. Consult with advertising agencies with regards to advert design, publication and pricing, ensuring corporate branding is always taken into account. Establish a monitoring process for responses The advert should state the salary, location, type of contract, brief description of the role, skills required, and details of how to apply. The advert must contain the two ticks logo, and the following statements: a) The National Autistic Society is committed to safeguarding and promoting the welfare of all children and adults who use our services and as such expects all staff and volunteers to share this commitment. b) Applicants are sought from all suitably qualified sections of the community but are particularly welcome from those with a diagnosis of autism or Asperger syndrome. The Selection Procedure Candidate Testing Shortlisting Following the closing date for the advertised post, applications received are reviewed in accordance with the competencies for the role. Shortlisting will incorporate feedback from profiling values - this is mandatory for frontline staff. Details of how to complete Profiling Values will be sent to candidates following the closing date by the HR Team. All applications should be scrutinised to ensure that they are fully and properly completed, and the information provided is consistent and does not contain any discrepancies, gaps in employment must be identified and further explored if selected for interview. Shortlisted applicants are then invited to interview. All applicants who have a disability and meet the required criteria for the role they are applying for must be offered an interview. This practice is in line with our commitment to our two ticks accreditation. References Good Practice References should be sought prior to interview The HR Team will request references from two named referees. Referees will normally include the current or most recent employer or employers covering the last 5 years of employment. If the two references do not cover the last 5 years of employment, details of a third reference must be provided. For positions within the Adult Social Care and Schools, additional references will be requested from previous Page 5 of 10

6 care/education employers. For references for posts within schools, please refer to the guidance on Safer Recruitment. Open references and testimonials, ie To whom it may concern should not be relied upon and should not be used instead of seeking references. Invitation to interview In addition to detailing to the candidate the time, place and directions to the venue, the details of those conducting the interview should be included, together with details as to how the interview will be conducted and areas it will explore, including suitability to work with children and adults. The invitation to interview letter must include a request to bring a passport/birth certificate (proof for eligibility to work in the UK). Where a professional qualification is a requirement for the job, the candidates should be asked to bring along any relevant documents to confirm their education and professional qualifications before offering the post. Copies of these document must be kept on the successful candidates personal file. To progress successful applicants employment checks (DBS), you should request identifying document to be brought along to the interview, to be used once the online DBS has been completed by the applicant. Unsuccessful applicants documentation must be confidentially disposed of by shredding. Interview Panel The interview panel must include the Recruiting/Line Manager for their post. In order to comply with equal opportunities guidelines, the panel must comprise of at least two panel members. Interviews can never be carried out by one panel member in isolation, and the same panel members must interview every candidate. Where the vacancy is specifically working with children and young people, at least one of the interview panel should have received training on Safer Recruitment. Interviewing All interviews will be conducted on an objective basis, concentrating on the knowledge, skills and abilities of the applicant and their ability to fulfil the job requirements. Interviews will be structured clearly and questions will be asked for each competency in a consistent manner. Interviewers may ask probing questions to gain clarification or to obtain further information if an answer is unclear. Gaps in the candidate s employment must always be questioned, and if during a period of time voluntary work or temporary work was undertaken, details of the organisation must be provided. The panel should ask the candidate if they wish to declare anything in light of the requirement for a CRB disclosure. If references have not be obtained prior to interview the candidate should be asked if there is anything they would like to discuss in light of questions that will be put to references, these will include subjects such as disciplinary, attendance and suitability to work with children, young people or adults. Page 6 of 10

7 Where the candidate being interviewed has a disability for which reasonable adjustments may need to be considered, the candidate s requirements should be discussed with him/her at interview. The outcome of these discussions must not influence the consideration the candidate s application. Interviewing family or friends In the unlikely circumstances that a family member or personal friend (as opposed to a work-colleague) of a panel member is to be interviewed then this conflict of interest must be disclosed immediately and the panel member must stand down. There are no circumstances in which it would be reasonable for that individual to be on the selection panel. Selection Methods This may involve more than one procedure and could include interview, presentation, test, written exercise, table top exercise. The process must be relevant and consistent to the role and will be communicated to the candidate when they are invited for interview. You must be able to demonstrate that the test is relevant to the selection process, ie., it does predict performance. Offer and Appointments Once a decision has been made, the Recruiting/Line Manager should contact the successful and unsuccessful candidates. Starting salaries should normally be offered at the bottom of the scale unless exceptional circumstances exits. Managers should seek guidance from HR. Paperwork for all candidates needs to be forwarded to HR to make the provisional offer to the successful candidate, and will write to the unsuccessful candidates. The paperwork outlined below is prepared and provide to employees by HR: Conditional Offer Letter Health Questionnaire DBS information and instructions, if applicable to the role. Instructions to complete Module 1 of Ask Autism Once the satisfactory checks are received which include references, DBS disclosure, and pre-employment health assessment a start date can be agreed. A contract of employment will be drawn up by HR and sent out with the following documents: New employee information form (next of kin details) Bank/Building Society details form Information regarding challenging behaviour and Hepatitis B vaccinations (contact posts only). Schools and service may elect to provide this information throughout induction. Providing Feedback Recruiting/Line Managers may receive requests from unsuccessful applicants for feedback on their interview performance. These requests should be responded to Page 7 of 10

8 either by , telephone or letter. A record of the feedback given should be maintained on the candidates paperwork. Guidance is published on the Managers Resources Page Providing Feedback to unsuccessful candidates. Relocation The NAS may in some circumstances pay relocation costs. This is subject to the Relocation Policy. (HR-0020) Probation Period All new NAS employees are on probation when they begin employment to allow time for their line manager to determine whether they have the skills and abilities necessary to do the job and to provide the opportunity for the appropriate induction and guidance to take place. This is usually for a period of six months. In exceptional circumstances it may be necessary to extend the probationary period. See Induction and Probation Policy HR Immigration and Asylum All new employees (including temporary staff, relief staff and those on fixed-term contracts) need to satisfy the NAS that they are entitled to live and work in the UK. In accordance with the Immigration, Asylum and Nationality Act 2006, the NAS is required to make certain checks on all new employees. They must show (and you must keep a copy of) a passport confirming that the individual is a British Citizen or a European Economic Area national, or which shows that s/he is entitled to live and work in the UK. Applicants who provide documentation in any other language than English must provide translated documents at their own expense. Disclosure The NAS must ensure that all members of staff who have regular access to children, young people and adults do not pose a risk to the clients they serve. The Disclosure service provides the NAS with a means of checking the background of applicants, and provides details of a person s criminal record including convictions, cautions, reprimands and warnings. A guide to applying for a Disclosure can be found on and in the policy Disclosure and Barring Service HR0023. Secondments Employees may be seconded to another department or another organisation. Please refer to the Secondment Policy HR0017 for further information. Page 8 of 10

9 Contract Types The following are the categories of people who work for or with the NAS. The appropriate contact must be issued. Permanent Contract Permanent staff are employed on a permanent basis, subject to the satisfactory completion of a probationary period. Temporary Contract Temporary staff are normally employed for a short period of time a month or two to fill a short term need. It should be noted that temporary employees will accrue employment protection rights and other terms and conditions of service which accumulate with service. Fixed-term Contract This is a temporary contract but has a defined end or occurs on completion of a task or project and is normally associated with a fixed term of funding which is available for a particular post. It should be noted that temporary employees will accrue employment protection rights and other terms and conditions of service which accumulate with service. Zero hours Contract This is an individual who is an employee but has no normal or guaranteed hours of work for this role. They are required to work varied hours of work to meet the needs of the NAS, but are considered employees and accrue employment rights. Bank Worker Agreement This is designed for an individual whose services may be engaged by the NAS to work on an irregular basis, eg to cover for short term absence. There are no normal or guaranteed hours. Work is offered on an ad hoc basis and the worker is free to accept or decline any such offer. The NAS is under no obligation to offer work. The agreement does not constitute a contract of employment and does not count towards continuous service with the NAS. A standard NAS agreement covering these arrangements must be used at all times. Agency Staff In exceptional circumstances, where it is necessary to engage temporary agency staff, written confirmation should be obtained from the relevant supply agency that all appropriate checks have been carried out. Where the requirements for the post include a DBS disclosure, the written confirmation from the supply agency must include the Disclosure number and the date of issue. Other information should include, photographic ID checked, references checked, ability to work in the UK. Page 9 of 10

10 Other useful policies and Guidance Scottish Protecting Vulnerable Groups Scheme HR-0031 Disclosure and Barring Service HR0023 Safer Recruitment Guidance for NAS Schools and Services Induction & Probation Policy HR-5007 Equal Opportunities and Diversity Policy HR0005 Relocation Policy HR-0020 Secondment Policy HR0017 Documents and letters can be found on the Managers Resources Page on the intranet. Page 10 of 10

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