External Recruitment Process

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Heather Sutton
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1 External Recruitment Process This document should help you to understand the full recruitment process from end to end. Please use the External Recruitment Process Flowchart to understand each stage of the recruitment process For any queries please read the FAQ s ou will also be sent a Hiring Manager Briefing Call Checklist separately by your Resourcing Specialist, which will entail your conversation from the briefing call with your Resourcing Specialist. Please check that all these details are correct and make any necessary changes and inform your resourcing specialist.

Recruitment Process Flowchart Action for RS/RA HM = Hiring Manager RS = Resourcing Specialist Process RA = Resourcing Administrator 1. New Vacancy arises Action for HM 2.

If the role is new it will need to be evaluated in order to be graded. Speak to your local HR Advisor who can arrange this. N.B This process can take up to 2 weeks 4.

2 Recruitment Process Flowchart Action for RS/RA HM = Hiring Manager RS = Resourcing Specialist Process RA = Resourcing Administrator 1. New Vacancy arises Action for HM 2. HM to get sign off for vacancy from Local HR Manager. Is the vacancy new? N 3a. If the role is existing your RS can provide you with the benchmark salary for the role 3b. If the role is new it will need to be evaluated in order to be graded. Speak to your local HR Advisor who can arrange this. N.B This process can take up to 2 weeks 4. HM to complete New Vacancy Form (NVF) on HR intranet Is the vacancy being advertised internal only or external? RA will put your role profile submitted with the vacancy form onto the internal vacancy board for a minimum of 2 weeks. RS will call you within 3 working days to discuss the external recruitment RA will put your role profile submitted with the vacancy form onto the internal vacancy board for a minimum of 2 weeks. HM and RS discuss recruitment strategy including methods of advertisement e.g. using media such as LinkedIn and selection methods such (e.g. using SHL testing and profiling) RS will write job advert with assistance from HM which will then be placed externally RS screens and sends relevant CVs (including all internal) to the HM for review along with an Application Log After vacancy has closed RA will send over all CV s to HM along with an Application Log HM provides feedback to RS using the application log HM provides feedback to RA using the application log RS will organise interviews. Interview details will be sent over to HM in an Interview Log RA will organise interviews. Interview details will be sent over to HM in an Interview Log HM and colleague conduct face to face interviews using the Hiring Manager Toolkit and take copy of candidate s passport/id and ensure they fill in a reference request form HM and colleague conduct face to face interviews using the Hiring Manager Toolkit. 13. HM feedback to RS on each interview with constructive feedback 14. HM to seek approval using the Delegation of Authority (DOA) to make offer (RS/RA will advise on the DOA) 15. RS/RA manages offer process for successful candidate and manages regrets to unsuccessful candidates See Onboarding your successful candidate flow diagram for rest of the process

On boarding our Successful Candidate Flowchart External Candidates Only HM = Hiring Manager RS = Resourcing Specialist RA = Resourcing Administrator HRSC = HR Service Centre Action for Resourcing

Internal See the onboarding your successful candidate flowchart Internal Candidates External Do you have certified ID and a complete reference request form for your successful candidate?

3 On boarding our Successful Candidate Flowchart External Candidates Only HM = Hiring Manager RS = Resourcing Specialist RA = Resourcing Administrator HRSC = HR Service Centre Action for Resourcing Admin Action for Candidate Action for HM 1. Is your successful candidate internal or external? Internal See the onboarding your successful candidate flowchart Internal Candidates External Do you have certified ID and a complete reference request form for your successful candidate? (These should have been taken at interview) HM to fill in an offer checklist which can be found on the HR Intranet page. This must be attached to an HR Query form along with the certified ID and complete reference request form from the candidate s interview. Is your candidate currently working for us as a temp/contractor with an agency? No Reference Request Form No ID Call your RS who can send the reference request form to your candidate. When this comes back they will forward it to you Call your RS who will need to liaise with the successful candidate to come in with their passport/id so you can verify it. HM to call RS who can liaise with the agency. It may be that there is a fee to the agency if we wish to take the candidate on. N References On receipt of your query form the RA will send out reference requests to the referee s supplied and send out an employment contract and starter forms to your successful candidate Once reference requests are received back the RA will forward these to the HM. HM then fills in Reference Authorisation form to state that they are happy with the references. NB if references are taking a long time the HM may sign section 4 of the reference authorisation form to waiver the references, allowing candidate to start without receipt of references. Contracts Successful candidate sends back signed contract and starter documentation Once a completed contract, documentation and references have been received an employee number can be generated. The SLA for contract production is 7 days however this part of the process can take a number of weeks as the HRSC cannot process a new starter until starter documentation has been signed and sent back and references have been received. Employee number will be sent to HM by HRSC who can then use this to raise an ISP request for systems access and logins. Please be aware that IT will have their own timescales for generating IT and system access. Candidate starts successfully

On Boarding our Successful Candidate Flowchart Internal Candidates Only HM = Hiring Manager Action for Resourcing Admin Action for HM RA = Resourcing Administrator HRSC = HR Service Centre Action for

4 On Boarding our Successful Candidate Flowchart Internal Candidates Only HM = Hiring Manager Action for Resourcing Admin Action for HM RA = Resourcing Administrator HRSC = HR Service Centre Action for Candidate 1. Is your successful candidate internal or external? External Internal Please see On boarding your successful candidate flowchart External Candidates Is your candidate currently working for us as a temp/contractor with an agency? N HM to call RS who can liaise with the agency. It may be that there is a fee to the agency if we wish to take the candidate on. Is your role a secondment or a permanent role? Permanent Secondment HM to fill in the promotion form on the HR Intranet HM to fill in the Secondment form on the HR intranet RA will key the changes for the candidate affected. Depending on how many changes there are e.g job title, salary, grade, location etc. the employee will either receive a new contract or a letter SLA for promotion/ secondment form is 7 days for RA to key Candidate to sign contract/letter and send back to HRSC Candidate starts successfully

5 FAQ s Advertising the role Q. How is a job advert produced? A. our Resourcing Specialist will start the process of writing a job advert for you and will need your assistance for the technical details and knowledge and skills needed from an applicant. our Resourcing Specialist will work with you to ensure that an appropriate advert is produced. Q. I want to offer a different salary than the benchmark for this role, can I do this? A. All salary s are subject to an approval from the Delegation of Authority (DOA) regardless of where they sit in relation to the benchmark. If the salary you wish to offer is less than 10% higher/lower you may just need it signed off by the appropriate person on the DOA. If the salary you wish to offer varies greatly from the salary benchmark for the role, you may need to consider whether the role has been graded correctly. ou should discuss this with your Resourcing Specialist AND local HR Advisor who can assist with the regrading process. Q. Where will my vacancy be advertised? A. The Resourcing Specialist will discuss resourcing strategies with you during the initial briefing call. As a minimum, your vacancy will be advertised internally and on Depending on budget and your initial discussions your Resourcing Specialist may also use various online media to advertise the roles. This may include using websites such as Totaljobs, LinkedIn, Jobsite and others. Q. How long will my vacancy be advertised? A. All adverts must remain on the internal vacancy board for a minimum of 2 weeks. For vacancies advertised externally your Resourcing Specialist will work with you to develop a tailored resourcing approach for your vacancy. Selecting candidates for interview Q. Who has applied for my vacancy? A. At the start of process you and your Resourcing Specialist will agree on a strategy around sending CV s. Depending on what you agreed in the initial briefing call you may receive a concise list of CV s or all of the applicants. ou will receive this list together with an application log no later than one day after the vacancy has closed. If you require an update of who has applied for the vacancy, please contact the Resourcing Specialist working with you on the vacancy. Q. What happens when I've received the CV shortlist? A. Once you've decided which candidates you wish to invite or decline for interview, you should complete the Application Log and Interview Schedule, (sent to you with the CVs) and return it to the Resourcing Specialist. We will arrange the interviews with the successful candidates and decline the unsuccessful candidates, via our online system. When requesting interviews to be set up, you should ensure that candidates are given as much information as possible prior to the interview, to allow them to prepare. Hiring managers may need to be flexible about the interview dates and time slots offered and give consideration to candidates who are in jobs, or juggling caring responsibilities to attend interviews. ou must also ensure that you give at least seven working days notice to interview a prospective candidate

6 Interviewing candidates Q. What other options of selection do I have available? A. Interviews are the most common form of selection however we do have other packages we can offer which can be used in the selection process. We are able to run numerous tests using SHL which can be conducted before interview. These include numerical reasoning, verbal reasoning, and personality questionnaires as well as bespoke profiling tools which can produce detailed information regarding candidate job fit. Some of these services will incur an extra charge and your Resourcing Specialist can give you further information on these. Q. None of the candidates who have applied are suitable, what can I do to get more candidates? A. ou should consult with the Resourcing Specialist working on your vacancy, to establish how the search for candidates can be widened. Q. Who should carry out the interviews? A. There should be a minimum of two interviewers present at all interviews. Having a second interviewer present represents good practice, as it is useful to ensure fairness and obtain an objective view of the candidate to increase interview effectiveness. Q. What questions should I ask as an Interviewer? A. ou should use a hiring manager toolkit in the first instance to form your interview pack, and then add in any relevant technical questions. Please find the Hiring Manager Toolkit in the link below, password is ppup2date. Q. What documentation do I need from the candidate at interview? A. ou will need to get documentation confirming eligibility to work in the UK. Usually this will be a passport. ou must take a copy of the original documents and certify it with your signature. ou will also need to ask all candidates to fill in a reference request form (attached below) so that we can contact referees. Q. What do I do when all interviews are complete? A. ou will need to complete and return the Interview Schedule with the details of who you would like to offer the position to and who was unsuccessful. It is also important that you provide feedback on the unsuccessful candidates, in order to ensure a good candidate experience. N.B. Feedback for unsuccessful candidates should focus only on objective and job-related criteria. Hiring a successful candidate Q. The process from filling in a new vacancy form to hiring a candidate takes 6 weeks, what if I need somebody much sooner? A. The correct process to ensure the best quality candidates using best practice recruitment does take 6 weeks and this should always be taken into account when looking to recruit. However, if you urgently need resource you may want to consider using temps or contractors instead. For contractor recruitment please see the Contractor Recruitment Process Document. For temp recruitment please dial 166 and choose option 1. Q. How do I reject unsuccessful candidates? A. Please complete the Interview Schedule with details of who has been unsuccessful and the reasons why. Please provide both positive and constructive feedback for each candidate. The Resourcing Specialist will then inform those candidates. Q. How do I make an offer to my chosen candidate? A.. For vacancies filled internally, a promotion form must be completed on the HR intranet. For vacancies filled externally, an Offer Checklist form must be completed and attached to a HR Query form along with certified ID and a completed reference request form. An HR Query

7 form can be accessed from the HR Intranet. Before submitting the relevant forms, please refer to the Recruitment & Selection Policy- to ensure that the "offer details" (salary, benefits, etc.) are appropriate to the grade. In addition, for internal candidates only, the employee's current line manager must be made aware of the recruiting manager's intention to offer the job role to the employee, before any job offer is made. All employment offers and supporting documentation must be compiled and sent to successful candidates by the HR Service Centre. Q. What do I need to do if I am struggling to complete the Offer Checklist Form? A. Telephone your Resourcing Specialist who has been working on your vacancy Q. How long does it take to produce a contract? A. Once the offer checklist, reference request form and certified ID have been received via an HR Query form it takes 7 days for a contract to be produced. ou should allow 3 weeks for the whole administration process to happen. The administration process includes the contract production, contract being signed and sent back, references received by the HR Service Centre and payroll and IT details to be created. Q. What do I need to do if I don't have the vacancy reference number for the Offer Checklist Form? A. If you cannot locate this on our previous correspondence, please contact your Resourcing Specialist working on your vacancy. Q. I need to change a start date, what should I do? A. our firstly need to discuss this with your Resourcing Specialist who can then liaise with the successful candidate. Assuming the candidate is happy, you will need to fill in a HR Query form on the HR Intranet and this will get changed for you. Q. What paperwork do you need from me to put my new starter on payroll? A. Firstly we need the completed offer checklist, reference request form, and certified ID sent via an HR Query form following a successful offer. Once the contract has been sent to the new starter, they will need to return the signed contract to the HR Service Centre. Once we receive references for the new starter we will forward these to you and ask you to complete the Reference Authorisation Form on the HR Intranet to confirm you are happy with their references. The reference authorisation form needs to come back before the new starter can be set up on IT and payroll. Q. How do I get my new starter set up with access to drives and shared areas? A. ou will need to raise an ISP request to IT for this. ou can only do this once you have received the employee number for the new starter which will be sent to you by the HR Service Centre.

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