Recruitment and Selection Policy and Procedures (Employees)

Transcription

1 Recruitment and Selection Policy and Procedures (Employees) The Policy This policy exists to ensure that York Mind is able to provide the best quality service through the maximum utilisation of existing employee s talents and the external recruitment of the most suitable candidates. York Mind acknowledges that recruitment is a two way process. It is essential that all candidates have sufficient information about our opportunities and are dealt with in a fair and courteous way and understand how our recruitment process works. This policy covers core procedures and best practice in recruitment and selection activity relating to defining the role, attracting applications managing the application and selection process and; making the appointment. York Mind`s Recruitment and Selection Policy aims to: meet the needs of the organisation provide a quality service to job seekers that is fair, transparent, consistent and equally accessible help promote a good image of York Mind as an employer and service provider take account of diversity and inclusion at all stages of the recruitment and selection process adhere to statutory regulations and agreed best practice be consistent across all of the services which we provide York Mind will ensure that: all appointing staff are aware of the York Mind recruitment and selection policy and procedure (and at least one panel member has completed recruitment and selection training) all vacancies are advertised at least internally within York Mind and (where appropriate) in accordance with funders requirements all external vacancies reach as wide a pool of potential applicants as practicable clear job descriptions and person specifications are in place for every job Scope This recruitment and selection policy and procedure applies to all employees, trustees and service users involved in the appointment of employees. A Separate policy and procedure exists for the recruitment and selection of volunteers across York Mind (see Volunteer Policy). It is the responsibility of the Chief Executive Officer (CEO) to formally review this policy and procedure bi-annually or sooner in the event of changes to legislation and York Mind policy. Further guidance The York Mind Recruitment and Selection Policy and Procedure should be read in conjunction with other relevant policies and procedures where appropriate for

2 example the Recruitment of Ex-offenders, Redundancy, Equal Opportunities and Diversity Management and DBS disclosures. The procedure for the recruitment and selection (Employees) This procedure is designed to assist with the recruitment and selection of the best candidate in a fair and consistent manner in accordance with the Recruitment and Selection policy. Recruiters must adhere to this procedure and where relevant must agree decisions and approaches with the CEO/Head of Service. Approval to recruit for a post Approvals to recruit for a post must be sought from CEO/Head of Service. There are a number of possible scenarios that trigger the need to request approval to fill a post including: 1. The current post holder leaves eg. through resignation, retirement or dismissal 2. The current post holder changes job within the organisation eg. through promotion; demotion; redeployment 3. The creation of a new post 4. Business restructuring/tupe Defining the role: Managers need to think about the job that has become vacant. Before starting the recruitment process managers should carefully consider the post and make sure that it still meets the needs of York Mind. Some questions to consider include: is the job needed in its current format? is it permanent or temporary? is it fulfilling its purpose? can the duties better distributed between existing staff? does the job specification reflect future organisational requirements? are the working hours still appropriate? is funding in place to enable the post to be filled? Existing job descriptions may need to be revised to ensure they are accurate and reflect the job requirements. The Job description describes the duties, role and core working arrangements of the employee and should be short and to the point, have clear and precise statements about the main purpose, duties and expected achievements of the job; use plain jargon free language; reflect performance standards and outputs rather than a list of tasks and duties and; should be kept up to date and aligned to service requirements. A job description template can be found at appendix 1. Person specifications set out the knowledge, skills, experiences and behaviours which enable a person to carry out their job successfully. It should identify where qualifications are needed and how applicants can be assessed against essential or desirable criteria. The criteria set out in the Person specification must form the basis

3 of the interview questions. A person specification template can be found at appendix 2. A Job description and Person specification is produced for each vacancy and signed off by the CEO/Head of Service. Attracting applications: Managers must decide if the recruitment is targeted at internal or external candidates. The recruitment method will be agreed by the Chief Executive Officer/Head of Service taking into account diversity and inclusion, potential market and budget constraints. Consideration must be given to staff whose posts are being made redundant and for whom re-deployment is being sought. The following options are available: Internal advert only open to employees and existing volunteers (an employee is a member of staff who is in receipt of a current contract of employment from York Mind and is paid directly by the organisation, agency staff are excluded). By agreeing to advertise internally in the first instance York Mind recognises the skills base of employees and existing volunteers looking for a vacant post as a promotion opportunity or to use their skills elsewhere within the organisation. The advert will be ed to all employees and existing volunteers and posted on notice boards as appropriate. External advert - open to employees, volunteers and external applicants. Adverts can be ed to employees; posted on notice boards; posted on York Mind website; advertised in local and national press and/or job centre plus and; other appropriate publications or media. Prior to placing the advert (internally or externally) it must be checked and approved by the CEO/Head of Service. The closing date for advertisements will normally be at least three weeks from the date the advert is placed, unless special circumstances prevail in which case an amended closing date will be discussed and agreed with the CEO/ Head of Service. The standard format for external adverts (appendix 3) should be clear and include:- requirements of the job name of organisation and brief details of its activities, job location post title terms eg. hours, salary, contact length brief details of the post and/or the basic applicant criteria as stated on the person specification details of method of application, address, telephone number, and closing date and time Application packs are available for download from York Mind website and (as a minimum) include:-

4 Introductory letter (appendix 4) Application Form and recruitment monitoring form (appendix 5) Our Commitment to equality and diversity (appendix 6) Job Description (appendix 1) Person specification (appendix 2) Guidance applying for jobs with York Mind (appendix 14) Other information to help applicant to decide whether to apply (this may vary by job but care must be taken to promote professionalism and the image of York Mind as an employer by providing a `one organisation approach) Under the Disability Discrimination Act 1995 it may be necessary to offer application forms in different formats. Hard copies of application packs are only posted out in exceptional circumstances and CVs are not accepted. Receipt of (hard copy) external applications will only be provided where the applicant has provided a stamped addressed envelope. All job applications will be returned via the York Mind dedicated box which will send an automatic response to the sender acknowledging receipt of the application and stating the times scale within which they should expect to hear from York Mind. The recruiting manager will be responsible for updating the automated message and checking the box. A vacancy folder will be set up for each position. Applications received will be date stamped, logged as received and placed in the vacancy folder. The Interview Panel The CEO/Head of Service will agree an appropriate interview panel which will: Assess the application forms received Select the appointable applicant Give feedback to applicants (where requested) Agree any additional methods of assessment which are clearly linked to the person specification (for example presentations, ICT skills, case studies etc.) The chair of the panel (usually the line manager of the post being filled) will be responsible for coordinating the recruitment and selection process and ensuring that it is carried out fairly. As part of service user empowerment York Mind will endeavour to appoint a service user as a panel member. As a minimum, one member of the interview panel must have undertaken recruitment and selection training and have an understanding of equality and diversity. At least one member of the interview panel should be involved in the shortlisting process. The first task of the interview panel is to agree timescales including advert publishing dates, closing dates, interview dates, desired start date etc. If a disabled application has requested a reasonable adjustment to overcome a disabling barrier to their application, then the panel must consider this for example; the application process or assessment process could be modified in some way.

5 Shortlisting After the closing date, the chair of the recruitment panel will identify a short listing panel of at least two people (one of which must also be on the interview panel). The role of the shortlisting panel is to (individually) assess each applicant s suitability, using the shortlisting score sheet (appendix 7). The shortlisting panel would then discuss their individual assessments and reach a final agreement on which applicants should be shortlisted and invited to interview, this is documented on the shortlisting form (appendix 8). The Chair of the recruitment panel will arrange for shortlisted applicants to be invited to attend interview (by telephone, or letter). The invitation to attend interview template (appendix 9) should be used this gives the date, time, venue, details of any additional assessment methods (e.g. type of exercise and duration) and asks if they have any additional needs e.g. travel or disabilities. The shortlisting form (as agreed by the panel) remains on file as this will be used by the Chairperson for giving feedback should unsuccessful applicants request this. Interview Process The interview panel will consist of the interview panel appointed (by the CEO/Head of Service) to oversee the process. At least one member of the interview panel must have been involved in the shortlisting process. A service user may also be present on the panel. Good interviews have a clear plan which helps the panel to be focused, objective and have scope for flexibility and necessary freedom for probing, supplementary questions as required. It is the Chairperson s responsibility to ensure that a structured interview plan is in place which covers: Introductory opening Schedule of questions to ask (agreed by the panel) and agreement about who will ask each question the agreed questions must be used consistently across all interviews and must be based on the essential and desirable criteria set out in the person specification Time for applicants to raise any issues/ask questions Close of interview and explanation of next steps Prior to interview the Chair will arrange for an interview pack to be collated for members of the panel. This will include: Job Description and person specification Questions Short listing form (appendix 8) Application forms Before the interview commences, a copy of the candidates `right to work original document 1 should be taken to verify their eligibility to work in the UK. Throughout 1

6 the interview, the panel should focus on the requirements as set out in the person specification. After each interview, panel members should consider all the evidence gathered from the applicant, referring to their notes as necessary. Panel members should use a scoring sheet to help them to identify how well the candidate met the requirements. When the interviews are complete, along with any additional assessment methods used, the full panel should meet to discuss their assessments of the applicants. Where the decision is not conclusive, the panel should refer back to the candidates application form. Total marks will be compared to ensure panel consistency and any large discrepancies between panel members will be fully discussed. All panel members may contribute but the final decision is based on the final scores. NB. No information gained outside of the application form or interview process should be taken into account. Notifying Successful Applicant The successful candidate will be notified of the Panel s decision within 3 working days (following the date of the last scheduled interview), this will be followed up in writing using the standard template (appendix 10). All appointments are offered at the lowest point of the salary band within which the post falls and are conditional and subject to satisfactory clearances i.e. Two (written/ ) references Pre-employment checks (e.g. disclosure and Barring Scheme Enhanced Criminal check (where appropriate) for adults and children Right to Work in the UK (e.g. passport, national insurance number of evidence of the right to work in the UK) York Mind reserves the right to conduct additional checks on any individual s identification, references or driving evidence where it is deemed necessary by the CEO/Head of Service. Provided the applicant accepts the position then the unsuccessful applicants will be notified in writing. A minimum of two (written/ ) references will be sought for both external and internal candidates using standard template (appendix 11). One of the referee s should be the applicant s current/last employer. If the candidate has had no previous employment two personal references should be requested. The referees should not be related to the applicant. Anyone who has been asked to act as referee for any candidate will not take part in the recruitment process. Oral references shall not normally be sought or accepted, unless confirmed in writing. If references are not returned then a re-request should be made. If the reference is still not received the applicant should be asked to supply an alternative referee. The panel should review the references and seek clarification with referees if there are any concerns. Any doubts about the suitability of the applicant s reference should be discussed with CEO/Head of Service and, if necessary any offer of appointment will be withdrawn. Details of this must be recorded. York Mind will allow its employees to access references held about them unless the referee

7 specifically requests that they do not wish the reference to be seen by the person concerned. To meet the requirements of the Data Protection Act 2, the completed paperwork i.e. original applications, Interview Scoring Sheets, interview notes, assessment sheets must be retained for a period of 6 months in a place where confidentiality can be maintained. Panel Members interview packs must be returned immediately to the Chair for confidential disposal. Notifying unsuccessful applicants Unsuccessful applicants will be notified of the Panel s decision by telephone, or letter or using the standard wording (appendix 12) Feedback to unsuccessful candidates If requested, feedback should be provided as quickly as possible. This includes feedback from any tests and exercises as well as assessments from the interview. The feedback should be balanced (strengths and weaknesses). If written feedback is requested, this must be checked with the CEO/Head of Service in the first instance. Internal candidates who feel they have been treated unfairly at any stage of the recruitment process may register a grievance under York Mind`s Grievance policy. External candidates may also complain if they feel they have been treated unfairly by raising their concerns through York Mind`s Complaints policy. Where a complaint has been made, internally or externally, the Chief Executive should immediately suspend any appointment for the position in question and appoint an investigating officer, provided that no contractual obligations have been entered into with the selected candidate. When investigating a complaint /grievance, the investigating officer will take account of a range of factors including the shortlisting, interview and selection process. Giving references for former/current employees Any external requests for references must be referred to the employee s former/current line manager who will respond on behalf of York Mind. References should be fair, accurate and capable of substantiation. They should be written on the basis that York Mind would have no problem with the individual reading its content. Negative issues such as gross misconduct or events giving rise to a disciplinary process should be mentioned in a way that is accurate and correct. The content of a reference should include: Date of engagement/date of leaving Job title at the time of leaving the Organisation Reason for leaving Absence records 2 July-2011.pdf

8 Where an employee has not provided a reference request form the York Mind standard request form (appendix 13) should be completed. Occasionally line managers may be asked to complete a personal reference for a former employee. Line managers may provide a personal reference, but must make it clear that the reference is given on their own behalf and not on behalf of York Mind. Personal references should therefore be on plain paper and not on York Mind headed notepaper. References should always be treated as confidential. York Mind may however, be required to disclose a reference to a statutory agency or court. In such cases, legal advice should be taken. Specific UK legal requirements on recruiters 3 There are a number of areas where the law imposes specific requirements on recruiters. The right to work in the UK Employers are subject to statutory penalties for employing foreign nationals who do not have lawful permission to work in the UK. Employers are responsible for checking and copying a job applicant s right to work original documents to verify their eligibility to work in the UK. Employers who do not carry out the appropriate checks face potential penalties including significant fines. Guidance on how to carry out right to work checks and what documents can be accepted is found on the government website: Criminal records checks An employer may request a criminal records check as part of the recruitment process. These checks are designed to assist employers in making safer recruitment and licensing decisions. Organisations should develop policies on employing people with criminal records and make appropriate changes to their recruitment and employment practices. This includes assessing and managing risk and implementing safeguards. Employers need to ensure particular rigour and vigilance when recruiting people to work in regulated activities with children or those in vulnerable groups. The Disclosure and Barring Scheme (DBS) can carry out three levels of checks on employees: basic, standard and enhanced. The DBS can also give guidance on criminal records checks for overseas applicants from 63 countries. Further information is available on the DBS website 3

9 Pre-employment health checks Section 60(1) of the Equality Act 2010 generally prohibits employers from asking applicants questions about their health before a job offer is made. This does not affect the employer s responsibility to make reasonable adjustments for disabled job applicants to overcome the disadvantages they may experience during the recruitment process. Recruitment and selection checklist (Employees) This checklist should be used in conjunction with the York Mind Recruitment and Selection Policy and Procedure for the recruitment of employees. It is the responsibility of the Chairperson to ensure that the recruiting panel adheres to York Mind s recruitment and selection policy and procedure. Approval to recruit and defining the role CEO/Head of Service approval to recruit obtained Job description reviewed/ new job description produced (whichever is applicable) Person specification reviewed / new person specification produced (whichever is applicable) Job description and Person Specification approved and signed off by CEO/Head of Service Attracting applications Method of attracting applications (internal or external) agreed by CEO/Head of Service Existing staff at risk of redundancy or redeployment have been considered Advert produced, checked and approved by CEO/Head of Service Advert placed in accordance with the recruitment and selection procedure Job application pack produced (see guidance) and published on York Mind website The automated response message on the York Mind`s dedicated box (vacancies@yorkmind.org.uk) has been updated with details of the current vacancy. This includes the timescales within which applicants should expect to hear from York Mind Receipt issued to applicants who submitted a hard copy application form and have requested a receipt and have provided a stamped addressed envelope Vacancy folder set up All applications received are date stamped, logged and placed in the relevant vacancy folder The Interview Panel CEO/Head of Service has agreed an interview panel which includes: a named chairperson a service user (where possible) At least one member of the interview panel has attended recruitment and selection training (including equality and diversity) Interview panel have agreed timescales e.g. publishing dates for advert, closing dates, interview dates, desirable start dates etc.

10 Taken into account any requests for reasonable adjustments? Shortlisting The shortlisting panel has been established (at least two people are involved in the shortlisting process, one of which is a member the interview panel) Shortlisting is carried out individually (and is only based on essential and desirable criteria as set out in the person specification) The shortlisting panel meet to agree on final shortlist and document the outcome on the shortlisting template Candidates are invited to attend interview (by , letter or phone) using the invitation to attend interview wording (appendix 9). Follow up phone invites in writing Pre- Interview process At least one member of the interview panel is involved in the shortlisting process A service user is a panel member (where possible) An interview plan has been developed, by chairperson) which includes: Introduction, agreed questions, opportunity for applicants to ask questions and closure and next steps/timescales for decision Interview pack is collated for the panel members (to include: job description, job specification, questions, scoring sheets, application forms) The interview `right to work documentation photocopied either before /after the interview Implement the interview plan all applicants are asked the questions agreed by the panel After each interview, panel members individually complete their scoring sheets Post interview On completion of all interviews panel members meet to discuss their assessments and agree the most suitable applicant (this must be based on the final score) Verbal offer of employment made to the successful applicant, within three days of concluding all interviews. All offers are subject to satisfactory clearances. Offers are followed up in writing Unsuccessful candidates notified and feedback provided where requested Two references Requested References Reviewed and (if appropriate) concerns discussed with the CEO/Head of Service Disclosure and Barring Service forms completed Paperwork The following original documents must be retained (for a period of 6 months) in a secure, confidential storage facility: original application forms, shortlisting scoring sheets, shortlisting form, interview notes and any assessment sheets. All copies are destroyed. Appendices: Recruitment and selection standard documents Employee Appendix Description 1 Job description & Example Job description

11 2 Person Specification 3 Sample external advertisement 4 Introductory letter 5 Job application form and recruitment monitoring form 6 Our Commitment to Equality and Diversity 7 Shortlisting score sheet 8 Shortlisting form 9 Invitation to attend interview 10 Notifying successful applicant letter 11 Reference request 12 Unsuccessful applicant - wording for letter/ 13 Requested references 14 Guide to - applying for jobs with York Mind

12 Appendix 1: Job Description Job Title: Hours (including working days) Salary: Prorata/full time/part time Responsible to: Responsible for: Primary Base: Aim of the post: Main deliverables: Main duties: Essential qualifications: The post holder will carry out any other duties, which are within the scope, spirit and purpose of the job as requested by the line manager. If duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.

13 Appendix 1a: Example Job Description Job Title: Office Support Manager Hours (including working days) 30 Hours (4 days per week, can be worked over 5) Salary: Prorata/full time/part time Responsible to: 25,000 pro-rata Head of Services (Befriending, Young People Training and Single Point of Access) Responsible for: Volunteer receptionists and Cleaning operative Primary Base: Aim of the post: Highcliffe House, Highcliffe Court, York This is a six month position which will work alongside the Senior Management Team to provide managerial support to review existing organisational administrative and support systems, identify areas for improvement and development and implement any recommendations. These systems will include HR, IT and volunteer recruitment and support. Main deliverables: 1) To review York Mind s existing HR and IT systems including the website and identify areas for development and how these can be implemented to best meet the needs of York Mind 2) To review existing support systems including our building, recruitment and induction procedures for all staff and volunteers across services 3) To provide day-to-day managerial support around the running of a busy office environment including reception and petty cash systems 4) Provide support for the recruitment of staff and volunteers 5) To support the delivery of Health and Safety procedures 6) To ensure all existing policies are current and corresponding procedures are being carried out in accordance with these policies Main duties:

14 A) To work within the aims and objectives of Mind To ensure a commitment to Quality Management in Mind working within the policies and procedures of York Mind. B) Management and Support To manage the effective co-ordination of reception cover by staff and volunteers To manage the office cleaner and ensure a high standard of cleanliness throughout the building Engage with line management, supervision, training and development as per York Mind policies and procedures. Ability to work as part of a team and work co-operatively with colleagues. To be prepared to give and receive support from others in the team as appropriate. To attend staff team meetings and participate in the work of the team. C) Facilities and Office Maintenance and IT Ensure the building and offices are maintained to a high standard Provide support to services and teams delivering services from Highcliffe House Liaise with our IT company when required to ensure IT systems run smoothly and up-to-date and maintained D) Enabling volunteers to fulfil their role To provide support to reception volunteers as required To support services in their recruitment and induction of new volunteers as required To support volunteers engagement with York Mind To provide volunteers with information that they need, or to enable them to acquire such information for themselves. E) Health and Safety To ensure suitable procedures are being followed to safeguard the health and safety of volunteers and service users. The post holder will maintain an awareness and observation of Fire and Health & Safety Regulations. To keep up to date with key legislation affecting the post. F) Financial responsibilities To manage the administration of Petty Cash systems and ensure that all financial checks are carried out in accordance with the guidelines set down by the Treasurer and the Trustee Board of York Mind. To keep accurate records of all financial transactions including invoices and receipts, in line with York Mind policies and procedures.

15 Ordering stationery, office supplies and equipment G) Administrative To ensure that records are kept in the required manner. To be a key holder Essential qualifications: None The post holder will carry out any other duties, which are within the scope, spirit and purpose of the job as requested by the line manager. If duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.

16 Appendix 2: Person Specification Job title: Experience Knowledge and Understanding Skills and Abilities Personal Attributes Essential For example: Experience of working in a complex and pressured environment Experience of Continued Professional Development For example: Specialist knowledge of xxx For example: Educated to degree level or equivalent Proficiency in software packages to an intermediate level: MS outlook, Word, Excel, Access, PowerPoint Able to work under pressure to tight deadlines and deliver high quality material in the right way first time Strong interpersonal skills Able to develop and maintain effective and credible relationships For example: Conscientious approach to service delivery Flexible approach to working hours Non-judgemental approach to people Desirable For example: experience of the Charity Sector For example: Knowledge and understanding of mental illhealth and recovery

17 Appendix 3: Job Title Hours of Develop work/pattern your potential... of working Annual salary Add details about the job: Example wording: York Mind s Befriending service supports adults living with a range of mental health conditions by offering compassionate, one-to-one support from trained volunteers for up to 6 months. The service also provides 6 months of peer support and guided learning to enhance people s social skills and resilience, plus twelve, monthly social groups to reduce isolation. This project is funded by the Big Lottery Fund until September Working together with two other Befriending Coordinators and the Project Manager, the post holder will be responsible for recruiting, training and supporting volunteers, assessing and matching clients with volunteers, and supporting partnerships to enable clients to work towards and achieve self-defined goals. Excellent communication, team working, organisational, time management, and ICT skills are key requirements to make this job a success. For an application pack visit or if you need support to download an application please ring on If you would like an informal discussion about this post, please contact (add: job title, name contact phone number). Your completed application form should be returned to: vacancies@yorkmind.org.uk or posted to York Mind, Highcliffe House, Highcliffe Court, York YO30 6BP Closing date: Insert closing date date/day/year Interview date: Insert interview date date/day/year (If you cannot make this date and are interested in applying please contact us)

18 Appendix 4: Insert date Dear Applicant Insert post title Thank you for your interest in the above position. Please read the job description and person specification carefully and refer to the person specification section to tell us clearly about how your experience matches with the skills we are looking for. You should download an application from our website or if you need support to download an application or an application posting to you then please ring on Guidance to help you to complete your application can also be found on our website. Please do not send in your CV or other documentation as this will not be used in the shortlisting process. Please return your completed application by post to the address above or to All applications should be returned by closing time and date for all applications If you apply and have not heard from us by add day/month/year please assume your application has not been successful. We expect to hold interviews on the day/month/year if this date is not convenient please contact us to discuss the possibility of an alternative date. Thank you for your interest in applying for work with York Mind. Yours sincerely Name and Job title of recruiting manager

19 Appendix 5: Please down load our latest application form from:

20 Appendix 6: Our commitment to Equality and Diversity Equal Opportunities Statement York Mind has an Equality and Diversity Policy and is committed to taking a proactive approach to promoting equality in all aspects of our services including volunteering and employment. Agreement to work within this framework is a key requirement of all staff, volunteers, trustees and partner organisations. Part of our core mission is to promote equality of opportunity by reaching out to groups of people recovering from mental ill-health and emotional distress. We improve their access to recovery-focussed opportunities and improve their experience within the activities they undertake, ensuring that they can progress in ways that match their abilities and aspirations. Our services are widely publicised, not just amongst mental health organisations but with groups supporting disabled people, older people, younger people, women, lesbian, gay, bisexual, Trans people and those from BME communities. We are committed to ensuring that publicity and promotion practices are accessible and appropriate to enable anyone to access our provision regardless of gender, gender identity, marital status, sexual orientation, race, colour, nationality, religion and belief, age, disability, working pattern, caring responsibilities or political belief etc. We will provide equality of opportunity and will not tolerate discrimination. We will demonstrate our commitment by: promoting equality of opportunity and diversity within the communities in which we work and with all our employees, volunteers, trustees and partners treating our clients, colleagues and partners fairly and with respect promoting an environment free from discrimination, bullying and harassment, and tackling behaviour which breaches this recognising and valuing the differences and individual contribution that people make providing support and encouragement to staff and volunteers to develop their careers and increase their contributions to the organisation through the enhancement of their skills and abilities building in legislative requirements and best practice to all our service delivery and employee policies and procedures, and supporting these with appropriate training and guidance Every person working for York Mind has a personal responsibility for implementing and promoting these principles in their day-to-day dealings with everyone including members of the public, staff, volunteers and partners. Inappropriate behaviour is not acceptable.

21 Appendix 7: Essential attributes 1. Shortlisting Score Sheet Score between 0 and 3 with 0 being failed and 3 being an excellent answer Desirable knowledge and attributes Total Assessors Name : Signed: Date:

22 Appendix 8: Job title: Short list form Ref Name Contact details Shortlisting scores 1. Shortlisted Interview date/time Interview scores Y N

23 Appendix 9: Date Dear Job title Further to your application for the above position, I am pleased to confirm that you have been shortlisted to attend interview. The details of your interview are as follows: Date: Time: Location: Please confirm attendance no later than 48 hours before your interview date by contacting xxxxxxxxxxxxxxxx (Telephone or ). If you require a parking space or have any accessibility needs which may require adjustments to be made to your interview or our recruitment processes then please contact xxxx as soon as possible. The interview panel will consist of three people including a service user (amend as appropriate) When you attend interview please bring with you: - Proof of identity and right to work documents (see attached guidance) - Copies of certificates of qualifications attained which are essential criteria for this position (see person specification) If you are successful at interview an offer will be made subject to satisfactory references and pre-employment checks. I look forward to hearing from you. Yours sincerely Name and Job title of recruiting manager Appendix 10:

24 Date Dear I am writing to confirm your appointment to the position of XX subject to the receipt of satisfactory Disclosure and Barring Service checks and references. If applicable add details of the contracted period and details of any probationary period The headline terms and conditions for this position are: Salary : Holidays: Pension: Contracted Hours: Please contact xxxxxxxxxxxxxxxxx to confirm acceptance of this job offer and the start date of Add day/date/year and agreed working arrangements e.g. days. We look forward to welcoming you to York Mind and working with you in this new role. We hope you find the work both interesting and rewarding. Yours sincerely Name and Job title of recruiting manager

25 Appendix 11: Date: day/month/year Add Name and Address of referee Dear Add name of referee Re: Add name and address of applicant I have been given your details as a referee by name of applicant who has been offered the position of Job title within our organisation subject to satisfactory checks and references. I have attached a copy of the job description and person specification for the post. I would be grateful if you could take a few moments to complete this reference form and return it by (add date). Please complete the appropriate section depending on your capacity as a referee: Current or former employer (complete sections A & D) Current or former tutor (complete section B & D) Personal friend or acquaintance (complete section C &D) Section A (to be completed by current or former employer) The applicant and your organisation: In what capacity did you employ the individual? Job title (s) From To Absence: In the last two years of employment with you: How many days of sickness absence from work did they take? How many periods of sickness absence did they take? Number of parental leave weeks taken The applicant and their job: Does the applicant have any disciplinary actions on their file or are they subject to an investigation or disciplinary? If yes, please provide details Would you re-employ the applicant?

26 Section B (to be completed by current or former tutor) Academic Institution From To Section C (to be completed by Personal friend or acquaintance) How long have you known the applicant? Section D (to be completed by all referees) Attached is a job description for the position the applicant has applied for. Please use this space to comment on their suitability for the post. Any other relevant comments you wish to make regarding the applicant? Add details of person completing this reference: Name: Position: Signed: Date: Contact number/ Please return this reference to: add address for recruiting manager Yours sincerely Add Name and job title of recruiting manager Appendix 12:

27 Add date date/month year: Dear xxxxxxxxxxxxx Job title add title Thank you for your application for the above position. Unfortunately, I have to advise you that you have not been successful on this occasion. I would like to thank you for your interest in the post and the time you have taken to complete your application. I would also take this opportunity to wish you every success in the future. Yours sincerely Name and Job title of recruiting manager

28 Appendix 13: Name and Address of organisation requesting reference Date: day/month/year Dear enter name of person requesting reference Re: Add name and address of applicant Further to your request for a reference for the above person I can confirm that xxxxxx: Was employed with York Mind in the role of xxxxxx from (date) to (date) Had xxxx days sickness over the previous 12 months, which consisted of xxx periods of sickness and; Was/was not subject to any disciplinary action or investigation during their employment with York Mind With regards to the applicant`s suitability to this position. Add comments about how suitable the applicant is for this position). Yours sincerely Name and Job title of recruiting manager

29 Appendix 14: Tips for applying for jobs with York Mind Have a look on our website to get a feel for who we are and what we do; Read the job description and person specification carefully; Use the person specification as a check list to identify how your experiences match with the skills that we are looking for; Read through the job application form and carefully follow any instructions given under each section of the application form. WRITE - If you have any accessibility needs, then let us know as soon as possible; Wherever possible try to word process your application as it will be easier for you to make any changes if necessary; remember CV s are not accepted. If you do chose to produce a hand written application this should be clearly written using black ink; Produce multiple drafts of your application form until you are completely happy with your response to each section; Check your application for spelling and grammatical errors; Keep a copy of your completed application form. INCLUDE - Our application form is broken down into a number of sections so ensure you have completed each section. The relevant experience section forms the bulk of the form, carefully re- read the person specification when completing this section as this will provide you with information about what York Mind is looking for in terms of essential and desirable skills, knowledge and experience; Be concise in your answers, you have a limited amount of space on the application form. SEND - If sending a hand written application ensure your handwriting is legible, this includes the envelope; If posting your application form, remember to address and package your application according to instructions and make sure you use sufficient postage; If you are ing your form to us, it is a good idea to submit it shortly before the deadline just in case there are computer issues which may leave you in a position where you are unable to submit your application. Good luck with your application!