RECRUITMENT AND SELECTION POLICY

RECRUITMENT AND SELECTION POLICY Last review March 2018 Next review March 2021 Purpose 1. In order to meet Canoe Wales strategic objectives and contribute towards its success, Canoe Wales recognises the need to recruit the best person for each job. This policy has been designed to ensure that all staff and directors of Canoe Wales involved in recruitment and selection achieve and maintain high standards of professional practice whilst ensuring consistent and fair treatment for all. 2. Our policy seeks to ensure that no job applicant is unlawfully discriminated against because of age, disability, sex, sexual orientation, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief (together the Protected Characteristics under the Equality Act 2010) or any other irrelevant characteristic. Principles 3. The effective recruitment and selection of people is essential in achieving Canoe Wales business objectives. A sound recruitment and selection process is therefore fundamental to this principle. 4. Recruitment is essentially an investment decision with long term implications. This policy and associated procedure are designed to assist managers to make the most effective decision in their selection. 5. Canoe Wales recognises that recruitment is a key public relations exercise; therefore, professional standards must be maintained at all times. Managers will be made fully aware of current employment legislation and notably the Equality Act 2010 to ensure that all candidates are treated equitably. 6. All applicants will be treated in a courteous and respectful manner. 7. All applications will be treated in confidence and, where possible, all applicants will be kept fully informed on the progress of their applications. Job description 1

8. A job description is a key document in the recruitment process, and must be finalised prior to taking any other steps in the process. It should clearly set out the duties and responsibilities of the job and must include: Job title Post to whom the post holder is responsible Any posts reporting to the post holder Key people/organisations the post holder will interface with Location of the job, if relevant Budget responsibilities Main purpose of the job Main duties and responsibilities. Items that should also be included in job descriptions are: A note that the post holder will uphold the organisational values of Canoe Wales and contribute to the welfare of the staff team. A statement that indicates that the post holder will undertake any other duties as appropriate to the post and the needs of Canoe Wales. Job descriptions should be reviewed from time to time to consider if full time or part time hours are appropriate as the skills required and duties may change over time. Candidate Specification 9. The candidate specification is of equal importance to the job description and informs the selection decision. The candidate specification details the essential experience, skills, personal competencies, personal skills and any specific requirements that are required to do the job. It also details all relevant information such as salary, tenure, holidays, hours, benefits and notice period. 10. The candidate specification is specific, related to the job, and not unnecessarily restrictive - for example only qualifications strictly needed to do the job should be specified. The inclusion of criteria that cannot be justified as essential for the performance of the job is covered by the Equality Act 2010. 11. For some jobs a particular qualification may be essential, while for others no single qualification may be appropriate and a particular type of experience may be just as relevant as a formal qualification. Where qualifications are deemed essential these should reflect the minimum requirements necessary to carry out the job to an acceptable standard. 12. A template for a Job Description and Candidate Specification is included in this policy as Appendix A. Advertising a vacancy 13. Before any post is advertised externally, it will normally be advertised internally. Where previous recruitment attempts have proved unsuccessful, or the post is within a 2

specialised field, for which Canoe Wales does not have a sufficient pool, or wishes to extend the pool, the post will be advertised externally immediately. 14. An advert must be authorised by the CEO before any advertisement is placed. All posts must be advertised on the Canoe Wales website. The majority of posts will be advertised in other local, specialist and national publications. All posts must be advertised for a minimum of two weeks to help attract the best pool of applicants. 15. The advert should be written using the criteria from the candidate specification reflecting the minimum requirements for the post. It should contain the following statement: Canoe Wales is an equal opportunities employer; we welcome applications from all members of the community. As part of our commitment to equality, we have a policy of guaranteeing an interview for all candidates who meet the minimum requirements for the role and identify themselves as disabled as part of their application or in their Equality Opportunities Monitoring Form. It is acceptable to use the Job Description and Person Specification as the full advert for the post, provided that details of how to apply are included in the document. 16. Where appropriate, the advert should be phrased to indicate options for flexible or parttime hours, for example: Up to 37.5 hours a week available. This is to attract suitably qualified candidates who may not be able to work full-time or who might be attracted by a flexible, results-oriented work culture without fixed hours. 17. Where the interview date is known this should be included in the job advert. 18. The Equality and Human Rights Commission advises that 'word of mouth' recruitment is likely to be indirectly discriminatory. It is very important therefore that all posts are advertised as widely as possible in media that reach underrepresented groups and that all applicants are dealt with in the same way and given the same information and opportunity to make an application. Application Form 19. All candidates are asked to complete a Canoe Wales Application Form which is returned to the CEO by the closing date. Equal Opportunities Monitoring 20. All applicants will receive an Equal Opportunities Monitoring Form. These will remain with the CEO for monitoring purposes as well as to identify any special requirement some may need for their interview. However, the Equal Opportunities Monitoring Form will be removed before application screening takes place. 21. Annually the CEO will produce a report for the Board which has analysed the information from the Equal Opportunities Monitoring Forms and provided some conclusions/recommendations for future action. Shortlisting and Interviews 3

22. Once the closing date has passed, the CEO will convene a meeting of a shortlisting panel to review the applications received. Where possible or appropriate, names and selected biographical details will be removed before the panel sees the applications to reduce unconscious bias. 23. Candidates will be shortlisted in accordance with a set of specified criteria and panel members should detail their decisions relating to each applicant on the Shortlisting Form. Consistency of shortlisting is critical in meeting good practice and equal opportunity guidelines. Records of shortlisting will be retained for up to six months should there be any queries about the shortlisting process. 24. Unsuccessful applicants will be informed via email. Where a high volume of applications has been received, the email may include a statement that Canoe Wales will not be able to provide feedback to all applicants. 25. Interviews for shortlisted candidates will be held at appropriate and accessible locations and times. 26. The CEO or appropriate Senior Manager will chair interview panels for senior posts. Other panel members will be appointed by the CEO or Senior Manager at his/her discretion. 27. Interview panels will comprise of a minimum of two interviewers. Where possible, all members of the interview panel should have taken part in the shortlisting process. External advisors may be included at the discretion of the appointing manager. 28. As a minimum, the Chair of the interview panel should have received training on equality. 29. Interview questions will be compiled by the interview panel members. Questions will be relevant to the specified criteria of the post. At no point should the panel ask candidates questions that are not relevant to the requirements of the role this includes questions about marital/civil partnership status, family/caring responsibilities, or future plans in relation to family/caring responsibilities. 30. At the end of each interview, each panel member must complete a Candidate Scoring Sheet in order to determine the best candidate for the post. These will be kept on file for six months by the CEO. 31. Where possible, unsuccessful candidates should be informed by phone call to allow them to ask questions and request feedback. Where a high volume of candidates has been interviewed or it is not possible for whatever reason to call the candidate, it is acceptable to inform the candidate via email. However, the email should offer to provide feedback to the candidate about why they were not selected for the post. Pre-Employment Checks 4

32. No new employee may commence employment until all appropriate pre-employment checks have been carried out. 33. References will not be pursued without the candidate s permission. Posts may be offered subject to the receipt of two satisfactory references. 34. A conditional job offer for a post which involves regulated work with children will require the prospective employee to be the subject of a DBS Check. 35. Canoe Wales undertakes to discuss any matter revealed in a Disclosure with a prospective employee before considering the withdrawal of a conditional offer of employment. 36. A prospective employee will commence employment when all relevant pre-employment checks have been satisfactorily completed. Appointment 37. The CEO will issue an appointing letter, subject to the satisfactory completion of all preemployment checks. 5

APPENDIX A JOB DESCRIPTION TEMPLATE [INSERT JOB TITLE] [Insert a brief summary of the role this can be written formally or informally depending on the type of candidate you are hoping to recruit. You should include information about the main purpose of the role, any key people or organisations that the role might interface with and any budget responsibilities.] Job Details Contract period and working hours, if applicable: This is a [permanent/fixed term] position that offers the following working hours [Insert working hours, for example: Monday to Friday with up to 40 hours a week available or Flexible working days/hours and options for job-sharing with up to 20 hours a week available. ] Location: [insert location] Salary: [insert salary range] Benefits: [insert benefits, including annual leave and pension] Reporting to: [insert job title of line manager] Direct reports: [insert job titles of all staff reporting to this role or delete if appropriate] Job description Your primary responsibilities will include: Insert here a list of the candidate s primary responsibilities This list should be as detailed and comprehensive as possible to ensure that we recruit candidates with the correct skill set and that they are fully aware of what their responsibilities will include. You should also include the following two responsibilities: Uphold the organisational values of Canoe Wales and contribute to the welfare of the staff team. Carry out any other duties as appropriate to the post and the needs of Canoe Wales. Person specification [Insert a brief description of the kind of person that would be ideal in the role, for example: We seek an enthusiastic, member-focused individual who is prepared to learn as well as contribute to the ongoing success of Canoe Wales. You need to have a strong work-ethic, 6

be extremely adaptable and great at dealing with members from a range of different backgrounds and disciplines.] Essential Desirable QUALIFICATIONS RELEVANT EXPERIENCE A degree or equivalent 3rd level qualification which can be proven relevant to the post or 4 years full-time (or part-time) equivalent experience working in 3 of the 4 following environments; sports management, performance development, talent development, athlete support services. A proven track record as a leader and a manager within high performance sport with experience of business management processes such as financial management, human resource management, business planning, etc. 3-4 years of full time (or part time equivalent) experience in an environment that involves performance sport management and the development of talented athletes and delivery of performance coaching and/or management within sport (with priority being given to experience within canoe sport). Demonstrable experience of working with systems that support performers across a number of stages of their successful development (evidenced by detail of results of athletes in UK and/or international events), understanding the needs of young people. A British Canoeing UKCC level 3 coach. Discipline specific coaching module in either slalom or other competition disciplines. Is able to demonstrate a track record with current technical knowledge and experience of performance planning within canoe sport. High level national and international experience as an athlete, coach or manager 7

Demonstrable experience of successfully working with groups of coaches, staff and volunteers in a high-performance environment. KNOWLEDGE AND SKILLS Demonstrable management and decision-making skills. Evidenced ability to successfully prepare, submit and manage a funded long-term development strategy within sport, and ideally within high performance sport. Ability to draft, monitor and manage the performance team budget, including understanding of standards of accountability expected by funding agencies. Knowledge and understanding of Long Term Athlete Development Models and ongoing research. Demonstrate a passion for the sport and an ability to motivate and energise others, making the sport enjoyable through meeting the needs of individuals. Knowledge of the specific preparation needs of athletes and coaches in training Able to support athletes in their transition from club to National level, building effective relationships with athletes, coaches, parents / carers and volunteers. Competence in the use of software packages for business purposes, website maintenance and social media sites. PERSONAL QUALITIES CIRCUMSTANCES Ability to demonstrate integrity and appropriate working relationships with key partners. Ability to demonstrate confidence, empathy, enthusiasm and initiative, while being presentable and articulate. Ability to think creatively and understand a wider context. Current full driving licence and access to transport to meet the requirements of the post. Willingness to seek personal development opportunities. 8

Able to regularly work unsocial hours including evenings and weekends with overnight stays when required. Satisfactory Disclosure and Barring Service certification. Guidance Notes: The post-holder's duties must at all times be carried out in compliance with Canoe Wales Equal Opportunities Policy, Safeguarding Policies and British Canoeing s Coaches Code of Conduct. You will also be responsible for ensuring the health and safety of all relevant staff, volunteers, personnel and resources as per the requirements of the Health and Safety at Work Act 1974. This is not a 9 to 5 position and flexibility will be required, with working hours based around coach, athlete and staff availability. While there will be travelling in the role, the majority of activity will be in Wales and at Nottingham and Lee Valley and travel time/expenses will be calculated using an agreed home working location as the work office. There is also the possibility of setting up the successful candidate with a desk at our head office in Bala or at a location to be determined in Cardiff. How to apply Canoe Wales is an equal opportunities employer; we welcome applications from all members of the community. As part of our commitment to equality, we have a policy of guaranteeing an interview for all candidates who meet the minimum requirements for the role and identify themselves as disabled as part of their application or in their Equality Opportunities Monitoring Form. Please visit the Vacancies page on our website for full details of how to apply, including how to access our online recruitment portal: https://www.canoewales.com/vacancies [Insert closing date for applications and expected interview dates] 9