RECRUITMENT AND SELECTION PROCEDURE 1. PURPOSE 1.1 This procedure is in relation to recruitment and selection, and has been agreed between South Yorkshire Passenger Transport Executive (SYPTE) and UNISON; it shall apply to all such undertaken within the organisation. This procedure provides all employees and potential employees with the information on how the recruitment and selection process will be implemented within the organisation. 1.2 This procedure sets out the rights and obligations of employees/potential employees, line managers and SYPTE. 1.3 Through effective Recruitment and Selection SYPTE are able to ensure their organisational needs to be met by ensuring appropriate candidates are identified to match required job roles, encompassing SYPTE s competency framework (see separate document), also ensuring that the processes used are in line with relevant equality and diversity standards and legal requirements. 1.4 The introduction of competences into the recruitment and selection procedure allows SYPTE to more accurately assess the skills and behaviours of candidates and address appropriate learning at an earlier stage. Competencies provide a consistent approach in the management and development of our employees from initial recruitment through to, induction, Valued (appraisal process), learning and development and career progression. 2. GENERAL PRINCIPLES 2.1 The Recruitment and Selection Procedure applies to employees/potential employees, line managers and SYPTE. 2.2 The procedure outlines the process(s) that should be followed in relation to all recruitment and selection processes within the organisation, any process not covered within this procedure will be agreed in the first instance with the Head of Organisational Development and/or the Human Resources Manager. 2.3 The procedure identifies the processes that should be followed when it is identified there is a need for recruitment to take place along with how the selection of a candidate is applied. 2.4 The introduction of the competency framework will enable the organisation to identify personal skills and behaviours and how these can be developed into strengths to support everyone in recognising how they can contribute to achieving the best results.
2.5 Competencies are the collection of knowledge, skills and behaviours that are required to perform a task, usually described in terms of observable and measurable behaviours. 3. RECRUITMENT PROCEURE 3.1 Once it has been identified that a vacancy has arisen within a department/section the following procedure(s) should be followed, when seeking agreement for recruitment to take place 3.1.1 New job role report to the Human Resources & Standards Committee (HR&SC) 3.1.2 Replacement/revisions to existing job role appropriate paperwork to the Directorate Management Team (DMT) 3.2 New Job Role Where it is identified the need for a new job, it is the Line Managers responsibility to complete and submit a report to the HR&SC (see appendix 1) outlining the post, the reason(s) why the post is needed. A Job description should also be submitted with the report, and this should be devised in conjunction with a member of the Human Resources Team. Once the job description has been completed the appropriate job evaluation will be completed. 3.3 Replacement/revisions to existing job role Requests to recruit vacancies must be approved by the Directorate Management Team (DMT). It is the Line Manager s responsibility to complete the Vacancy Management Process (VMP) form (appendix 2), a job description should also be submitted with the report, and this should be devised in conjunction with a member of the Human Resources team. The Vacancy Management process is the mechanism SYPTE has in place where all recruitment needs of the organisation are considered, the Vacancy Management Process (VMP) seeks understand: a) The business need for the post b) The consequences of not filling the post c) Why workloads cannot be reorganised or redistributed to meet this requirement d) If a management post, why workloads cannot be reorganised or redistributed to reduce management tiers e) Whether the post is future proofed in terms of the longer-term business requirements of SYPTE and the requirements of the Integrated Transport Authority; and f) The nature of the appointment.
Once authorisation is given to go ahead with the recruitment of the vacancy the Human Resources Team will complete the necessary consultation with the Trade Union (UNISON). If any changes are proposed to an existing job role and/or allowances, grade, the Line Manager should also submit a report and Job Description to the Human Resources Team for review prior to the submission of the Vacancy Management Process form to DMT. 3.4 Advertising a vacancy Once a vacancy has been approved, most vacancies will be filled using internal/external advertisements however this will be agreed with the Line Manager (and Unison if appropriate) at the outset of the recruitment process. All vacancies are normally advertised for ten working dates from the date of the advert, however this will be agreed in advance with the Line Manager and at times it may be appropriate to shorten or lengthen a vacancies closing date The following information should be provided when advertising a vacancy An brief overview of the job role The key essential and desirable qualities required for the post The grade and remuneration; Hours of work; Whether the post is permanent or fixed term; Closing date; Selection date; How to apply; Whether the post requires disclosure from the Criminal Records Bureau or is exempt from the Rehabilitation of Offenders Act. 3. 6 Selection Panel At the start of the recruitment process a selection panel will be identified and a timetable for shortlisting, and subsequent selection process, should be agreed. The selection panel should consist of the following (as a minimum) - Line Manager of the team (or senior manager) - Representative of the Human Resources Team A member of the Human Resources Team will sit on the selection panel to ensure consistency throughout SYPTE and to brief/train panel members on the recruitment & selection procedure, where appropriate.
Should a situation arise where a member of the selection panel becomes aware (at ant stage of the recruitment process) that there is a potential conflict of interest, they MUST declare this to the Human Resources Manager straight away, who will then assess the conflict and decide whether or not it is appropriate for the individual to remain on the recruitment panel. 3.7 Application Forms All applications that are submitted as part of the recruitment process should be done so to the Human Resources Team, this can be done by a number of ways, email, online or postal. All applications forms received are recorded by the Human Resources Team to ensure that any information required to be recorded and monitored in line with current legislation (for example Equality Act) is done so. The application form is designed so that the personal details and equal opportunities are separated from the skills, knowledge and experience in order that consideration of the application form is based only on job related factors (as identified in the Job description and person specification). It should be noted that members of the selection panel will not receive any information that contain Personal or Equal Opportunities Information during the recruitment process. 3.8 Short Listing Process The application forms are considered in a consistent manner to ensure equal treatment of all applicants in line with current employment law. The shortlisting of candidates is carried out against the criteria identified in the person specification. All members of the selection panel should take part in the shortlisting process. Following the shortlisting process, any internal applicant that does not meet the identified criteria will be informed and where requested feedback will be provided. Due to the number of application forms received it is not possible to notify all candidates who do not meet the identified criteria, however should a candidate contact the Human Resources Team, feedback can be provided and they would not be precluded from applying for any further vacancies within the organisation. Late application forms will not normally be considered, however in exceptional circumstances application form received after the closing
date may be considered at the discretion of the recruitment panel, after consultation with the Human Resources Manager. 3. 9 Selection Process Selection techniques applied are consistent between candidates and are designed to gather information necessary from the candidate to assess against the job requirements, which include those identified in the Job Description and Person Specification (Knowledge, Skills, and Experience & Behavioural competencies) Following the shortlisting of applications, the selection process is the same for all job grades as outlined below: Grades Process Why/reasons All Grades Competency Based Interview plus any other tests and presentations which are deemed appropriate to fully measure/assess the skills/knowledge/experience Assesses knowledge, skills, experience and behavioural competences required for the job role. Grades J and above Roles at grade J and above may also involve a Bespoke Assessment Centre where considered appropriate Level of assessment appropriate to job role It may be appropriate as part of the selection process to incorporate additional recruitment criteria into the selection process, examples of which include (this is not exhaustive): a) Informal pre-interview sessions as a group / individual basis, e.g. departmental visit; b) Skills testing, e.g. in tray exercise; c) Exercises to be completed by candidates in advance of the Interview, e.g. a prepared presentation or report. If it is deemed appropriate for any of the above, this will be agreed by members of the recruitment panel and will be identified within the Person Specification. Prior to the commencement of the selection process it may be appropriate for the recruitment panel to determine the appropriate balance between the Knowledge/Skills/Experience and Behavioural Competences required of the post. This weighting will be applied consistently throughout the selection process.
Each candidate will be assessed in a consistent and objective manner during the selection process. The most appropriate candidate is then selected on an objective basis. All unsuccessful candidates will be offered the opportunity to obtain feedback from a member of the selection panel; this will usually be by the Human Resources Team representative, with input/support from other members of the recruitment panel. 3.10 Offer of employment All offers of employment are provisional until the following information is received A minimum of two professional referees, encompassing at least the last three years of employment, will be contacted to provide information on specific job related questions for external candidates. For internal candidates a reference will be obtained from the employees existing Line Manager, where an individual is appointed to a role within a different team or section. In addition external and internal candidates where there has been a significant change of role will be required to complete a medical assessment (via a medical questionnaire) prior to confirmation of the appointment. If a requirement of the job role; a disclosure will be obtained from the Criminal Records Bureau. Once disclosure has been received careful consideration should be given to any convictions. Criminal convictions will only be taken into account if relevant to the post. Once the following is received and acknowledged by the Human Resources Team, confirmation of employment will be confirmed and relevant documentation, including Contract of Employment, Job Description and formal offer letter will be forwarded to the candidate. All new employees (and if applicable employees who have gained promotion/transfer) will receive a Corporate induction delivered by a representative of the Learning & Development Team and additionally a departmental induction, which will incorporate any immediate development needs identified during the assessment process delivered by the Line Manager. Any additional area (s) of development identified during the selection process will be incorporated into the employees Valued appraisal programme. All appointments will be subject to a six-month probationary period during which time the Line Manager will monitor performance against
agreed objectives. If the probationary period is successfully completed, confirmation of employment will be given in writing. 4 PROCEURE FOR USING RECRUITMENT AGENCIES 4.1 Permanent/Fixed Term Recruitment sourced through employment agencies On occasions it may be more appropriate to engage with recruitment agencies on a specific vacancy, this may be due to the nature of the vacancy, the specialist skills needed for the job role or the limited response received through normal advertising channels Where the decision is taken to utilise recruitment agencies, these will be sourced by the Human Resources Team, with input from the line manager. When selecting recruitment agencies to work with on a specific vacancy, the Human Resources Team will ensure compliance with SYPTE s Standing Orders and Financial Regulations when selecting recruitment agencies to work with in the first instance. Once identified recruitment agencies have been sourced and all paperwork is in place to ensure compliance with SYPTE s Standing Orders and Financial Regulations, agencies are provided with a copy of the job description and person specification. Following engagement with recruitment agencies the recruitment procedures identified above should be followed. 4.2 Use of temporary workers, sourced through recruitment agencies Where a line manager identifies the need for temporary resources and it is identified the need to source a temporary worker through employment agencies the following process should be followed The line manager should complete a temporary staff engagement form and submit to their line manager for authorisation. Once authorisation is in place, a discussion regarding the requirements should take place with a member of the Human Resources Team, so that the most suitable recruitment agencies can be approached. When selecting recruitment agencies, the Human Resources Team will ensure compliance with SYPTE s Standing Orders and Financial Regulations when selecting recruitment agencies to work with in the first instance.
Once identified recruitment agencies have been sourced and all paperwork is in place to ensure compliance with SYPTE s Standing Orders and Financial Regulations, agencies are provided with a copy of the job description and person specification. 5 MONITORING OF THE RECRUITMENT & SELECTION PROCEDURE 5.1 SYPTE will monitor on an ongoing basis the effectiveness of the application of this procedure. For and on behalf of UNISON -------------------------------------------- --------------------------------------- Chair, Branch Committee Date -------------------------------------------- --------------------------------------- Secretary, Branch Committee Date For and on behalf of South Yorkshire Passenger Transport Executive ------------------------------------------ -------------------------------------- Director General Date
RECRUITMENT AND SELECTION PROCESS Vacancy arises - Line Manager to consider whether the job role is still needed Position approved Human Resources Team consults with union re: new position or amended job description Advertising stage Human Resources Team issue internal job advert and/or liaise with communications team for placing external adverts or liaise with Recruitment Agency as per Section four If a new post, the Line Manager prepares Human Resources and Standards Committee Report to be approved. If replacement/revisions to existing JD, the Line Manager completes the Vacancy Management Paperwork to be approved. These should be completed in conjunction with a member of the Human Resources Team Human Resources Team prepares and sends recruitment packs to candidates up to closing date At closing date Human Resources Team collate and copy all application forms and ready to carry out the shortlisting process Selection Panel agrees on shortlisting and Human Resources Team send out interview invites letters Human Resources Team sends unsuccessful letters to those candidates (internal and external) any feedback required is to be given collated by the Human Resources Team from the entire selection panel. Recruitment file closed down by Human Resources Team. Equal Opportunities monitoring completed and file archived Line Manager monitors performance during six month probationary period Selection Panel agrees shortlisting and interview date inclusive of a Human Resources representative to ensure no bias. Interview questions, occupational tests, presentations, etc. are agreed. Selection/Interview date candidates interviewed & selection panel make a decision Human Resources Team contact successful candidate to make job offer, issue appointment letter send preemployment medical questionnaire details and contact referees and process the application for disclosure if required (see 3.10). Human Resources Team notifies relevant teams within People & Performance, and other departments of the new starter details. New Starter attends corporate induction. Line Manager conducts departmental induction.
RECRUITMENT & SELECTION PROCEDURE PROCEDURE FOR DEALING WITH THE RECRUITMENT OF POSTS REQUIRING POLICE CHECKS Recruitment The advert and application pack should confirm the need for disclosure and state that having unspent convictions will not necessarily bar you from employment; criminal records will only be considered if relevant to the role Selection Select the most suitable candidate for the job based on the job specification give candidates the opportunity to disclose their convictions Offer The provisional offer should be sent subject to satisfactory disclosure Obtaining Disclosure Human Resources should process the disclosure application form, once received, careful consideration should be given to any convictions and their relevance to the job using checklist Two No Relevant Convictions Relevant Convictions EMPLOY REJECT