Recruitment and Selection A - North Lincolnshire · 2018-10-16 · Recruitment and Selection A.2 improvements where necessary to ensure they are free from discrimination and promote

Recruitment and Selection

A.2

1.0 Policy 1.1 This policy and the procedure, which follows, describe the steps to be taken in the

recruitment and selection of employees by the council other than those to be

employed by schools with delegated powers.

1.2 This policy applies to anyone, officers, members and guests (referred to as

recruiters) who are participating in the recruitment and selection process at any

stage.

1.3 The council is committed to safeguarding and promoting the welfare of children,

young people and adults and expects all employees and volunteers to share this

commitment. The suitability of all prospective employees or volunteers will be

assessed during the recruitment process in line with this commitment. Further

guidance on the use of volunteers can be found in the council’s Volunteer

Engagement policy A.12.

1.4 The council recognises that a diverse workforce is better able to meet the needs of

all our customers. It is essential that all recruitment decisions are based upon

objective and reasonable criteria free from any bias or unfair direct or indirect

discrimination. We will recruit people based only on their skills and ability and

develop the full potential of all employees through training and support.

1.5 The council has received recognition from Jobcentre Plus of its commitment as an

employer towards the recruitment, employment, retention and career development

of all candidates with a disability. In accordance with the council’s commitment to

the disability symbol scheme, all candidates with a disability who meet the essential

criteria for a post are guaranteed an interview.

1.6 Advice will be available from Human Resources (HR) at all stages of the procedure.

1.7 All prospective and existing employees have the right to fair and equitable

treatment. To know whether we are achieving this, we need to monitor and review

our employment practices and procedures. This involves collecting and analysing

data, which is used to review employment practices and procedures and make Corporate Services Cabinet Member – 31st August 2007, Amended – 25th May 2018 Page 1 of 9


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improvements where necessary to ensure they are free from discrimination and

promote equality of opportunity.

1.8 Employee monitoring supports the council’s vision for North Lincolnshire to be a

place where all people can live and work together harmoniously. The council is

committed to ensuring that ‘people are able to succeed in employment’. We

recognise that a diverse workforce is better able to meet the needs of all our

customers. It is therefore important that our workforce reflects the population we

serve enabling the council to deliver services that meet the diverse needs of the

local population.

1.9 We monitor our workforce regularly and use this information to:

• ensure equality between different groups

• investigate the underlying reasons for any apparent anomalies

• deal with any unfairness, disadvantage or possible discrimination 2.0 Procedure 2.1 When a vacancy occurs consideration must be given by the line manager to

whether there is a need to fill the vacancy, on what basis and whether there is

finance available to fund the post. Further guidance on the most appropriate method

of filling the vacancy can be found in the council’s Types of worker guidance A.2f.

Vacancy management forms (Appendix 2) should be completed and authorised as

appropriate.

2.2 The manager must analyse the job to confirm or produce an accurate and up to

date job description and employee specification. Copies of existing documentation

must be retained on file. Any changes to job descriptions or employee

specifications should be agreed with HR to ensure the job evaluation and diversity

implications are assessed.

Redeployment

2.3 Prior to the post being advertised the recruiting manager in conjunction with HR will

consider whether the vacancy could provide suitable alternative employment for a

Corporate Services Cabinet Member – 31st August 2007, Amended – 25th May 2018 Page 2 of 9


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redeployee. Where a redeployee matched to a vacancy by a HR representative is

rejected by the recruiting manager, the recruiting manager must in all circumstances

complete Appendix 8 of the council’s Redeployment policy A.9 and discuss the

decision fully with the nominated HR representative prior to continuing with the

recruitment process.

Appointment of Chief Officers

2.4 Where the council proposes to appoint a chief officer within the meaning of the

Local Authorities (Standing Orders) Regulations 1993, or any other officer to a post

covered by the terms and conditions of the JNC for Chief Officers or its equivalent,

the appointment will be made in accordance with the council’s standing orders.

Recruitment advertising

2.5 Following the completion of a vacancy management form the manager should draft

an advertisement. This must be based on the job description and the employee

specification and should then be forwarded to HR for processing.

2.6 All vacancies will normally be advertised internally and externally simultaneously

using advertising media appropriate to the vacancy, unless there are restrictions

due to a potential redundancy situation. The council’s website is the preferred

method of advertising jobs. 2.7 If a job is advertised and filled and if a vacancy for the same post arises within three

months of the previous closing date the recruiting manager may make contact with

and make a conditional offer to the former candidate(s) with the next highest score

who met or exceeded the benchmark score for appointment. This is providing they

have again checked for any suitable redeployees and that the posts are the same in

all aspects.

2.8 HR can provide guidance on appropriate advertising media, including information on

the recent performance.



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Application package 2.9 All applicants will have access to information appropriate to the vacancy, which as a

minimum, will include a job description, employee specification and organisation

chart.

2.10 This information will be accessible on the council’s website and/or a recruitment

application package can be requested by phone, e-mail or in person.

Recruitment monitoring

2.11 When application forms are received in HR they will remove the monitoring form

and collate the information for monitoring purposes.

Recruitment objectivity 2.12 Candidates completing application forms will be asked whether they are a relative,

partner, close friend or associate (e.g. a fellow member of a club, association or

business partner) of a council employee, an elected member or, where the post for

which they are applying is in a North Lincolnshire school, a relative or associate of a

governor of that school.

2.13 Recruiters who have a relationship with an applicant as described above, must

declare it and should not participate in the recruitment process wherever possible.

Shortlisting

2.14 HR will forward application forms to a lead recruiter who will take responsibility for

appointing the selection panel. All recruiters involved in shortlisting and/or sitting on

a selection panel must be appropriately trained in recruitment and selection and be

aware of the relevant equality and diversity issues. Each recruiter is responsible for

ensuring adherence to policy.

2.15 The shortlisting exercise must be carried out on an objective and systematic basis.

Applications must be compared against criteria identified within the employee

specification. Only applicants who meet all the essential criteria should be

shortlisted. If too many applicants meet the essential criteria the desirable criteria Corporate Services Cabinet Member – 31st August 2007, Amended – 25th May 2018 Page 4 of 9


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may be used. If too many applicants meet both the essential and desirable criteria

a random selection process may be introduced. A precise record of the selection

process must be kept including those reasons relating to why a candidate was not

successful. The shortlisting matrix (A.2b) should be used for this purpose.

2.16 Shortlisted candidates will be invited to the next stage in the selection process.

Redeployees will be seen before other candidates. If redeployees do not meet the

essential criteria of the post but could do within a reasonable timescale with training

they must be considered. Managers must contact any unsuccessful redeployees to

offer them feedback on the process.

Selection

2.17 Selection should include the use of an appropriate assessment test/s as well as a

formal interview. To ensure that the process is as effective and objective as

possible, recruiters must meet in advance to plan the assessment process and

questioning.

2.18 The use of a range of selection tests is encouraged. Tests must be relevant to the

post and employee specification concerned and need to be valid, reliable, objective

and free from bias.

2.19 The selection process should take into account the diverse needs of all candidates

and make any reasonable adjustments to meet their needs if known.

Offer of appointment

2.20 When a suitable candidate has been identified a conditional offer can be made

subject to satisfactory clearances. Once an offer has been accepted a member of

the selection panel must inform other candidates that they have been unsuccessful.

All interview candidates must be offered feedback on an objective basis. A member

of the selection panel should provide the feedback and confirm it in writing if

requested.

2.21 The selection panel must ensure that any paperwork associated with the

assessment of each candidate shows that a decision has been made on an Corporate Services Cabinet Member – 31st August 2007, Amended – 25th May 2018 Page 5 of 9


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objective basis and is reflective of the requirements of the employee specification

and the job description for the post.

2.22 Recruiters must be able to justify the recruitment decision and explain to an

unsuccessful candidate the basis for that decision.

2.23 Recruiters should bear in mind that candidates may request to see copies of their

own interview notes and score sheets in line with the General Data Protection

Regulation (GDPR). Recruiters should utilise the interview record form provided at

A.2c for this purpose and should avoid retaining supplementary notes wherever

possible.

2.24 On completion of the selection process, all documentation including any notes

made by the selection panel must be collated and returned to HR. These will be

kept for a minimum of 12 months.

Pre-employment checks 2.25 The need to obtain the following clearances applies equally to permanent,

temporary and casual staff. Clearances must be obtained prior to the successful

candidate commencing employment.

Asylum & immigration

2.26 In accordance with the Immigration, Asylum and Nationalities Act 2006, the council

must ensure that it does not employ a person who is not entitled to live or work in

the United Kingdom. All candidates must provide appropriate documentation, which

will be examined and placed on record by HR prior to any appointment being made.

Criminal record checks

2.27 Criminal record checks will be undertaken on successful applicants for certain

council jobs. This mainly applies to posts that involve contact with children, young

people and/or adults and are considered to be ‘exempt’ under the rehabilitation of

Offenders Act 1974 (Exceptions) Order 1975. The council will obtain a check via the



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Disclosure and Barring Service (DBS). Where relevant this will also include checks

on lists of people who are barred from working with children and/or adults.

Note 1: The DBS was established under the Protection of Freedoms Act 2012 and merges the functions previously carried out by the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA).

2.28 The council will request a standard, enhanced or enhanced with barred lists check

(depending on the nature of the post) for all successful applicants to relevant posts.

The information obtained will be kept strictly confidential in accordance with the

Code of Practice issued by the DBS and the council’s Recruitment of ex-offenders

and DBS procedure A.7. Any information retained will also be in accordance with

the GDPR.

2.29 Failure by an applicant to reveal information that is directly relevant to the post

sought could lead to withdrawal of an offer of employment.

Medical

2.30 HR will be responsible for ensuring medical clearance is obtained for all successful

applicants. This will take the form of an online questionnaire provided to the

candidate, which asks questions about past and present health and should be

returned by the applicant, directly to the Occupational Health Service.

2.31 The Occupational Health Service will use this information to make a

recommendation on the candidate’s medical suitability for the post. In some

circumstances the successful candidate may be telephoned or required to attend for

a health interview with a qualified occupational health practitioner.

Certification & qualifications

2.32 The lead recruiter should verify at interview that the successful applicant has

obtained all relevant accreditations claimed in the application form. Original

documents or properly certified copies must be viewed and a copy placed on

record.



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2.33 Where the job involves driving council vehicles, the driving licence of the employee

must be checked to ensure that the appropriate level of driving qualification has

been attained and that the employee is able to carry out the duties of the post.

References

2.34 HR will obtain written references where appropriate prior to an interview taking

place. References will not be disclosed to the selection panel until after an

appointment has been made. The information received from references should only

be used to confirm the decision on the successful candidate.

2.35 One referee should be the applicant’s current or most recent employer, and

normally two referees should be sufficient. A copy of the job description and

employee specification for the post for which the person is applying should be

included with all requests for references.

2.36 References should always be sought and obtained directly from the referee.

References or testimonials provided by the candidate, or open references and

testimonials, i.e. “To Whom It May Concern” are not sufficient. References should

not normally be accepted from relatives or from people writing solely in the capacity

of friend. Verbal references should not be sought or accepted. Note 2: For eligible posts working with children or adults, where an applicant is not currently working in that

field but has done so in the past a reference must also be obtained from the employer by whom the person was most recently employed in work with children or adults.

2.37 In all cases written references must be received and scrutinised, and any comments

resolved satisfactorily and in writing, before the successful candidate commences

employment.

2.38 Upon receipt of all satisfactory clearances HR will ensure that joining details are

confirmed to the successful candidate and a Statement of Main Terms of

Employment (SOMT) is issued as soon as possible within eight weeks of the

commencement of employment.

Induction



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2.39 Managers must make arrangements for an effective and appropriate service

induction programme to be put into place, in advance of the first day of employment.

2.40 HR will provide all new starters with information on the availability of a corporate

induction programme. Managers should ensure that all new employees to the

council are given the opportunity to attend a corporate induction course and are

provided with an employee handbook.

2.41 If the employee will use their own vehicle/s for work purposes their driving licence,

current motor insurance (including cover for business use) and where required a

valid MOT certificate must be checked and Driver Declaration Form signed.

2.42 In all cases original documents must be viewed. Copies are not required.

2.43 Induction to the council’s employment related policies is essential for all employees

who manage or supervise staff. Recruiting managers must ensure that new

managers and supervisors complete the mandatory modules set out below within

six months of commencing employment. This applies to all employees with

management/supervisory responsibilities*. This includes those new to the council

or existing employees promoted from a non-managerial position.

2.44 The suite of modules delivered via e-learning and a follow up workshop are

designed to ensure a full knowledge of the council’s employment related policies

and procedures. They are:

• Recruitment and selection • Managing absence • Employee relations (disciplinary, grievance, managing performance and

dignity at work) • Managing employee development • Managing diversity • Effective health and safety management • Managing finance (procurement) • Risk management • Safeguarding children

*Note 3: A ‘manager’ is any employee who has a job evaluation score of three or above on the ‘Management and Supervision’ factor of their post. This indicates supervisory or line management responsibilities.


Reference request form

Appendix 1 - A.2

The applicant detailed below has applied for employment with North Lincolnshire Council and has supplied your name as a referee in support of their application. It is important that you ensure that the reference is accurate and does not contain any material misstatement or omission. We will not disclose the contents of this reference to the applicant in accordance with the exemption under schedule 2 paragraph 24 of the Data Protection Act 2018.

Reference in respect of:

Post applied for:

Section A (To be completed by ALL referees) What is/was your relationship with the above applicant?

Length of time you have known the applicant?

Please state the dates: From: To:

Please provide some specific examples that show how the applicant either in employment or otherwise has demonstrated that they meet the requirements of the employee specification for this job and would therefore be suitable for the post they’re applying for:

Version 1.4 (Document updated 16 October 2018) Page 1 of 4


Appendix 1 - A.2

Did you find the applicant: Yes No

Honest and trustworthy

Reliable

Punctual

Capable of team working

Capable of prioritising tasks

Section B (To be completed by current or previous employers ONLY) Date the applicant started employment with you?

Job title:

Main duties: Current/final salary/wage:

If no longer working for you

Date of leaving:

Reason for leaving?

Would you re-employ the applicant?

If not, please give reasons:



Appendix 1 - A.2

Please provide specific verifiable comments about the applicant’s performance history and conduct:

Please provide details of any disciplinary procedures that the applicant has been subject to where the disciplinary sanction is current: Section C (To be completed for posts working with children and/or adults at risk ONLY) Please provide details of any disciplinary procedures that the applicant has been subject to involving issues related to the safety and welfare of children, young people and/or adults at risk, including any in which the disciplinary sanction has expired, and the outcome of those: Please provide details of any allegations or concerns* that have been raised about the applicant that relate to the safety and welfare of children, young people and/or adults at risk or behaviour towards children, young people and/or adults at risk, and the outcome of those concerns (e.g. whether the allegations or concerns were investigated, the conclusion reached, and how the matter was resolved): *allegations or concerns proven to be unfounded or malicious should not be included.



Appendix 1 - A.2

Are you completely satisfied that the applicant is suitable to work with children and/or adults at risk? If not, please provide specific details of your concerns and the reasons why you believe the applicant might be unsuitable:

Section D (To be completed by ALL referees)

Signature: Name:

Position: Date:

Telephone:

Please supply your contact telephone number so that we may verbally confirm the contents of this reference and its origins.

Email address:

Name and address of organisation: Where possible employment references should be submitted using a company email address or printed and verified with a company stamp or compliment slip.

Thank you for taking the time to complete this form.


Vacancy management form Appendix 2 - A.2

Section 1 - Details of vacancy Post number: Job title: Service: Team: Grade: * Location: Name of previous/current postholder:

Working pattern: (i.e. number of hours each day, which days, working hours)

Monday Tuesday Wednesday Thursday Friday Saturday Sunday Weekly total

If the postholder is required to work a rota please supply a copy with this form. Is this a request to fill a vacancy? Choose an item. If ‘Yes’ go to Section 2 Is this a request to extend a fixed-term contract? Choose an item. If ‘Yes’ go to Section 3

Section 2 - Request to fill a vacancy On what basis do you wish to fill the vacancy? Choose an item. If fixed-term what is the expected end date/length of contract?

Reason for vacancy? Choose an item. If ‘Other’ please state reason: Is this post subject to Disclosure and Barring Service checks? Choose an item. Please outline in detail why there is an essential need to fill the post: *Is this vacancy suitable for an apprenticeship? Choose an item. If the post you are recruiting to is Grade 1 to 4, you must identify whether it is suitable for an apprenticeship.

If not, provide the reason(s) why it is not possible for this post to be filled by an apprentice. Is this a front line post? Choose an item. The post will provide services directly to, or for, members of the publ Is this a customer-facing role? Choose an item. The post will have regular and planned contact with members of the public, either face-to-face or over the phone . Note: If you have selected ‘yes’ to this question, appropriate wording will automatically be added to your advert (see below). Proposed job advert wording: You must have the ability to converse easily with customers and provide advice/guidance in accurate spoken English. (Mandatory only for customer-facing roles) Version 3.5 (Document updated – 1st June 2017) Page 1 of 2

Vacancy management form Appendix 2 - A.2

If there are no redeployees do you want the post to be advertised:

• On the council’s website (open to existing workers only) Choose an item.

• On the council’s website (open to external applicants) Choose an item.

• External media1 (only to be used in exceptional circumstances) Choose an item.

1Please state which: Cost Centre: Section 3 - Request to extend a fixed-term contract

Is it a front line post? Choose an item. What is the current contract end date of the post holder?

I am requesting the current postholder’s contract is extended until: Please outline in detail why there is an essential need to extend the current contract:

Section 4 - Authorisation by manager I confirm that:

• I require this post to be filled as above and that there is a need to fill it in its existing form.

• I hereby agree that if the post is advertised using external media, Human Resources (HR) can authorise payment of any invoices relating to costs for the above advert on my behalf, these will be charged to the cost centre given above.

Signed: Print

name: Date:

(Manager) Name of day to day contact where different to the above: Please forward this form to your Head of Service/Director as appropriate.

Section 5 - Authorisation by Head of Service/Director I have discussed the above vacancy with the relevant manager and I am happy to support a request for the post to be filled as above, if there are no suitable redeployees. Signed: Print

name: Date:

(Head of Service/Director) Please forward this form to the HR Advisory Service.

Section 6 - To be completed by HR I confirm we have an up to date job description and employee specification for the post. Signed: Print

name: Date:

(HR Advisory Team) I confirm there are no redeployees available for this vacancy and authorisation is given to fill this vacancy/extend the contract of the current post holder. Signed: Print

name: Date:

(HR Operational & Commercial Lead) Version 3.5 (Document updated – 1st June 2017) Page 2 of 2

Shortlisting Matrix

Post number ____________________

DESIRABLE REQUIREMENTS Names of all recruiters involved in shortlisting:

A B C D E F G H Post title ____________________ ____________________

APPLICANT NAME DECISION

Completed by_________________________________ Signature _______________________________________ Date _____________________________

Corporate Services Cabinet Member – 12th November 2003, Updated 13th January 2010 Page 1 of 2

Shortlisting Matrix

Post number ___________________

ESSENTIAL REQUIREMENTS Names of all recruiters involved in shortlisting: 1 2 3 4 5 6 7 8

Post itle ___________________ ___________________

APPLICANT NAME DECISION

Completed by _____________________________________Signature ______________________________________ Date__________________________

Corporate Services Cabinet Member – 12th November 2003, Updated 13th January 2010 Page 2 of 2

Interview Record

A.2c

POST: ……………………………………………………… TOTAL SCORE CANDIDATE: ……………………………………………... DATE: ……………………. TIME: …………….……… INTERVIEWERS: ………………………………………..

ESSE

NTI

AL

DES

IRAB

LE

• Introduction to interviewer and North

Lincolnshire Council • Give information about the interview

process • Give information about the job • Is there anything about the job

description that is unclear?

MODEL ANSWER

SCO

RE

1.

2.

3.

4.

Please continue on a separate sheet if necessary

Corporate Services Cabinet Member 12 November 2003, Updated 13 January 2010 Page 1 of 4

Interview Record

A.2c ES

SEN

TIAL

DES

IRAB

LE

MODEL ANSWER

SCO

RE

5.

6.

7.

8.

9.

10.

Please continue on a separate sheet if necessary Corporate Services Cabinet Member 12 November 2003, Updated 13 January 2010 Page 2 of 4

Interview Record

A.2c

SCORE FOR TEST

SCORE FOR PRESENTATION

QUALIFICATIONS SEEN (IF APPLICABLE)

DRIVING LICENCE SEEN (IF APPLICABLE)

ASYLUM AND IMMIGRATION SEEN (IF APPLICABLE)

CLOSE INTERVIEW GIVING SALARY DETAILS AND EXPECTED DATE OF OUTCOME THANK INTERVIEWEE FOR ATTENDING

Interview Summary

ESSENTIAL CRITERIA

or

COMMENTS

DESIRABLE CRITERIA

or

COMMENTS

1

2

3

4

5

6

7

8

9

10

A

B

C

D

E

F

G

H I J


Interview Record

A.2c

INTERVIEWERS COMMENTS DECISION OF THE PANEL DATE NOTIFIED OF OUTCOME AND FEEDBACK OFFERED Signatures: ……………..…………………….. ………………..…………………..


Recruitment and Selection A - North Lincolnshire · 2018-10-16 · Recruitment and Selection A.2 improvements where necessary to ensure they are free from discrimination and promote

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