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MOVE RECRUITMENT AND SELECTION POLICY (Issue 1)
Introduction
It is the aim of MOVE to recruit and retain the highest possible quality of staff. MOVE is committed to Equal Opportunities in all aspects of recruitment and selection. All candidates for
employment by MOVE will be given an equal chance to demonstrate their abilities to carry out the requirements of any given post. MOVE will take positive action to recruit disabled people from all
sections of the community, particularly people from ethnic communities, women, lesbians and gay men.Whenever a vacancy arises, MOVE will take the opportunity to formally review the post and
consider whether any changes are appropriate to the job description before advertising. All MOVE posts will be advertised externally in order to attract an appropriate number of
candidates of suitable calibre and qualifications at a reasonable cost. MOVE will recruit quality staff who will be selected on their relevant merits and abilities.
MOVE will ensure that all staff and management involved in recruitment and selection receive appropriate training to enable them to take an effective part in these procedures, in order to
reduce the possibility of discrimination. MOVE will ensure that accurate records of interviews, test results and references are kept. All
unsuccessful candidates for a post with MOVE will be notified in writing as soon as a decision has been made.
MOVE will monitor and regularly review it's Recruitment and Selection procedures to ensure that it's policies are effective and that procedure is being adhered to. RECRUITMENT AND SELECTION PROCEDURES 1. Determining the need.
1.1 Whenever a vacancy arises, the opportunity should be taken to formally review the post
and consider whether any change is appropriate. It is vital to ensure that there is:
a) Clarity about the need to have the job done. b) Money in the budget to pay for the work.
c) A review of the job description to ensure that it accurately describes the demands of the post. d) A review of the Person Specification to ensure that it accurately describes the
qualities, skills, experience and qualifications necessary for the post - holder to carry out the duties required to do the job. It is vital to ensure that the Person Specification
does not ask for unnecessary items which may discriminate against potential applicants.
1.2. When the post is a new one, the management committee must fix the salary.
2. Timing, location and responsibility.
2.1 The management committee will set up a panel to conduct the recruitment, advertising,
interviews, short listing procedures etc. This panel will be responsible for:
a) Reviewing the job description for the post advertised. b) Setting a closing date for the receipt of applications.
c) Setting dates, times and locations of short listing meetings and interviews.
2.2 The panel will consist of the appropriate line manager, at least one member of the management committee and any external consultant or representative of funders as may be
necessary. The panel shall consist of a minimum of three and a maximum of five people.
3. Writing the advertisement.
3.1 The line manager concerned will draw up a draft of the advertisement and will verify it
with the Chair of the Management Committee. Each advertisement should combine information from the job description and the person specification. The final advertisement must contain:
a) The job title, grade and salary. b) Information about whom is funding the post.
c) A summary of the general criteria to be used in short listing, which should make it clear that applicants need to demonstrate that they meet the requirements of the job description.
d) The closing date for the receipt of applications and the commencing date of the week during which interviews will be held.
e) Information as to the different formats in which application forms and materials are available, i.e. tape, Braille large print, disk, or any other format.
4. Placing the advertisement.
5. The Application Pack
5.1 On request for an application pack, applicants will be asked to confirm that they have a
disability. Details of name, address, where the advertisement was seen, date of request, format requested, date of despatch of application pack, date of return of the completed application will be recorded. 5.2 All applicants will receive an application pack consisting of:
a) An application form b) A job description and person specification. c) Information about MOVE. d) An equal opportunities monitoring form. e) A copy of MOVE's Equal Opportunities statement. f) A standard letter stating the closing date and the fact that MOVE will accept
applications on disk, tape in writing or in Braille.
5.3 On receipt of the pack the front sheet will be given a consecutive number and removed. The other pages of the form will be given the same number and stored separately. The
monitoring form will be stored separately. 5.4 Statistics will be collated and reviewed by the management committee, to monitor the effectiveness of our recruitment policy and address any problems
6. Short listing
6.1 The selection panel must select the best applicant for the job.
6.2 Before the selection panel meets, the following steps must be taken:
a) The front page of the application forms, containing the personal details of the candidates, and the monitoring form, should be reMOVEd from the main body of the application form. b) Each form will be given a number c) Forms will be copied for each member of the panel. d) Before the panel sees the application forms, panel members should: e) Discuss what is meant by each item on the person specification and ensure that all panel members agree.
F) Decide whether to shortlist on all, or just some of the criteria in the person specification. (Note. All criteria must be addressed during interview).
6.3 Once agreement has been reached on the above points, short listing can begin:
a) All members of the panel should have copies of and be familiar with, the Job Description, Person Specification and Applications.
b) Individual Panel members then assess application against all short listing criteria on the Person Specification. IT IS IMPORTANT THAT ALL APPLICANTS ARE ASSESSED UPON THE SAME STANDARDS.
c) Following individual assessment, the panel will meet to discuss each application, comparing their individual assessments of each applicant's ability to comply with the
selection criteria. Panel members must be prepared to challenge each other's assessments where discrepancies occur. A jointly agreed shortlist must then be produced.
d) A note must then be made on the application forms to indicate which individuals were or were not short listed and the proposed time and date of interview.
e) The applicants will then be informed of the results of the short listing process and, where appropriate, informed of the date, time and place of interview. Candidates
must be asked to inform us of any access requirements they have. The information received back from candidates on their access needs must be investigated by the panel at least one week before the first interview.
f) All unsuccessful applications will be filed and retained for six months.
6.4 All panel members must attend all short listing meetings and all interviews.
7. Before the interview.
7.1 The object of the interview is to assess the candidate's ability/suitability for the job,
using the Job Description, Person Specification and the information on the application form. The interview is the primary way in which employees are selected. The interview
panel should meet prior to the interview in order to:
a) Review the job description, person specification and application forms. b) Weigh each criterion and come to a decision about what evidence the candidate
must provide in order to satisfy them. c) Prepare interview questions to be put to the candidates, being careful to ensure
that all questions only relate to the Job Description and Person Specification. d) Make any access arrangements.
e) Ensure that they have a full understanding of the starting salary and how it may be related to qualification and/or experience the applicants must have.
8. The interview.
8.1 Every panel member must take individual responsibility to ensure that the interview is
carried out in a fair, confidential and skilful manner. If a candidate is known to a panel member, this must be declared to other panel members and the details recorded.
8.2 At the interview stage, candidates must be assessed against all the essential criteria into categories of importance, as some of the requirements may be of far greater
significance in the day - to – day performance of the job than others. Weighting of the criteria will often depend on the level and complexity of the job and must take place before the interviews.
8.3 Note – taking at the interview is essential. A note taker should be employed who is not a pert of the selection panel and, if possible, panel members should take their own notes.
8.4 At the end of the interview, the candidate should be invited to add anything they wish and to ask questions. Notes should be taken of these questions and answers. In the event
of an industrial tribunal, these notes will be the first item to be called for.
9. After the interview.
9.1 After all the candidates have been seen, the interview panel will select their first, and where possible, second choices by:
9.2 Before making an offer of employment, two satisfactory written references must be obtained, at least one, if possible, should be from a recent employer. If it is not possible, for
any reason, to contact the applicant's chosen referee, the candidate must provide another before and offer of employment can be made.
9.3 Under no circumstances must an offer of employment be made before two satisfactory references have been obtained. 9.4 When received, the references must be examined by at least one member of the
interview panel. If they are satisfied, the following arrangements must be made.
a) The offer letter should be written and signed by the line manager. The letter should state basic terms and conditions and should advise the candidate that all
appointments are subject to a six – months probationary period. b) On receipt of an acceptance from a candidate, a staff file will be opened. This will
contain the application form interview notes, references and correspondence pertaining to the candidate.
9.5 When the successful candidate does not accept the offer and there is no second choice, or no candidate meets the criteria, then no appointment should be made and the
recruitment process should be repeated. 9.6 All unsuccessful candidates should be informed in writing or by telephone as quickly as
quickly as possible and feedback should be offered to them. Application forms and interview notes of all unsuccessful candidates should be filed and kept for six months.
10. Tests.
11. Monitoring
11.1 The purpose of monitoring is to ensure that the Equal Opportunities and Staffing and
Recruitment policies of MOVE are being effectively applied, and to evaluate the effectiveness of our advertising. Monitoring will be carried out in two stages:
a) On request of an application form, details of the name of the applicant, address, date of request, date of despatch of the form, date of the return of the completed
application and where the applicant saw the advertisement. b) All applicants will be invited to complete a monitoring form which will ask, in a
sensitive and respectful way, about ethnicity, gender, sexual orientation, and disability. Completion of the monitoring form is optional and will not be seen by the interviewing panel prior to interview.
11.2 Statistics will be collected, collated and reviewed from time to time by the management committee and appropriate action will be taken to address any problems that may arise.
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