Recruitment
As a result of COVID-19 all interviews will be conducted using a virtual platform such as Microsoft Teams or Zoom. This will evolve over time in line with government guidance and advice.
Procedure
Step | Detail | Resources |
Answer the following questions. | Is there a need for this job role? Can the work required be done by others in the organisation, or outsourced? Have the job role’s purpose and duties changed? | |
If yes, then… | ||
The job role must be clearly defined. | Write an updated Job Description, to include the responsibilities and objectives of the role. | Template |
Create a Person Specification that links directly to the job role. | This states the necessary and desirable criteria for selection, which must be clear, demonstrable and avoid bias in wording. | Template |
Collate an information package appropriate for the post. | Job description and person specification overview of PVCSE project details or funder’s requirements (if appropriate) terms and conditions of employment including salary, probationary period and annual leave entitlements | |
Design the advert | ensure it contains clear and accurate information about the organisation and the role, including The job description and person specification The job location The type of employment offered The organisation’s core activities and values The rewards and benefits package, including flexible working where available Details of how to apply and the deadline. | Template |
Attracting candidates Using multiple methods widens the talent pool | POP website job boards other professional networking sites such as LinkedIn local networks specific outlets to groups not normally recruited e.g. disability magazines, armed forces organisations etc internal talent pool. | Standard contacts |
Applications. Applications are via application form. All applications must be treated in the strictest confidence. | Increased use of technology offers great alternatives for potential candidates to apply for a role e.g. a pre-recorded video submission and these should be encouraged. Only application forms or other agreed submissions received by the closing date and time will be accepted for consideration. | Application form |
The Selection Process | ||
Appropriate selection procedures | Interview Presentation assessment tests | Standard/sample questions sample presentation topics |
Data | All papers must be collated and kept on file. All related paperwork should be marked “private & confidential” and filed in an appropriate place in line with GDPR requirements. | |
Shortlisting. | Minimum two people. A chair or convenor will be selected. Applicants must be chosen against the Person Specification. Those candidates selected will be invited for interview. Unsuccessful candidates will be informed that they have not been shortlisted. | |
Interviewing. | Minimum three people It is the responsibility of the chair/convenor to record (in writing) the reasons why an applicant is not shortlisted. | |
Interview pack. | At least one week prior to the interview
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Structured interview questions. | must be prepared in advance, so that interview can be conducted systematically and minimise the risk of unconscious bias. | |
Adjustments. | ask candidate to let them know if they need any adjustments or have specific access requirements to attend an interview or undertake a test. | |
At the interview. | the Chair/convenor will make introductions and explain the process, including notetaking and scoring, and will ensure that the final decisions and scores are collated and summarised, to explain decisions made. It is the responsibility of all those on the panel to ensure that Equal Opportunities legislation is strictly adhered to, with no discrimination shown on any grounds. | |
Conditional offer | The panel will decide who informs candidates of decisions. The successful candidate should be notified verbally as soon as possible, to agree a start date and clarify the starting salary. The offer must be conditional on any pre-employment check being completed. | |
Unsuccessful candidates | The panel will then decide who and how to inform unsuccessful candidates with the outcome of their interview within two working days. Feedback must be made available on request. | |
Pre-employment checks. | Before an offer of employment is made, POP must check that the candidate has the right to live and work in the UK and that they have the appropriate qualifications and credentials. The line manager then requests references from two previous employers. Where a DBS check is needed, the online system is used. | |
Letter of appointment | A letter of appointment should be sent to the successful candidate, once the verbal offer has been accepted, within one week. | |
Admin set up | The line manager will then create a personnel file for the new member of staff. | |
Induction | The line manager, in conjunction with other staff, and where appropriate PVCSE trustees will create an individual programme of induction for the new start which will be arranged and agreed at least one week before the appointee commences. |
