Subject: Recruitment Administrators Report Number: 9

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1 Subject: Recruitment Administrators Report Number: 9 Report to: Business Management and Appointments Committee Date: 23 May 2006 Report of: Executive Director of Corporate Services 1 Recommendation 1.1 That the Committee approve the conversion of two recruitment administrator posts from temporary to permanent status. 2 Background 2.1 In January 2006, the Business Management and Appointments Committee agreed a new human resources strategy, and also agreed a new structure for human resources group to implement it. 2.2 Two recruitment administrator posts were included in the structure reported to the Committee (see appendix 1). These posts are currently filled under the short term assignment process. This report recommends that these posts now be converted from temporary to permanent status. 3 Issues for consideration 3.1 When originally established in 2000, the human resources (HR) group relied heavily on consultants, an external agency and temporary staff to support its recruitment activity. Consultants were used to prepare recruitment materials, and carry out shortlisting and interviews, and the external agency was used to handle enquires from job applicants and send out recruitment packs. Temporary staff were engaged to provide administrative support for recruitment activities, and to make arrangements for interviews and testing. 3.2 During 2001 and 2002, the services originally provided by the consultants and the external agency were brought in house. This has led to substantial savings in costs, has helped to reduce the time taken to fill vacancies, and has improved the level and quality of service provided to GLA staff and job applicants. In addition, the average number of temporary staff used to support recruitment activities has reduced from five (in 2000) to two. 3.3 The recruitment administrators are responsible for compiling recruitment packs, responding to queries and requests from job applicants, collating applications, arranging tests and interviews, providing shortlisting and interview materials to panel members, liaising with unsuccessful applicants, and completing the initial stages of generating employment contracts. A job description for the role is attached as appendix These roles have historically been filled by temporary workers because of the uncertainty over the future level of recruitment activity at the GLA. We now have enough evidence to demonstrate, however, that recruitment activity has settled (and is set to continue) at a level which confirms the permanent requirement for these two posts. I am recommending that these two posts are converted from temporary to permanent status for the following reasons:

2 (a) (b) (c) If these posts are discontinued, the HR group will not be able to provide an in house recruitment service. The response handling work, and other administrative activities, would have to be outsourced. Our experience is that this is likely to incur additional costs and lead to a deterioration in service levels. Engaging staff in permanent posts will generate efficiency savings. The lower turnover rates for permanent posts (as against temporary ones) will mean that the recruitment manager has to spend less time inducting and supervising new staff, and will also mean that the staff themselves become more effective at responding to queries from GLA managers and job applicants. Continuity of employment will generate additional benefits. Our experience is that staff who have stay in recruitment roles for longer periods are able to make a wider contribution to the work of the team by attending job and careers fairs, by making improvements to recruitment materials, and by improving the design of marketing materials. 3.5 The two recruitment administrator posts have been graded at level 4, with a starting salary of 23,728 (or 29,494 including on costs). No new funding is required for these two posts, as the cost of both posts will be met by a permanent virement from the recruitment budget. 4 Strategy implications 4.1 The GLA needs to recruit high calibre staff in order to help meet its statutory obligations and business objectives. Establishing the two recruitment administrator posts on a permanent basis will ensure continuity of service, and will therefore help to achieve this aim. 5 Financial implications 5.1 Based on the mid-point of Grade 4, including oncosts, the 2006/07 costs of these two posts within the HR Team will be 61,974. The cost of these posts will be met from a permanent virement from the HR Recruitment budget. 5.2 A fixed term contract employee currently occupies one of these posts. Appointing this person directly, who was originally appointed following a competitive process, will award the authority the benefit of employing an officer who has direct experience of GLA recruitment practices and is therefore appropriately experienced to undertake this role from the date of appointment. As the post holder has been in post since April 2004 they will have entitlement to statutory employment rights, including the right to claim unfair dismissal if the appointee exercised this right. Further, if the post holder exceeds two years service either with the GLA or a previous qualifying organisation, full redundancy entitlement will arise. Such service includes that transferred from another local government organizations as long as it was unbroken. 5.3 An agency temporary employee occupies the other post and thus the entitlement to statutory employment rights do not apply to this employee. 6 Legal implications 6.1 Under S.67 (2) of the Greater London Authority Act 1999 (the Act) the Assembly, after consultation with the Mayor, may appoint such staff as it considers necessary for the proper discharge of the Authority s functions and may under S.70 (2) settle their terms and conditions of employment including terms as to remuneration. Appointments may be made to permanent or fixed term contracts as required by the Authority and may be filled by secondment or recruitment. Section 7 of the Local Government and Housing Act 1989 (LGHA) requires that all recruitment be on the basis of merit. The Authority has in place procedures to determine the application of merit.

3 6.2 Appointments take effect as employees of the Authority and will be politically restricted within the meaning of sections S.1-3 of the Local Government Housing Act 1989 if the salary exceeds spinal point 44 on the JNC Standard Scale or equivalent (approximately 35000) or if the post holder advises the executive or speaks on behalf of the Authority to the press and media. Background papers: Human Resources Strategy (report to BMAC, 11 January 2006) Human Resources Establishment (report to BMAC, 11 January 2006) Contact officer: Ian Apperley Telephone:

4 Appendix 1 HR group organisational structure Head of HR PA (0.5) Team A Team B Team C Team D Business partner providing information, advice and support to: Business partner providing information, advice and support to: Learning and organisational development Recruitment Mayor s Office Chief Executive Policy and Partnerships Media and Marketing Secretariat Corporate Services Finance and Performance providing services to the whole GLA providing services to the whole GLA recruitment policy equalities pay policy job evaluation health policy terms and conditions policies and procedures employment law Unison consultation pension policy learning and development organisational development performance reviews recruitment practice external events publicity and marketing work experience Adviser x 1 Officer/administrator x 2 Adviser x 1 Officer/administrator x 2 Officer/administrator x 1 Administrators x 2* * posts proposed for conversion from temporary to permanent status

5 Job description Recruitment Administrator Job purpose 1 To work as part of a team providing a high quality recruitment service to the GLA. 2 To carry out a wide range of administrative and support activities in relation to the work and duties of the recruitment team. Principal accountabilities Administer and keep up-to-date manuals, systems and procedures for the GLA s recruitment team. Ensure that the GLA recruitment line is covered during standard business hours and that each request for an application pack as well as all s to are responded to swiftly. Administer and keep up-to-date records for all applicants on the recruitment database; use the recruitment database to produce mail merge documents, statistics and other information as required. Produce all standard and non-standard correspondence to be sent by the response team. Inform all applicants of the progress of their application either by phone or in writing. Ensure that there are sufficient resources to provide a high quality service at all times by the timely ordering of supplies and services, adhering to the GLA s purchasing procedures. Ensuring the electronic recruitment calendar is kept up to date. Liaise with suppliers to arrange the external copying and delivery of recruitment materials. Administer the selection process for each vacancy including: Scheduling interviews Notifying candidates Administering tests Distributing interview packs Handling incoming and outgoing post; Arranging and/or undertaking, document production services; Distributing materials across the GLA; Arranging meetings, including room bookings and ordering of refreshments Develop and maintain filing and other office systems Realise the benefits of London's diversity by promoting and enabling equality of opportunities, and promoting the diverse needs and aspirations of London's communities. Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and participating in multi-disciplinary cross-department and cross-organisational groups and projects teams.

6 13 Cover some of the Recruitment Manager s responsibilities when they are absent including but not limited to: Producing and arranging the printing of recruitment literature Arranging for recruitment information to be published on the GLA s website Producing statistics for use by Senior Management Liaising with advertising agency and managers to produce advertisements. 14 Act as first point of contact for telephone enquiries and personal callers to the Human Resources Unit. Key relationships Accountable to: Accountable for: Principal contacts: Recruitment Manager All recruitment materials, confidential application details Potential applicants, candidates, suppliers, officers, managers and support staff of the Authority.

7 Person specification 1 Knowledge and ability to use standard office computer software, including word-processing, spreadsheets and databases. 2 Experience of providing high quality administrative, and other support services within an office or similar environment. 3 Well-developed organisational skills, and the ability to prioritise between conflicting demands. 4 Ability to work on own initiative, and produce accurate work to meet tight deadlines. 5 Evidence of administering and maintaining information and filing systems to ensure efficient service delivery. 6 Effective personal and written communication skills, with the ability to provide clear and accurate information to managers and staff. 7 Ability to engender and maintain trust and confidentiality in the provision of support on human resources issues. 8 Evidence of building working relationships with suppliers and staff. 9 Excellent interpersonal skills with a commitment to delivering a high level of customer service. 10 An understanding of the GLA's commitment to equality of opportunity and valuing diversity, and the ability to translate this into action. Reasonable adjustment will be made to working arrangements to accommodate a person with a disability who otherwise would be prevented from undertaking the work.

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