WALMER ROAD SCHOOL RECRUITMENT AND SELECTION POLICY. April 2014

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1 WALMER ROAD SCHOOL RECRUITMENT AND SELECTION POLICY April 2014 This policy is coherent with DfE guidance Keeping Children Safe in Education (April 2014) and the Equality Act (2010) The school follows P3 s policy on Recruitment and Selection. P3 reviews this policy every three years but, in order to comply with Ofsted requirements, respects the school s need to review this policy annually and agrees to make any changes necessary. This policy will be reviewed annually by the headteacher, his / her line manager and the head of. The next review date is March 2015 The objective of effective recruitment and selection is to employ the right people with the right skills whilst at the same time complying with recommended best practices and legal requirements. P3 invests considerable time and financial resources into the recruitment process therefore it is important to achieve a satisfactory result for both the candidate and the organisation. Successful recruitment depends on the success of each stage of the recruitment process. This policy has therefore been designed to increase the chances of successful recruitment while minimising the risks to the organisation. In filling any vacancy, line managers will be expected to follow a systematic process designed to ensure the most cost-effective deployment of the organisations current and potential employees. SECTION 1 Exit Interview ACTION BY Line Manager The recruitment process starts with the exit interview, providing an opportunity for P3 and line managers to re-evaluate the job role and function of the employee who is leaving therefore enabling continuous improvement within the organisation. 1.1 If an employee resigns the line manager must contact the department with immediate effect. 1.2 The department will send a recruitment pack to the line manager containing an exit interview form, recruitment requisition form, job description and sample

2 job advert (where available). 1.3 The line manager should conduct the exit interview with the employee who is leaving, noting any information that may inform future recruitment decisions. 1.4 The employee is advised that this interview may take place with a member of the department if they would prefer. 1.5 Send completed and signed exit interview form to. SECTION 2 Recruitment Requisition Form ACTION BY Line Manager, Dept Director Through completion of the Recruitment Requisition Form and in conjunction with the exit interview, managers are encouraged to evaluate the role that is left vacant, question the nature of the vacancy and review the options available to the organisation, e.g. job share, reduced hours, re-allocation of duties, promotion within the department. 2.1 Should it be established that the post needs to be filled, the line manager must complete the Recruitment Requisition Form, gaining agreement from the director/head of department. 2.2 If any changes to the job description need to be made, approval must be obtained from the relevant director/head of department and the Department. 2.3 Indicate on the form if any specific subjects need mentioning in the recruitment advert that are not already mentioned in the sample advert, or any changes that are necessary. 2.4 Ensure that a signature from the director/head of department is obtained and send the form to with any revised job description. Please note that need at least 7 days notice before a recruitment ad can be placed due to advertising agency and publishers deadlines. 2.5 On receipt of the Recruitment Requisition Form, the department will place the job advert and contact the Client Involvement Coordinator to identify a client representative to take part in the recruitment and selection process. The representative will, wherever possible, be from a different service to the one with the vacancy.

3 SECTION 3 Application Forms ACTION BY Application management is time consuming, resource intensive and therefore costly. However, it should also be regarded as an integral part of customer service and a public relations opportunity. 3.1 In the recruitment advert, candidates are asked to visit our website to download the application form, or in their request before a given closing date. 3.2 The department will endeavour to respond to requests as soon as possible. 3.3 Received application forms are treated in confidence and are immediately forwarded to for processing. CV s are not accepted because the application form is designed to ensure fairness and enable information to be compared on a like-for like basis. 3.4 At this stage, the diversity monitoring forms are checked to see if there is anyone who has declared a disability. If there is, the shortlisters will be made aware that as long as this person meets the essential criteria, they must be put forward to interview. 3.5 The diversity monitoring form and criminal disclosure section are then separated from the application form and stored separately and will not be viewed by the shortlisting panel. 3.6 Application forms received after the closing date are marked as late and are disregarded for selection purposes, unless the circumstances are exceptional and the reason for lateness is justified and approved by. will confirm this in writing to the applicant where necessary. 3.7 Where possible, the service coordinator/chair of the interview panel and client representative will be kept updated regarding the number of application packs received.

4 SECTION 4 Shortlisting ACTION BY Interview Panel The short listing process provides evidence of the objectivity of this first stage of the selection procedure and helps to provide a comparative profile of the applicants skills and qualifications against the requirement of the job. 4.1 To ensure best practice is adhered to at all times, where possible there will be a member of the Human Resources team on the recruitment panel. In addition, at least one member of the panel will have completed Recruitment and Selection training and all staff panel members will be supervisory level staff or above. We will endeavour to have representation from those staff members with knowledge and skills relating to the requirements of the post 4.2 The recruitment panel should include client representation and the shortlisting panel will be the same people as those who will interview. 4.3 A date for shortlisting will be pre arranged with those who will be interviewing via the Recruitment Requisition Form. Applications are stored by until this date. 4.4 Wherever possible, shortlisting should take place at the service with the vacancy thus enabling clients to familiarise themselves with the service and those they will be interviewing with. 4.5 A shortlisting form will be provided from that is based on the person specification. Short listing must be based on the essential qualities listed in the person specification with desirable qualities only being used if there are too many candidates meeting the essential criteria. 4.6 In accordance with the Data Protection Act 1998, candidates can ask to see selection notes. They may also challenge selection decisions under discrimination legislation. It is therefore essential that shortlisting is carried out within the spirit of the employment regulations and any individual who is unsure of the regulations should approach for advice. Domestic circumstances, gender, racial origin, religion, sexual orientation and age must be disregarded, unless the post is exempt by having a genuine occupational qualification under the Sex Discrimination Act 1975 or the Race Relations Act 1976, when gender or racial origin may be taken into account 4.7 Any applicant who declares they have a disability and who meets the essential requirements of the Person Specification must be included on a shortlist.

5 SECTION 4 Shortlisting - continued ACTION BY Interview Panel 4.8 If at any stage, a panel member becomes aware that he / she is related to an applicant for the job, or has a particularly close relationship with an applicant, he / she must declare this immediately to their Director and take no further part in the process. 4.9 Each member of the panel must consider every application when shortlisting Discretion will be used on how many candidates to interview based on how many meet the essential criteria The shortlisting panel should then contact with the details of those they wish to interview. will then complete a further check on the diversity monitoring forms to see if there is anyone with a disability who needs adjustment for their interview. If there is, arrangements will be put in place so that the interviewers are fully aware and prepared Interviews must be scheduled with at least 10 days notice to ensure the department has time to make the arrangements and to ensure maximum levels of attendance from interviewees will not as a matter of course write to those who haven t been invited to interview. SECTION 5 Interview Arrangements ACTION BY 5.1 will write to each person who will be offered an interview. 5.2 Candidates are informed that it is not usually possible to reschedule interview arrangements due to the logistics of panel interviews. 5.3 Candidates will also be informed that a client representative will be present on the interview panel. 5.4 will compile an interview schedule with the names and times of interviews and distribute to the interview panel. 5.5 As soon as the shortlisting process is completed, or before, the panel must agree on interview questions. A standard set of interview questions can be obtained by, if any changes are made or any new questions created, these must be agreed by before being put into use. Questions should be

6 kept to a minimum and should be jargon free. will then prepare the interview questions and distribute to the interview panel. 5.6 If a member of the department is attending the interview, they will take the original application forms to the interview, with the interview questions. If a member of the dept is not attending, then copies of the application forms will be sent with the interview questions. SECTION 6 At Interview ACTION BY Interview Panel 6.1 Panel members should ensure that the room is laid out in an appropriate manner, taking into account such things as bright light / sunlight, height and position of chairs, and the need for candidates to see the interviewers faces (particularly if the candidate relies on lip reading). Panel members must ensure that they are free from distractions and other commitments during the interview process, for example, all mobile telephones must be switched off. 6.2 Throughout the interview, panel members must avoid preconceptions and assumptions about individuals because of their gender, ethnic origin, age, disability or sexual orientation, or presume characteristics which would suggest unsuitability for employment. 6.3 Interviewers will score each candidate using the answer guides supplied. Interviewers must always bear in mind that the candidate may potentially see the interview notes. 6.4 The following items must be covered and explained fully: Shift pattern and hours of work DBS checks References is one a current line manager, can we write to them if the person is successful Document checks according to section 8 of the Asylum and Immigration Act 1996 Check that we have a contact number if they are successful Inform the candidate that if they are successful, they will be telephoned. If they are unsuccessful they will be written to. In each situation, according to the circumstances, give a deadline by when they will be contacted Panel members should note that P3 operates a policy of not providing feedback to unsuccessful candidates. Following the interview, the panel members will independently of each other, score each candidate according to their answers, they will then reach a decision.

7 6.7 Once a successful candidate or candidates is agreed upon, the chair of the panel should contact who will then check their criminal disclosure to see if any convictions have been declared, their diversity monitoring form to see if a work permit is required or if any adjustments for disability are required. 6.8 If a conviction has been declared, a work permit is required or a disability need identified, further guidance will be provided from the department. SECTION 7 Offer of Employment ACTION BY Line Manager 7.1 Once has confirmed a job offer may be made, the candidate will wherever possible, be telephoned by their new line manager and CONDITIONALLY offered the role. 7.2 At this stage, the line manager should discuss the following issues with the candidate and where possible, arrange to meet the candidate to check on the following; a provisional start date, or if this is not possible, a date when the candidate will call back with a provisional start date remind the candidate that they need to provide essential documentation to their line manager as below their new role is conditional on the documentation being obtained and proving satisfactory; Identification documents for DBS check should the role require this Documents indicating status for working in the UK Original certificates of professional qualifications should the role require this (for example, for teaching posts) Two acceptable references to be sought by the team 7.3 A new employee will not be permitted to start work with P3 if these items of documentation have not been received and processed by the department. The department will contact the line manager once all documents have been received and approved. 7.4 Once the above stages are complete, all photocopied documents must be returned to the department for shredding 7.5 will write to the successful candidate including; Offer letter New starter form CRB form and guidance notes 7.6 The offer letter will remind the candidate that the offer is conditional on relevant documentation being obtained and being satisfactory and will give them instructions on providing the required documentation in. 7.7 At the same time as writing the offer letter, will also write to the candidates

8 two references. 7.8 will then notify the training department of the new starter so that the induction procedure can be implemented. 7.9 Human Resources will write to the unsuccessful candidates as soon as possible once the selection has been made and the verbal offer accepted. The application forms of the unsuccessful candidates will be kept for a period of 6 months (with the permission of the candidate) and shredded following this time. SECTION 8 Safer recruitment ACTION BY Line Manager P3 is committed to safeguarding and promoting the welfare of our clients, and require all staff and volunteers to demonstrate this commitment in every aspect of their work. P3 commits to conducting safe recruitment in every recruitment activity to help deter, reject or identify people who might present risk or are otherwise unsuited to working with P3 clients, by having appropriate procedures for appointing staff. Some key elements of our approach to safe recruitment is having a structured policy and allowing for necessary preemployment checks as below. REFERENCES It is a condition of employment with P3 that all employees will have two satisfactory references, one being from the most recent employer (unless there are mitigating circumstances). 8.3 Successful candidates are expected to notify their referees in advance in order that they are prepared to receive a reference request and respond promptly. Wherever possible, the department will submit reference requests via e- mail. 8.4 Should a reference for a new employee not be received within two weeks of the initial request, the department will make one further attempt to contact the referee, the candidate and their prospective line manager will be informed and an alternative referee should also be provided if possible. In addition, the candidate will be advised to make contact with their referee to advise of the urgency of the reference request. 8.5 DISCLOSURE AND BARRING SERVICE CHECKS An enhanced Disclosure and Barring Service check is a mandatory requirement of many posts within P3. The DBS form should be completed and sent off prior to the employees start date. If a DBS check is returned and highlights any criminal convictions, the Human Resources Director will be informed who will liaise with the Senior Management Team to take into account the following information: relevance of the conviction to the post, how long ago the offence took place, the age of the applicant at the time (if known)

9 and the number of convictions In most circumstances it is expected that the DBS check will be received by P3 prior to a new employees start date. Where this is not possible, employees will not be permitted to lone work at any time until the DBS check is received and confirmed as satisfactory. Should any of the above recruitment checks not be received to a satisfactory level within four weeks of the initial request, in most cases, the employment offer will be withdrawn with agreement from the department and the Line Manager. SECTION 9 Internal Appointment ACTION BY Line Manager 9.1 All positions will be advertised internally on notice boards, on P3s internal cloud system and through blogs or newsletters where possible. 9.2 As part of its commitment to the development of staff, P3 will offer its staff opportunities for promotion, acting-up, secondment and transfer where available. 9.3 In most circumstances, a client representative will not be present in the process where a vacancy is for internal applicants at that service. 9.4 Demonstrated competence in a comparable post or evidence obtained through performance management processes will be used as part of the selection process. 9.5 Please note that under normal circumstances, employees are not allowed to apply for internal transfer until their probationary period is completed, in the interests of their existing department SECTION 10 General ACTION BY INTERVIEW PANEL 10.1 CONFIDENTIALITY It is essential that confidentiality is maintained both throughout the procedure and afterwards. Discussions relating to the selection of the candidates or any other matter relating to the recruitment to a vacancy must not be discussed with anyone other than panel members, Human Resources and the line manager of the recruiting department ASYLUM AND IMMIGRATION ACT CHECK It is a criminal offence for any organisation to employ people whose immigration status prevents them from working in this country. Section 8 of

10 the Asylum and Immigration Act 1996 requires all employers in the United Kingdom to make basic document checks on every person they intend to employ. By making these checks, employers can be sure they will not break the law by employing illegal workers RELATIONSHIPS It is not considered good practice to employ partners or relatives of existing staff at the same service. Failure to disclose a relationship could leave the candidate liable to disqualification from the recruitment process or if appointed could lead to dismissal COMPLETING THE RECRUITMENT AND SELECTION PROCESS - The manager will notify of start date - will confirm start date in writing. - will set up manual and computerised records. The Recruitment and Selection policy is written in accordance with and relates to the following: Legislation Equality Act 2010 Data Protection Act 1998 Sex Discrimination Act 1975 Race Relations Act 1976 Disability Discrimination Act 1995 Asylum and Immigration Act 1996 Employment Equality (Sexual Orientation) Regulations 2003 Sex Discrimination (Gender Reassignment) Regulations 1999 Employment Equality (Religion or Belief) Regulations 2003 Rehabilitation of Offenders Act 1974 (Exceptions) (Amendment) Order 1986 Protected Disclosures Act 1994 Human Rights Act 2001 Employment Rights Act 1996 Employment Equality (Age) Regulations 2006 The Quality Assessment Framework P3 Policies Client Involvement Policy Equality and Diversity Policy Confidentiality and Data Protection Policy Probationary Periods Policy Workforce Reduction, Redundancy & Redeployment Policy