Recruitment Policy & Procedure...
Recruitment Procedure...
- Where a need to recruit is identified, either to fill a vacancy or a new post, the Employing Manager will notify the HR Department by completing a Recruitment Authorisation Form, attaching a job description and where possible a draft advert. The HR Department will always assist in the preparation of adverts and job descriptions and will have a final say in the content, to ensure it complies with current legislation.
- The HR Department may arrange an exit interview with the present incumbent to explore reasons for leaving and, as a result, possibly modify the job description in conjunction with the Employing Manager.
- The HR Department will arrange publication on the Company Intranet acknowledging the one-week lead-time for internal referrals for the Introduce a Friend Scheme (IAFS). All employees will be notified about the vacancy via Email, or hard copy on noticeboards.
- It is the responsibility of all managers to ensure that all adverts are made available to their employees.
- If the advert is to be published externally (newspaper or Website), the HR Department will organise design, obtain copy deadline(s) and cost from suitable media, or contact approved recruitment agencies and seek approval to proceed from the Employing Manager.
- The HR Department will check files for speculative enquiries, either direct or via the IAFS, from suitably qualified people received within the last 6 months.
- The HR Department or the Employing Manager will arrange to acknowledge all job applicants at the earliest opportunity, ideally within 3 days of receipt.
- Staff concerned with the recruitment process must be fully aware of the Policy and the decision to shortlist, interview or offer employment must take no account of an applicant's race, gender, disability, age, marital status, sexual orientation or religious beliefs. The selection criteria applied to internal applicants should be the same as that applied to external applicants i.e. an application form or CV and covering letter should be submitted in order that the same information is provided and comparison can be made on equal terms, thus avoiding discrimination.
- It is recommended that no more than 6 people will be shortlisted for interview at the first stage.
- The relevant Employing Manager will normally conduct the interview(s). For office-based, sales and managerial positions the Employing Manager will interview in conjunction with a trained member of the HR Department.
- The Employing Manager or the HR Department will write to shortlisted applicants, inviting them to an interview and will ensure that a location map and ID Checklist are sent, giving details of who they should report to and if skills tests or presentations will form part of the interview. If a skills test does form part of the interview it must be appropriate to the job.
- Once confirmation of attendance is received from all applicants the Employing Manager or the HR Department will arrange to send copies of the applications (usually application form or CV and covering letter) and an interview schedule to the people concerned with the interviews and notify the relevant Receptionist about the candidates who are expected and who should be called to greet them.
- When a suitable candidate has been identified, an offer of the job, specifying the key Terms including wage/salary and start date, will be made by the Employing Manager or the HR Department, usually by telephone followed by a formal contract of employment, signed only by the HR Manager, and made subject to satisfactory references, medical clearance and any relevant licences or certificates being obtained.
- On receipt of the signed contract of employment being received from the prospective new employee, the Employing Manager or the HR Department will write confirming first day arrangements. References will be taken up as soon as possible by the HR Department, and copies of the references will be kept on the new employee's file. Where a reference is deemed to be unsatisfactory the Employing Manager will discuss with the HR Manger and the new employee and the offer of employment may be withdrawn.
- The Employing Manager or the HR Department will notify unsuccessful interviewed candidates and applicants not shortlisted at the earliest opportunity following written acceptance from the prospective new employee.
- (i) In the case of an internal applicant being successful, where appropriate the employee's existing Manager will be notified by the employee and the new Employing Manager. The employee who is to be promoted/transferred must be made aware of the conditions attached to the promotion e.g. wage/salary, benefits, trial period, and what will happen should they be unsuccessful in their new role. Agreement for a transfer date should be reached jointly with the two Employing Managers.
(ii) Unsuccessful internal candidates will be informed of the decision in person by the Employing Manager who interviewed them, and the HR Department will follow up the decision, in writing, as soon as possible. Face to face feedback will be offered should the unsuccessful candidate request it. Feedback to unsuccessful external candidates will not normally be offered. - All offers of employment will be made subject to a satisfactory probationary period (for new employees) or trial period (for existing employees who change jobs through promotion), of normally 6 months. The new Employing Manager will monitor the new employee's progress closely during this period and any settling-in difficulties will be resolved at the earliest opportunity. The HR Department will offer advice on any early on issues, if requested.
- The HR Department will send a Probation/Trial Review form to the Employing Manager, to review the new or promoted employee's progress at around 2.5 months and again at around 5.5 months. The completed forms should be returned to the HR Department who will, following recommendation to confirm the appointment, write to the employee, through the Employing Manager, confirming the appointment and inviting them to join the pension scheme (if applicable). The probation/trial period may be extended if there is any doubt about whether the new/promoted employee is suitable and the HR Department will write to the employee, following discussion with the Employing Manager, detailing the extension and the reason(s).
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