WALMER ROAD SCHOOL RECRUITMENT AND SELECTION …

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 HR. 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.

2 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 HR 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. If an employee resigns the line manager must contact the HR department with immediate effect. The HR department will send a RECRUITMENT pack to the line manager containing an exit interview form, RECRUITMENT requisition form, job description and sample job advert (where available).

3 The line manager should conduct the exit interview with the employee who is leaving, noting any information that may inform future RECRUITMENT decisions. The employee is advised that this interview may take place with a member of the HR department if they would prefer. Send completed and signed exit interview form to HR. 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, job share, reduced hours, re-allocation of duties, promotion within the department. 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.

4 If any changes to the job description need to be made, approval must be obtained from the relevant director/head of department and the HR Department. 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. Ensure that a signature from the director/head of department is obtained and send the form to HR with any revised job description. Please note that HR need at least 7 days notice before a RECRUITMENT ad can be placed due to advertising agency and publishers deadlines. On receipt of the RECRUITMENT Requisition Form, the HR 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.

5 The representative will, wherever possible, be from a different service to the one with the vacancy. SECTION 3 Application Forms ACTION BY HR 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. In the RECRUITMENT advert, candidates are asked to visit our website to download the application form, or e-mail in their request before a given closing date. The HR department will endeavour to respond to requests as soon as possible. Received application forms are treated in confidence and are immediately forwarded to HR 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.

6 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. 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. 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 HR. HR will confirm this in writing to the applicant where necessary. Where possible, the service coordinator/chair of the interview panel and client representative will be kept updated regarding the number of application packs received.

7 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. 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 The RECRUITMENT panel should include client representation and the shortlisting panel will be the same people as those who will interview.

8 A date for shortlisting will be pre arranged with those who will be interviewing via the RECRUITMENT Requisition Form. Applications are stored by HR until this date. 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. A shortlisting form will be provided from HR 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. 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 HR for advice.

9 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 Any applicant who declares they have a disability and who meets the essential requirements of the Person Specification must be included on a shortlist. SECTION 4 Shortlisting - continued ACTION BY Interview Panel 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. 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.

10 The shortlisting panel should then contact HR with the details of those they wish to interview. HR 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 HR department has time to make the arrangements and to ensure maximum levels of attendance from interviewees. HR will not as a matter of course write to those who haven t been invited to interview. SECTION 5 Interview Arrangements ACTION BY HR HR will write to each person who will be offered an interview. Candidates are informed that it is not usually possible to reschedule interview arrangements due to the logistics of panel interviews.