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RECRUITMENT AND SELECTION MANUAL

SECTION 1 – INTRODUCTION

1. The purpose of this manual is to provide guidance to all employees involved in the recruitment and selection of employees within the Transport Executive.

2. Section Two of the manual provides details of the specific responsibilities of employees directly involved in the recruitment process, including responsibilities to individual posts within the Human Resources Team.

3. Section Three outlines the Recruitment and Selection Policy Statement together with the associated procedures to be followed in all cases. However, alternative arrangements may be required in exceptional circumstances and these should be agreed with the Head of Organisational Development.

4. Section Four is a flowchart outlining the recruitment and selection process.

5. Section Five outlines the procedure for dealing with permanent recruitment sourced through agencies.

6. Section Six outlines the procedure for dealing with the recruitment of posts requiring police checks this should be used in conjunction with Section Three.

7. Section Seven contains the relevant copies of the coded recruitment forms and documentation as indicated in bold throughout the manual. Copies of all forms are available from the Human Resources Team.

SECTION 2 – SUMMARY OF RESPONSIBILITIES

1. The following areas of responsibility have been identified and should be taken into account in the recruitment procedures that follow.

For the purpose of this procedure the Line Manager is the person who has direct responsibility, i.e. carries out the ‘VALUED’ appraisal process.

In the event that the Line Manager is unavailable, the responsibility would then rest with their Line Manager, i.e. the Senior Manager.

Line Manager

2. The Line Manager is responsible for the following aspects of the recruitment and selection process:

2.1 The initial request to recruit

2.2 a) Job Description (R1);b) Employee specification (R2);c) Approved draft advertisement (R3);d) Provision of additional information to be included in the

application packs;e) Human Resources and Standards Committee Report (if

applicable);

2.3 Proposed dates for shortlisting and assessment.

2.4 Selection of an assessment panel (to include a Human Resources Team representative).

2.5 Shortlisting of candidates, and signing off of the shortlisting form. (R10)

2.6 Preparation of presentation/selection exercises and interview questions. (R11)

2.7 Selection of a candidate and signing off of the assessment forms. (R13)

2.8 Feedback to candidates.

2.9 Departmental Induction Programme.

2.10 The setting of objectives and the monitoring of performance during the six month probationary period.

2.11 The Human Resources Team will provide advice on any of the above areas, if required.

AGREEMENT REFERENCE: P22 (APR 2007)

Team Leader – Human Resources

3. The Team Leader – Human Resources is responsible for the following aspects of the recruitment and selection process:

3.1 Overall responsibility for the implementation of the recruitment procedures.

3.2 The provision of advice to the assessment panel and the Human Resources Team.

3.3 Responsibility for deciding on the inclusion of any member of the assessment panel who has declared a potential conflict of interest.

3.4 Participation in the assessment process, particularly for Senior Management posts, as required.

3.5 Assistance in the consideration of criminal convictions and their relevance to the post.

3.6 Advice and assistance in providing feedback to candidates.

3.7 Consultation with the Trade Unions.

Human Resources Officers

4. The Human Resources Officer is responsible for ensuring that the following aspects of the recruitment and selection process are undertaken:

4.1 Discussion with managers regarding the need to appoint.

4.2 Provision of advice to Line Managers and relevant staff as required. This area will include the decision as to whether new posts require a police check, advice on the format for Job Descriptions, the drafting of advertisements in liaison with managers, preparation of interview questions and assessment exercises including the collation of the Employee Specification.

4.3 Administration of the shortlisting packs to the assessment panel members, to include: -

a) Shortlisting Form; (R10)b) Copies of completed application form; (R5) c) Job Description; (R1)d) Employee Specification. (R2)


4.4 Creation of an interview file to include the following documentation:

a) Interview schedule, detailing times and rooms booked; (R12)

b) Application forms of the short-listed applicants (R5); c) Job Description (R1);d) Short-listing Assessment Form; (R10)e) Employee Specification (R2);f) Collation of any information and documentation required for

assessment presentations/exercises/interview questions. (R11)

g) Interview summary Form (R14)

4.5 Participation on interview panels as requested.

4.6 Assistance in the feedback to candidates, as requested.

4.7 Obtaining references for the successful candidate(s).

4.8 Processing medical questionnaires for the successful candidate(s).

4.9 Processing the Application Form for obtaining disclosure from Criminal Record Bureau if required for the post.

4.10 Careful consideration of any criminal convictions and their relevance to the post.

4.11 The generation of recruitment letters as required.

4.12 Preparation of the Contract of Employment for new starters.

4.13 Closure of the recruitment file and storage.

4.14 Creation of a personal file for the successful applicants.

4.15 Ensuring that the recruitment procedures are adhered to.

4.16 Ensuring the induction of staff, in line with the organisational induction process, inclusive of probationary milestones.

4.17 Collation of the organisations induction pack in line with the induction checklist. (R16)


Human Resources Administrator 5. The Human Resources Administrator is responsible for the following

aspects of the recruitment and selection process:

5.1 Assisting the Team Leader – Human Resources and Human Resources Officers.

5.2 Creating the vacancy file to include the following documentation:

a) Application Record (R9) b) Job Description (R1)c) Employee specification (R2)d) Copy of advert (R3)e) Copy of information pack sent to applicants;

5.3 Receipt of requests for information from potential applicants and

collation of the records on the application record. (R9)

5.4 Ensuring that the vacancy monitoring sheet (R15) is completed and the equal opportunities monitoring spreadsheet is kept up to date.

5.5 Collation and despatch of information packs, as required. Packs to include the following:

a) Application Letter (R4) b) Application Form (R5)c) Job Description (R1)d) Vision Statement (R7)e) Role of the Transport Executive (R8)f) Terms & Conditions sheet (R6)g) Employee Specification (R2)h) Other documents as determined by the Line Manager.


SECTION 3 – RECRUITMENT AND SELECTION POLICY AND PROCEDURE

POLICY STATEMENT

“Recruitment and selection allows organisational needs to be met by ensuring appropriate candidates are identified to match required job roles, in line with equality and diversity standards”

PROCEDURE

1 The Line Manager firstly identifies that a vacancy exists. If the vacancy is an addition to the establishment, the Line Manager will prepare a report and Job Description to submit to the Human Resources and Standards Committee to obtain authorisation. If the post is an existing post it must be examined to establish whether it:

a) is still necessary; b) could be combined with other posts;c) could be automated; d) the hours allocated to the post are still relevant; e) are the allowances allocated still relevant.

If any changes are proposed to an existing post’s function, allowances or grade, the Line Manager will submit a report and Job Description to the Human Resources and Standards Committee for authorisation.

The Line Manager will discuss any additional posts or changes to an existing post with a Representative of the Human Resources Team in order that full consultation with the Trade Union takes place.

2. Once a vacancy has been authorised and the Job Description and Employee Specification agreed as appropriate, the Line Manager and a Human Resources Team Representative will agree a draft advert and where it will be placed in order to target the most appropriate pool of candidates.

The following information will be provided within the advertisement:

a) A description of the work; b) The grade and remuneration; c) The essential qualities of the person required;d) A contact number for application forms; e) Hours of work;f) Whether the post is permanent or temporary; g) Whether the post requires disclosure from the Criminal Records

Bureau or if the post is exempt from the Rehabilitation of Offenders Act.

h) Closing date.


3. The closing date for the vacancy is usually ten working days from the date that the advert is released.

4. Most vacancies will be filled using internal/external advertisements.

5. Once the closing date is agreed a timetable for shortlisting and assessment will be agreed including the compilation of the assessment panel. The assessment panel should consist of at least the Line or Senior Manager of the department and also a Representative of the Human Resources Team. This is to ensure consistency in approach throughout the Transport Executive and to brief/train interviewers on the selection process.

6. All applications will be initially submitted to the Human Resources

Team to allow effective monitoring to be carried out.

7. The Application Form is designed so that personal details are separated from skills, knowledge and experience in order that the assessment of Application Forms is based only on job related factors. Therefore, the assessment panel will receive Application Forms in this format.

8. In the event that a member of the chosen assessment panel becomes aware that there is a potential conflict of interest, they must declare this to a Human Resources Representative immediately. The Team Leader – Human Resources will then assess the conflict and decide whether or not it is appropriate for the member to remain on the assessment panel.

9. The Application Forms are assessed in a consistent manner to ensure equal treatment of all applicants. A Shortlisting Monitoring Form and Employee Specification is used which sets down key duties, necessary skills, knowledge and experience identified from the Job Description against which each application is assessed. The shortlisting of candidates is carried out and agreed at a shortlisting meeting, at which all members of the assessment panel are present. All members of the assessment panel sign the completed Shortlisting Monitoring Form.

10. Internal applicants that do not meet the criteria will be informed via telephone, and feedback given.

11. Late applications are generally not considered. However in exceptional circumstances, applications received after the closing date may be considered at the discretion of the assessment panel.

12. Selection techniques are consistent between candidates and are designed to gather the information necessary from the candidate to assess against the job requirements, which includes those identified on the Employee Specification.


13. Assessment Tests are used, where appropriate, to assist in assessing a candidate’s suitability for the post, these can include:

a) Informal pre-interview sessions on a group / individual basis, e.g departmental visit;

b) Skills testing, e.g shorthand and typing tests;c) Occupational/ / Psychometric testing; d) Excercises to be completed by candidates in advance of the

interview, e.g a prepared presentation or report; e) Group test e.g discussions, problem solving.

14. Each candidate is assessed in a consistent and objective manner

during the selection process. A Selection Assessment Form is used which sets down key duties, necessary skills, knowledge and experience identified from the Job Description against which each application is assessed. The most appropriate candidate is then selected on an objective basis. All the assessment panel members sign the Selection Assessment Form once completed.

15. Following the selection procedure a Summary of Interview Form (R14) should be completed stating the scores given to each candidate, reasons for selecting the successful candidate(s) and why any shortlisted candidates did not attend their interview

16. All candidates will be offered the opportunity to obtain feedback from both the line manager and a Human Resources Team representative.

17. Two professional referees, encompassing at least the last two years of employment, will be contacted to provide information on specific job related questions for external candidates. For internal candidates a reference will be obtained from the employee’s existing Line Manager, where an individual is appointed to a role within a different team or section. In addition external candidates will be required to complete a medical assessment (via a medical questionnaire) prior to confirmation of the appointment.

18. If a requirement of the post, disclosure should be obtained from the Criminal Records Bureau. Once disclosure has been received careful consideration should be given to any convictions using checklist, 2 section 6. Criminal convictions will only be taken into account if relevant to the post.

All employees will receive an organisational induction, delivered by a representative of the Human Resources Team in conjunction with a departmental induction, which is delivered by the line manager.

19. All appointments will be subject to a six-month probationary period during which time the line manager will monitor performance against agreed objectives.


20. The Transport Executive will monitor on an ongoing basis the effectiveness of the application of this procedure.

For and on behalf of UNISON

---------------------------------------------------------- -----------------------------------Chair, Branch Committee Date

For and on behalf of South Yorkshire Passenger Transport Executive

---------------------------------------------------------- -----------------------------------Passenger Services Director Date


SECTION 4 - RECRUITMENT AND SELECTION PROCESS


Vacancy arises - Line Manager contacts Human Resources Team

with initial request to recruit

Human Resources Team prepares job description, and drafts

advertisement - liaise with Line Manager for confirmation

If a new post, the Line Manager prepares Human Resources and

Standards Committee Report to be approved. If not new then approval to

recruit is sought from the Head of Organisational Development

Position approved – Human Resources Team consults with

union re: new position or amended job description

Advertising stage – Human Resources Team issue internal job

vacancy advert and/or liaise with advertising agency for placing external adverts or liaise with

Recruitment Agency as per Section five

Human Resources Team prepares and sends recruitment packs up to

closing date

At closing date Human Resources Team collate and copy all application forms and send to assessment panel

for short-listing

Line Manager selects interview date and assessment panel inclusive of a Human Resources representative to ensure no bias. Interview questions,

occupational tests, presentations, etc. are agreed.

Assessment panel agrees on short-listing and Human Resources Team

send out interview invites letters

Assessment date – candidates interviewed & assessment panel make

selection

Human Resources Team ring successful candidate to make job offer,

issue appointment letter send pre-employment medical questionnaire and

contact referees and process the application for disclosure if required

see Section six.

Human Resources Team send rejection letters to unsuccessful

interview candidates (internal and external) – any feedback required is

to be given by the Line Manager

Recruitment file closed down by Human Resources Team Equal

Opportunities monitoring completed and file archived

Human Resources Team prepare induction pack and a personal file for

commencement date.

Line Manager conducts departmental induction. Human Resources Team

conducts organisational induction

Line Manager monitors performance during six month probationary period

SECTION 5 - PROCEDURE FOR DEALING WITH

PERMANENT RECRUITMENT SOURCED THROUGH EMPLOYMENT AGENCIES


Appropriate agencies sourced by the Line Manager in conjunction with a Human Resources Representative. Agencies

provided with a copy of the Job Description and Employee Specification.

Shortlisting meeting arranged with the Line Manager and the Human Resources

Representative to ensure only applicants/CVs which meet the full

Employee Specification are shortlisted.

Shortlisting forms are signed off as a true record by the Human Resources

Representative and the Line Manager. Date for interviews agreed with the Line

Manager.

Agencies informed of the candidates shortlisted for interview.

The Human Resources Representative writes to the shortlisted applicants to invite them to interview (all shortlisted applicants

are sent a standard application form to complete and bring with them to the

interview)

Standard selection procedure followed from this point forward.

SECTION 6 - PROCEDURE FOR DEALING WITH THE

RECRUITMENT OF POSTS REQUIRING POLICE CHECKS


Obtaining DisclosureHuman Resources should process the disclosure

application form, once received, careful consideration should be given to any convictions and their relevance

to the job using checklist Two

RecruitmentThe advert and application pack should confirm the need for disclosure and state that having unspent

convictions will not necessarily bar you from employment, criminal records will only be considered

if relevant to the role

SelectionSelect the most suitable candidate for the job based

on the job specification – give candidates the opportunity to disclose their convictions

OfferThe provisional offer should be sent subject to

satisfactory disclosure

No Relevant Convictions

EMPLOY

Relevant Convictions

REJECT

Checklist for Enhanced Disclosure

Yes No Disclosure Required?

1 Is the post exempt from the Rehabilitation of Offenders Act?

If yesEnhanced

2 Does the post require teaching children in a school or equivalent establishment?

If yesEnhanced

3 Does the post involve close unsupervised contact with children?

If yesEnhanced

4 Does the post involve working in an establishment for children?

If yesEnhanced

5 Does the post involve close unsupervised contact with elderly or vulnerable people?

If yesEnhanced

6 Will the post have direct responsibility for significant financial transactions?

If yesEnhanced

7 Will the post allow access to confidential information on children of school age/ the elderly or vulnerable people?

If yesEnhanced


Checklist Two for Consideration of Convictions

Employ?

Is the conviction relevant to the job? If no, employ

Is the conviction Spent? If yes, employ unless the post is exempt from the Rehabilitation of Offenders Act.

How serious is the offence? Is it relevant to the safety of employees, customers, clients and property?

How long ago did it occur? Was it long enough to allow circumstances to change?

What were the circumstances which led to the offence being committed?

Was this a one off? Or does the individual have a history of convictions?

Have the individual’s circumstances changed?

If yes are they likely to re-offend? If no employ

In which country was the offence committed?

Is the activity an offence in the UK? If no - employ

Has the offence been decriminalised by government?

If yes employ


R1

Name: Enter name here

Job Title: Enter job title here

Reports To: Enter reports to info here

Department/Location: Enter department/location here

Date: Enter date

Job Purpose:

Enter job purpose here

Organisational Chart:


job descriptionand person specification

Please insert chart

Dimensions:

Enter dimensions text here

General Responsibilities:

The Executive’s aim is to provide the best Public Transport system possible. The objective is the pursuit of excellence in meeting the needs of all potential passengers.

The Executive is fully committed to the active promotion of equal opportunities in its capacity as an employer. It is the individual responsibility of every employee to seek to ensure the practical application of this policy.

Under the Health and Safety at Work Act, all employees are required both to take care of their own health and safety and that of other employees and to co-operate with their employers in complying with their statutory duties.

The Executive and its Managers are fully committed to the learning and development of employees.

Responsibilities/Key Accountabilities:

Enter responsibilites/key accountabilities here

Planning and Organisation:

Enter planning and organisation text here

Decision Making and Use of Judgement:

Enter Decision Making and Use of Judgement text here

Essential Internal and External Relationships:

Enter Essential Internal and External Relationships text here

Knowledge, Skills and Experience Required:


Knowledge:

Enter Knowledge, Skills and Experience Required text here

Skills:

Enter skills here

Experience:

Enter Experience text here

Post Holder: Line Manager:

Agreed by: Agreed by:

Date: Date:

ACCEPTED AND REGISTERED IN HUMAN RESOURCES:

Agreed by:

Date:


R2

SOUTH YORKSHIRE PASSENGER TRANSPORT EXECUTIVEEMPLOYEE SPECIFICATION

POST TITLE:

DEPARTMENT:

Essential Desirable How Identified

SKILLS:

EDUCATION/KNOWLEDGE:

EXPERIENCE:


R3Advert

No:

Post titleSalary:

The challenge:

The qualities:

If you think you can meet the challenge of the above post, and want to join a team dedicated to providing an excellent public transport service in South Yorkshire, please contact the Human Resources Department 24 hour Recruitment Line on 0114 221 1223 or email [email protected] for an application form and information pack.

Applications should be submitted no later than:

Interviews will take place in the week commencing:

South Yorkshire Passenger Transport Executive is an Investors In People organisation and actively encourages the development of all employees. Benefits include a flexible working hours scheme, 26 days holiday per year, a company final salary based pension scheme, a childcare voucher scheme and a free countywide travelmaster providing unlimited bus, tram and rail travel throughout South Yorkshire.

The Transport Executive is striving to become an exemplar Equality and Diversity Employer


R4

APPLICATION LETTER

Initials

HRO

(0114) 221 1(ext) Date as Postmark

Dear Applicant

(JOB TITLE)

Further to your interest in the above post, please find enclosed an application form and information pack. The completed application form should be returned to the Human Resources Department at the address below no later than the (Date).

Please note that Interviews are scheduled to take place in the week commencing the (Date).

Due to the large amount of applications the Transport Executive receives we are unable to send acknowledgement letters to each applicant. Therefore, if you have not received any correspondence by (Date) you should assume that on this occasion your application has been unsuccessful.

Finally, I would like to take this opportunity of thanking you for showing an interest in this vacancy and wish you every success.

Yours sincerely

HROHUMAN RESOURCES OFFICER



APPLICATION FOR THE POST OF No. TO BE RETURNED TO THE ADDRESS BELOW NO LATER THANPlease complete this form in black ink and return it to the Human Resources Department at the address below.Please do not attach your CV.

PERSONAL DETAILSMr/Mrs/Miss/Ms/DrSurname First Name(s)Home Address Address for Correspondence (if different)

Post codeEmail address Post codeTelephone (home) Telephone (mobile)May we contact you at work? YES/NO* Telephone (office)

National Insurance No. Date of birthDo you hold a current full Driving Licence? YES/NO* Do you have a vehicle? YES/NO* Have you ever been convicted of a criminal offence including any driving offences? (Convictions considered spent under the Rehabilitation of Offenders Act 1974 need not be disclosed). YES/NO*If YES, please state offences

If the position you are applying for is subject to a Criminal Records Bureau (CRB) check (see application pack) you are required to disclose any criminal convictions you have whether they are “spent” or “unspent”. This information, which should be provided below, will be treated in the strictest confidence.

Where did you see this vacancy advertised?Should you be selected for an interview, are there any dates when it would not be possible for you to attend? YES/NO* if yes, please give details(Your availability will be taken into account and alternative arrangements made where ever possible).If appointed, when would you be able to take up the post?

Strictly ConfidentialR5


The Transport Executive requires all employees to operate its Diversity Policy and not to discriminate against any person on the grounds of sex, age, disability, race, colour, religion and national origin and that subject to the over-riding consideration of protecting children and vulnerable people we will not discriminate against those with a background of offending.

The information provided in this section will only be used for equal opportunities monitoring purposes and will be detached prior to shortlisting for interview.

Please tick the appropriate boxesA) White B) Mixed C) Asian or Asian British

British White and Black Caribbean Indian Irish White and Black African Pakistan Any other white White and Asian Bangladeshi background Any other Mixed Any other Asian

background background

D) Black or Black British E) Chinese or other Ethnic Group

Caribbean Chinese African Any other Any other Black

background

Age Group 16–25 26–35 36–45 46–55 56–60 61–63 64+

Disability

Do you have a disability or recurring medical condition which might necessitate reasonable adjustments to be made to your workplace to enable you to perform the duties of this post? YES/NO* If yes please provide details:

I consent to the Transport Executive and others on its behalf processing by means of a computer database or otherwise, any information which I provide to them for the purposes of assessing my application for employment.

I certify that to the best of my belief, the information within this application form is accurate.

I understand that to withhold, falsify or omit relevant material fact will result in my immediate de-selection or dismissal. I also understand that canvassing of members of the Transport Executive directly or indirectly will disqualify me for appointment.

If your application for employment is unsuccessful, the information contained in your application will not be held longer than necessary and will be destroyed in accordance with the Data Protection Act 1998. If your application for employment is successful, the information contained in your application for employment will become part of your employee's employment file held by the Human Resources Department.

Please state if this application has been completed on your behalf. YES/NO*

EQUAL OPPORTUNITIES MONITORING

Schools/Colleges/Universities attended

Qualifications and grades obtained

Schools/Colleges/Universities attended

Qualifications and grades obtained

Employer From To Responsibilities & Position Salary Reason for Leaving


STRICTLY CONFIDENTIAL APPLICATION FOR EMPLOYMENT

APPLICATION FOR THE POST OF APPLICATION No.

EDUCATIONAL, PROFESSIONAL AND TECHNICAL QUALIFICATIONSIt is the policy of the Transport Executive to conduct pre-recruitment checks into the validity of qualifications and educational certificates in accordance with its anti-fraud and corruption strategy.

PERSONAL DEVELOPMENT AND OCCUPATIONAL TRAINING(include any courses or voluntary work which you consider to be relevant to your application)

Rev 27.08.06

held

Employer From To Responsibilities & Position held

Salary Reason for Leaving


EMPLOYMENT EXPERIENCE


ANY OTHER DETAILS IN SUPPORT OF YOUR APPLICATION

Make the most of this opportunity to present your skills, knowledge and experience relevant to this job as outlined in the Employee Specification. Please focus on:1) What you have achieved in your career to date.2) What personal qualities you can bring to the position.3) Why you want to work for us.4) If you are unemployed, or are returning to work after a break, please use this space to tell us about your personal skills, experience and abilities. Attach a further sheet if necessary.

Please attach additional sheets if necessary

REFERENCES

Please give names and addresses of two professional references, one of which should be your current or most recent employer which will include the last two years of your employment. An offer of employment will not be made unless satisfactory references have been received.

Current / Most recent employerName NameEmail address - if applicable Email address - if applicableAddress Address

Tel TelPosition PositionMay we contact your referee prior to an offer of employment May we contact your referee prior to an offer of employmentbeing made? YES/NO* being made? YES/NO*

EMPLOYMENT EXPERIENCE

R6


Terms and ConditionsPOSITION

INFORMATION TO CANDIDATES ON EMPLOYMENT TERMS AND CONDITIONS

The following details outlining some of the main Terms and Conditions of Employment are for information only. They do not constitute a contractual agreement. A full Contract of Employment will be issued to the successful applicant on appointment.

1. Working Hours

The normal hours of work will be…………………..

2. Holidays

There are 26 days annual leave from 1 April to 31 March each year, plus 11 Bank Holidays and other local holidays (pro rata for part-time staff). Employees appointed part way through a holiday year will receive a proportionate entitlement.

3. Salary

The salary is ……………………….. Annual salary increments are awarded until the maximum of the scale is reached on 1 April subject to:

- a minimum service of 6 months- satisfactory progress being made

The commencing salary of appointment will be dependent upon the levels of experience and qualifications of the successful candidate.

4. British Asylum and Immigration Act 1996

In accordance with the requirements of the British Asylum and Immigration Act 1996 any offer of appointment will be subject to the production of documentary evidence of the legal right to work in this country. Proof of eligibility will be required at the interview stage.

5. Qualifications

Proof of qualifications will be required at the interview stage and inability to prove evidence of qualifications may preclude any offer of employment.

6. VALUED


The Transport Executive monitors targets and objectives set for personal review and development through the ‘VALUED’ process.

7. Pension

There is eligibility to join the Local Government Pension Scheme. Employee contribution to the scheme is currently 6% of basic pay, and benefits of the scheme include retirement pension, provision for ill health retirement, death grant and widows pension.

8. Childcare Voucher Scheme

The Transport Executive operates a childcare voucher scheme. The scheme is operated on salary sacrifice basis and allows parents with children under 16 to save up to £1,195 per annum toward their annual childcare costs.

9. Probationary Period

All new appointments are subject to a probationary period of 6 months during which time suitability for the position appointed will be assessed.

10. Notice Period

The notice period that will operate on both sides to terminate the Contract will be ? month or, on the employer side, one week for every year of service (to a maximum of 12 weeks) if this is greater.

11. Appointment

Appointments made are subject to receipt of satisfactory health clearance and two references (and CRB checks – include this if appropriate to the role)


R7

VISION STATEMENT

Vision:

Public transport should:

meet the Travel needs of people and business in South Yorkshire;

be affordable, accessible, reliable, safe, and well publicised and easily understood;

become the travel choice for all.


R8

THE ROLE OF THE TRANSPORT EXECUTIVE

With funding from the Transport Authority, the Transport Executive has responsibility for securing and promoting the best possible transport network for the people of South Yorkshire.

Chief amongst its activities:

providing concessionary fares;

promoting County-wide, multi-mode tickets;

subsiding uncommercial bus services which not otherwise run;

expanding the local rail network;

specifying services and fares on local rail;

building interchanges, bus shelters and local stations;

improving passenger information channels;

helping people with limited mobility to use public transport;

developing and supporting innovation in transport systems.

In short, the Transport Executive has the task of maximising the tremendous potential of public transport, thereby helping the environment and improving the social and business life of the County.


R9

APPLICATION RECORD

POSITION: VACANCY NOTICE NO: App. No.

Name Post Code Date Sent

DateReturned

Int/Ext Ethnic Code

Age Group

SexM/F

DisabledY/N

Source Of Application

001002003004005006007008009010011012013014

Age Group Coding: A = 16-25 years, B = 26-35 years, C = 36-45 years, D= 46-55 years, E = 56+ years

TOTAL: Internal = External =Age Groups: A= B= C= D= E=

Ethnic Groups: A= B= C= D= E=


R10

SYPTE SHORTLISTING FORM FOR THE POSITION OF (JOB TITLE)

Application Form No:

ShortlistYes/No

Comments

Signature: …………………………………………… Name In Print: …………………………….. Date: ………………

Signature: …………………………………………… Name In Print: …………………………….. Date: ………………

HR Officer Signature:………………………………. Name In Print ……………………………… Date: ………………


R11QUESTIONS FOR INTERVIEW

(DATE)

(JOB TITLE)

FORMAT:

Introduce Panel Members Explain Format Of Interview/test Structure Of Department/Reporting Lines Interview Questions Candidate Questions Terms and Conditions In Brief

Initials 1 Questions

2

3

4

5

6

7

Terms and Conditions


R12INTERVIEW SCHEDULE

Interview Timetable Interview Date:

Interview Venue: Interview Panel:

9.00 – 10.00

10.00 – 11.00

11.00 – 12.00

LUNCH

1.00 – 2.00

2.00 – 3.00

3.00 – 4.00


R13 INTERVIEW SCORING FORM

CANDIDATERATINGS:KNOWLEDGE / EXPERIENCE

Score Weighting

PERSONALITY/SKILLS

SIGNED:………………………………… DATE:…………………….SIGNED………………………………….. DATE…………………….

SIGNED………………………………….. DATE…………………….

No experience/no understanding 0Limited experience/understanding 1Average experience/poor understanding 2Limited experience/average understanding 2Average/experience/understanding 3Limited experience but good understanding 3Good experience and understanding 4Excellent experience/understanding 5


R14

SUMMARY OF INTERVIEW FORMINTERVIEW FOR THE POST OF

Date of Interviews:Location:Interview Panel:

Candidates Interviewers Scores Total Rank Comments

Successful Candidates Reason for Selection

Reasons for interviewees not attending

Name Reason


R15

VACANCY RECRUITMENT DETAILS

POST NUMBER

POST TITLE HR OFFICER CLOSING DATE

SUCCESSFUL CANDIDATE

COMMENCEMENT DATE


R16

INDUCTION CHECKLIST

Aim of the Induction

To ensure a structured comprehensive approach.

Name: ………………………………..

Start Date: ………………………

Pre- Induction Actions

Induction process discussed with Line Manager Yes / NoDepartment Induction programme attached Yes / No Probationary milestones discussed and agreed Yes / No Recruitment and Selection Questionnaire returned Yes / No (Learning and Development team informed) Casual/ Essential Car User Yes / No Home Telephone User Yes / No Internet Access / Email Permissions Yes / No Signing Authority/ Standing Orders Yes / No Fire Marshall informed of new starter Yes / No Admin informed of new starter Yes / NoHealth and Safety Manager Informed Yes / NoSoftware Support Officer Informed Yes / NoSession with UNISON Chair arranged Yes / NoSession with Finance arranged (30 mins) Yes / NoReceive copies of professional certificates Yes / No

PC Induction

Section 1 (45 mins)

MissionRoy WicksDavid BrownDavid YoungMark McCannGraham ReadTim LewisPaul LambertTim RivettSteve Davenport

(Coffee break)


Section 2 (1Hr 30 mins)

Health & Safety part 1Fire Safety Video (Manual)Health & Safety part 2Health & Safety testIT desktop setup (Manual)Data ProtectionBarry’s Bad DayInvestors In People

Coffee break (15 mins)

Section 3 (40 mins)

PoliciesLearning & DevelopmentDiversity

HR Officers (1Hr)

New Starter Personal File:Date Sign

Job Description – Signed

Contract of Employment – Signed

Admin Form – Submitted

Continuous Service Checked

Education Certificates

Professional Certificates

Doctor

Medication

Next of Kin

Payroll Information:Date Sign

Bank Details

P45/P46

Pension Booklet/Form

Pension’s Advisory Service


Passes/ Forms/ Journey Plan/ Unison: Date Sign

Travel/ ID Pass

Access Control System/ Procedure

Travelling Abroad Procedure –

(includes checklist)

Spouse’s Pass Information

Personal Journey Plan

Westfield Health Scheme

15 minute session with UNISON

Chair arranged

Unison Information issued

Over 50’s Medical Information

Telephone Counselling Service

Sports & Social Club Form

Living Well Club

Holiday Entitlement/ Flexi Scheme/ Salary Structure:Date Sign

Holiday Card

Printed Copy of Bank Holidays

Copy of Flexi Scheme & Flexi

Sheets

Salary & Grading Structure

Allowances:Date Sign

Telephone Allowances

Telephone Policy/Mobile Usage

Guide

Car User (Yes / No)

Private Vehicle Insurance

Guidance

Driving Licence*


Insurance Documents*

Business Use Required

MOT Certificate*

Insurance Certificate*

Copy of Policy

The Organisation:Date Sign

Vision/ Mission Statement

Best Value

Business Plan

Travel South Yorkshire (network

branding)

The Role & Services of the PTE

(Customer Charter Leaflet

Provided)

The Role of Management Team

(Organigram Provided)

Overview of Departments

(Organigram Provided)

New Starter added to Organigram:

Leaver removed from Organigram:

Communication within the Organisation:Date Sign

Management Board

Internal Communications Protocol

Director General’s Team Briefing

Departmental Meetings

Health & Safety:


Date Sign Health & Safety within the PTE

including issue of Health and

Safety Policy

Under 18 – H&S Officer Informed

Fire & Bomb Meeting Points

Fire Marshalls

Personal Protective Equipment

Information Technology:Date Sign

IT Policy

Introduction Profile on Intranet

General System Intro

The Role of the HR Department:Date Sign

Role of department

(Organigram to support)

Introduced to HRM

Linked HR Officer

Copies Of Existing Policies:

Date Sign Anti-Fraud & Corruption Fact Sheet

Confidential Reporting

Code of Conduct

Diversity Procedure

Disciplinary Procedure

Grievance Procedure

Harassment & Bullying Procedure

Adoptive Leave

Maternity

Parental Leave

Paternity Leave


Absence & Welfare Procedure

Flexible Working Procedure

Homeworking Procedure

Flexible Resource Deployment

Career Break Procedure

Retirement Procedure

Line Manager Information:Date Sign

Line Manager Fact Sheets

Department Structure

Copies of Relevant Job Des.

Grade Profile of Relevant Staff

Standing Orders / Financial Regs

Half hour session arranged with

Steve Davenport to go through

Standing Orders

Additional half hour session

arranged with Finance to discuss

budgetary procedures / signing

authority/Risk Management.

Legal/Insurance:Date Sign

Copy of Data Protection policy/ statement

Signed Consent Form allowing use of personal data

Freedom of Information and contact details

Insurance Guide

Dress Code/ Uniform Allocation:Date Sign

Copy of Dress Code

Uniform order form completed


Uniform Allocation inc tokens

Probationary Period / Follow-up Induction:Probationary period discussed

Follow-up induction (after one month):- Date:…………………………………

Comments:

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Signature…………………………………………………………………………………

Action passed to:-……………………………………………………………………….

Tour of the Building:Date Sign

Tour of Exchange Street or Site

tour organised

Copy of Floor Plan

Toilets/ Fire Exits

Notes:

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Induction Declarations:

Signed:…………………………… Date:………………………… (New Starter)

Signed: ………………………….. Date:…………………………


(HR Officer)
