recruitment & selection policy - qpc · 2019-05-17 · recruitment & selection policy 1....
TRANSCRIPT
Version: R&S:001
Date: 31 October 2018
Recruitment & Selection Policy
Page 1 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
Document history
Author Date Version Approved By Change Details
John Callegari 19/1/17 R&S:001 Meriel Rees-Pullman
New Document Creation (First Draft)
John Callegari 31/10/18 R&S:001 Meriel Rees-Pullman
Annual Review
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Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
Contents
Recruitment & Selection Policy .......................................................................................... 3
1. Introduction ............................................................................................................................. 3
2. Procedure ................................................................................................................................ 3
4. Appointing Manager’s Checklist ................................................................................................... 10
RECRUITMENT ............................................................................................................................... 10
SELECTION...................................................................................................................................... 10
5. Implementation of the Policy ....................................................................................................... 11
6. Monitoring Policy .......................................................................................................................... 11
7. Reviewing Policy ............................................................................................................................ 11
8. Policy Amendments ...................................................................................................................... 11
9. Additional Information ................................................................................................................. 12
Page 3 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
Recruitment & Selection Policy
1. Introduction
QPC is committed to implementing an effective Recruitment and Selection Policy.
The recruitment and selection decision is of prime importance as the vehicle for obtaining the
best possible person-to-job fit which will, when aggregated, contribute significantly towards
QPC's effectiveness. It is also becoming increasingly important, as the Company evolves and
changes, that new recruits show a willingness to learn, adaptability and ability to work as part of
a team. The Recruitment & Selection procedure should help managers to ensure that these
criteria are addressed.
This policy ensures our Recruitment and Selection Policy will:
• be fair and consistent;
• be non-discriminatory;
• conform to all statutory regulations and agreed best practice.
To ensure that these policy aims are achieved, all appointing managers will receive training in
effective recruitment and selection.
2. Procedure
The Recruitment Process
The following procedure will be used when a post is to be filled. The appointing manager must:
Define the role. If it is an existing post - is an exact replacement required or is this an
opportunity to revise the requirements. If it is a newly established post be clear on the exact
requirements, draw up a job description and consult the appropriate Director / Human
Resources Department in relation to the appropriate grade and / or salary.
Complete a Position Vacancy Form which confirms:
* details of the role
* final approval from the appropriate Director;
* in the event of the job being newly established, the approval of the Department Head,
and confirmation from the Finance Director, that funding is available.
Send the Job Vacancy Form to the Human Resources Department / Company Administration
Office for processing. No vacancy can be processed without this authorisation.
Ensure the Position Description and Person Specification are up-to-date and offer a true
representation of the vacant role, and the person you are looking for to fill this post
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Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
Collate an information package appropriate for the post. This package should include:
* position description and if appropriate, the person specification
* information on the department
* information on QPC
* terms and conditions of employment including salary
It is important that this pack is carefully put together in order to present a professional image of
the Company, therefore out of date or poorly presented information is not suitable.
Discuss with the Human Resources Department or appropriate Director the most effective
means of obtaining suitable permanent candidates. The following options should be explored
(in this order):
* Internal advert within the Company
* Examination of previous applications, or those held on file within the Human Resources
Department
* External advert within the position centre
* External advert in the local press
* External advert online and/or press
* External advert in any appropriate technical / professional Journal
* In all posts the above will utilise the services of a recruitment agency
Approve the design of the advertisement. All advertisements must contain as much
information as possible to ensure the correct recruitment group is targeted and reduce
unsuitable applications, while remaining as cost-effective as possible.
External adverts should be submitted to the appropriate Director / senior manager with costings
for approval before being placed.
The Selection Process
Appropriate selection procedures must be used for each post. Procedures may vary, at its
simplest this may involve a straight forward interview and skills testing. For more senior posts
psychometric testing, presentations to the interview panel on a chosen topic and/or a series of
individual interviews on various topics may be included.
The appointing manager will approve the approach to relevant people to assist with shortlisting
and interviewing. At least two people should be involved in shortlisting and sit on the Interview
Panel.
Page 5 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
The application forms received by the closing date will be vetted by the external recruitment
company and all appropriate applications forwarded to the appointing managers for
shortlisting. Applicants must be chosen against the Person Specification. It is the responsibility
of the appointing manager at this stage to record (in writing) the reasons why an applicant is not
shortlisted. All papers must be returned to the Human Resources Department / External
recruitment company, who will approve the invitation to candidates for interview, obtain
references and make the necessary housekeeping arrangements for the interview. This will
include timetabling the interviews and arranging all criminal and pre-employment checks.
Candidates who have not been shortlisted will also be informed.
At least one week prior to the interview, each panellist will receive an interview pack containing:
* copies of application forms and cv's
* blank interview report forms;
* a copy of the position advertisement;
* a copy of the position description;
* a copy of the person specification
The appointing manager will:
* decide on the interview format and determine which areas to concentrate on with the
questioning;
* decide on who will chair the Interview Panel;
* ensure that the appropriate background & criminal record checks are carried out by the
external recruitment company used
* receive the references, criminal and pre-employment checks for candidates from the
External recruitment company, and be responsible for ensuring the confidentiality of these, and
for their safe return to the Human Resources Department / External recruitment company for
destruction.
At the interview, the appointing manager will ensure that the Interview Report Form is
completed as fully as possible. When interviewing, they will ensure that Equal Opportunities
legislation is strictly adhered to, with no discrimination shown on any grounds.
When all candidates have been interviewed, the panel will score them appropriately, and based
on this decide on the most suitable person for the post. The appointing manager will arrange to
inform the successful candidate as soon as possible, agreeing a commencement date and
starting salary.
All interview packs must be returned clearly marked "private & confidential" to the Human
Resources Department for filing for future reference if necessary.
Page 6 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
Upon return of the Interview Report Form, the Human Resources Department will:
* telephone all unsuccessful shortlisted candidates with outcome of interview within one
working day, this will be confirmed in writing;
* write to the appointee, offering the post providing satisfactory references, criminal and
pre-employment checks have been received by the external recruitment company used;
* the offer letter sent by QPC clearly states that the offer is contingent on production of an
original passport or visa giving the right to work in the UK so need to ensure that this is
understood by the applicant;
* initiate a personnel file and computer entry for the new member of staff;
* notify the Manager if the appointee refuses the offer, or if there are any other details to
be cleared.
* deal with any requirements for removal expenses or the finding of temporary
accommodation for the appointee if applicable.
The Human Resources Department will arrange, in conjunction with the appointing manager an
individual programme of induction for the new start which will be arranged and agreed at least
one week before the appointee commences.
Page 7 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
Position Vacancy Form
Is this an established role:
Title of role:
Department:
Date when role becomes vacant:
Who will this be replacing:
Is the role permanent / temporary / fixed-term / contractor
(Give details e.g. length of fixed-term contract)
Salary range:
Full-time / part-time (give number of hours)
Comments:
Signed (Appointing Manager)
Date
Authorised by (Appropriate Director)
I confirm availability of funding
(Finance Director)
Page 8 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
QPC
INTERVIEW RECORD
POSITION TITLE:
PERSONNEL REF:
DATE OF INTERVIEW:
PANEL MEMBERS:
Summary of Panel's comments on interviewees (including recommendation to appoint).
NAME COMMENTS
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Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
Signed ................................................................... Interviewing Officer/Panel Chairperson
Page 10 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
4. Appointing Manager’s Checklist
RECRUITMENT
1. Review the position - is it necessary, does it need to be changed, can the duties be adequately covered elsewhere. If significant changes are required or it is a new position, please discuss the details in relation to grade and salary with the HR Department or appropriate Director
2. Complete a Job Vacancy Form ensuring approval of appropriate Director. If post is newly
established, then confirmation of funding from the Finance Director.
3. Review / complete the job description and person specification.
4. Put together an information pack for the vacancy.
5. Decide the most effective way to recruit to the position. For example, internal advert / job centre / / Online advert / national press etc.
6. Approve the design of the advert. This should be done in conjunction with the HR Department.
Decide on a closing date, method of application (e.g. C.V. or application form), whether a pre-interview visit will be required and who should be contacted for applicant enquiries.
7. The HR Department will arrange the advert through an external recruitment company, send out
information packs and collate applications ready for short-listing. SELECTION
8. Decide on the interview panel as soon as possible and arrange a suitable date with them.
9. Applications will be forwarded to you from the external recruitment company via the HR department on the closing date. These may be inspected at any time prior to this.
10. With at least one other member of the interview panel shortlist for the post against the person specification.
11. Decide whether it would be appropriate to use alternative selection methods, for example psychometric or skill testing and make arrangements for this
12. Let HR Department review short-list, they will arrange for the external recruitment company to contact the candidates and set up the interviews / tests etc. They should also approve the contact of the unsuccessful applicants.
13. At least one week before the interviews, the panel will receive an interview pack containing the applications and other details.
14. References should be collected from the HR Department immediately prior to the interviews.
15. Ensure arrangements are in hand to welcome candidates as they arrive, to escort them to the interview and any other events during the day e.g. testing.
16. Complete the interview, and taking account of the outcome of any testing, decide on the most suitable candidate. Contact them by phone and offer the post (conditionally when details such as references, criminal checks, medical etc. have to be confirmed – these will be provided by the external recruitment company used) agreeing verbally the salary and proposed start date.
17. Return all interview packs and references to the HR Department with the Interview Report Form. They will arrange for the external recruitment company to contact all other unsuccessful shortlisted candidates by phone the same day if possible, and undertake the necessary administration.
18. Set up an individual induction programme for the new appointment.
Page 11 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
5. Implementation of the Policy
Overall responsibility for policy implementation and review rests with QPC senior management.
However, all employees are required to adhere to and support the implementation of the
policy. QPC will inform all existing employees about this policy and their role in the
implementation of the policy. They will also give all new employees notice of the policy on
induction to QPC.
This policy will be implemented through the development and maintenance of procedures for
appraisals and one-to-one meetings, using template forms, and guidance given to both
managers and employees on the process.
This Policy was approved & authorised by:
Name: Meriel Rees Pullman
Position: CFO
Date: 19th January 2017
Signature:
6. Monitoring Policy
The policy will be monitored on an on-going basis, monitoring of the policy is essential to assess
how effective QPC has been.
7. Reviewing Policy
This policy will be reviewed and, if necessary, revised in the light of legislative or codes of
practice and organisational changes. Improvements will be made to the management by
learning from experience and the use of established reviews.
Policy review date: 19th January 2017
8. Policy Amendments
Should any amendments, revisions, or updates be made to this policy it is the responsibility of
QPC senior management to see that all relevant employees receive notice. Written notice
and/or training will be considered.
Page 12 of 13
Information Classification: Internal - Internal information can be shared within QPC, and with partners
and other individuals as necessary, where sharing presents little business risk to QPC.
9. Additional Information
If you require any additional information or clarification regarding this policy, please contact
your manager. In the unlikely event where you are unhappy with any decision made, you should
use QPC's formal Grievance Procedure.
To the extent that the requirements of this policy reflect statutory provisions, they will alter
automatically when and if those requirements are changed.