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Recruitment Policy and Procedures - Northern College

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Recruitment Policy and Procedures - Northern College Powered By Docstoc
					                              THE NORTHERN COLLEGE FOR RESIDENTIAL
                                        ADULT EDUCATION

                                  RECRUITMENT AND SELECTION POLICY


1. Introduction

As an employer the College is committed to promoting equality of opportunity and aims to ensure that the
best possible staff are recruited based solely on their merits, abilities and suitability for the position. To fulfil
these commitments it is crucial that the College adopts recruitment and selection procedures which are fair,
lawful and objective. It is in the College’s interest to achieve a fair and consistent approach in its
recruitment and selection procedures for all categories of employees not only to ensure that the best
candidate for the job is selected, but also to:

      Attract highly qualified and motivated academic, administrative, technical and service staff;
      Ensure that all job applicants are considered equitably and consistently
      To combat all forms of prejudice and to eliminate all forms of unfair discrimination;
      Comply with employment legislation and ensure good management practice
      To ensure that the College meets its commitment to safeguarding and promotion of the welfare of
       children and vulnerable adults by carrying out all necessary pre-employment checks

2. Identification of Vacancy

When a vacancy occurs the line manager should refer the matter to the Personnel Manager who will
consider in conjunction with the Principal and the Senior Management Team;

i.        Whether it is necessary to fill the vacancy;
ii.       Whether there should be any changes of duty;
iii.      Whether the post should be continued in its present form or replaced by an alternative post;
iv.       Whether the replacement should be a permanent or temporary post;
v.        The membership of the interviewing panel.
vi.       Consultation with the relevant trade unions where changes in terms and conditions are involved.

Where a staff shortage is identified requiring an additional post, approval must be obtained from the Board
of Governors (Policy & Finance Committee) prior to appointment.

3. Job Description

The line manager (with the guidance of the Personnel Manager) will prepare a job specification showing;

i.        Clear statement of main purpose of the job.
ii.       Specific duties of the post holder
iii.      The expectation that post holders will work to promote and support the college’s policies and
          procedures with particular reference to the safeguarding of vulnerable adults and children.

4. Person Specification

The line manager (with the guidance of the Personnel Manager) will prepare a person specification
indicating the qualities and characteristics to be sought in applicants, e.g. qualifications, experience,
personal qualities, aptitudes and skills.

The person specification will:

i.        Avoid arbitrary age limits;
ii.       Avoid a combination of age limit and minimum level of experience.
iii.      Carefully consider any criteria about standards of written or spoken English
iv.       Be capable of assessment in the selection procedure.
v.        Include the requirement for individuals to be capable of undertaking work deemed to be ‘regulated’
          activity in accordance with the Safeguarding Vulnerable Groups (SVG) Act 2006
Where it is thought essential that the post holder is required to have a ‘Genuine Occupational Qualification’
the matter must be referred to the Principal with advice from the Personnel Manager regarding the law in
these particular areas.

5. Use of Job Description & Person Specification

The above documents will be available to applicants responding to advertisements, together with an
application form. In addition, applicants will be able to access information relating to the College’s Mission
Statement, background information and current activities via the College website, or where requested, this
information will be provided in an alternative format.

6. Advertising

Existing College staff will be made aware of vacancies via email and staff noticeboards.

Posts will be advertised both externally and internally simultaneously except in situations where an
agreement has been reached with the trade unions.

Advertisements will;

i.         Be consistent with the job / person specification
ii.        Encourage applications from a full range of potentially suitable candidates
iii.       Include a brief description of the nature of the work and experience / knowledge required
iv.        Not specify age limits, gender or ethnic origin except in circumstances as described previously
v.         State grade, salary or salary range and location (if not based at Northern College)
vi.        State the closing date for the receipt of applications.
vii.       Contain a statement relating to the College’s commitment to safeguarding
viii.      Inform applicants that all posts within the College require post holders to hold a satisfactory
           enhanced Criminal Records Bureau (CRB) Disclosure

The Personnel department will place external advertisements where appropriate giving consideration to the
use of specialist publications and the ethnic minority press

7. Applications

The application process will be co-ordinated by the Personnel Department via the appropriate application
form. A curriculum vitae will not be accepted in place of the completed application form.

Applicants will not normally be informed if they have not been shortlisted for interview (except in the case of
internal applicants who will be informed as soon as practicable). The application form will state that if
applicants have not heard anything within six weeks of the closing date they should assume that they are
not being considered for the post

All application forms and supporting information will be held for a period of six months.

8. Short Listing

Normally, applications received after the closing date will not be considered. Late applications may be
considered under particular circumstances at the Principal’s discretion

Short listing will be carried out by a minimum of two people including the chairperson of the interviewing
panel and/or line manager.

The Board of Governors will determine short listing procedures for recruitment relating to senior posts.

Short listing criteria will be devised based on the following principles:

       They must be based on the job description and person specification
       They must be capable of assessment by considering the application documents
   They must not be based on generalised assumptions, traditions or stereotypes.

In accordance with the College’s commitment to the Disability Symbol all disabled applicants who meet the
minimum requirements of the job as set out in the job description and person specification will be
guaranteed an interview.

A record of short listing criteria will be kept for a period of six months after the appointment is made.

9. Interviews

The Personnel department will invite short listed applicants for interview. The invitation will give details of
interview times, procedures and other information relating to the day’s arrangements.

A member of the Personnel Department will meet candidates prior to their interview to outline the day’s
arrangements.

The interviewing panel will normally consist of the line manager, a member of the team with whom the
successful candidate will be working and a member of the Personnel Department. In the case of academic
and management appointments the Clerk to the Governors will consult with the Chair of the Governing
Body with a view to nominating a fourth member of the panel should the Chair deem this appropriate. The
interviewing panel will have undertaken general training in relation to the safeguarding of vulnerable adults
and children and at least one member of each interviewing panel will have received training in safer
recruitment practices.

The College will use a mixture of tools during the assessment process which may include (but is not limited
to);

   Group exercises
   Individual exercises
   Presentations
   Written exercises
   Individual interviews
   Micro-teach sessions

During interview, each candidate will be asked the same questions. Supplementary questions may be
asked which are relevant to the original question or where a candidate’s response raises the need to clarify
details for reasons relating to safeguarding. Questions will not be asked about marital status, marriage
plans or family intentions. Where it is necessary to assess whether personal circumstances will affect the
performance of a job, this will be discussed objectively without questions based on marital status, children
or other domestic obligation. Questions will not be asked about trade union membership or activities
unless relevant to the post.

The panel will be provided with a scoring sheet outlining the criteria used in the selection process for both
short listing and during interviewing.

A copy of all candidates scoring sheets will be kept for a period of six months from the date of interview.

10. Appointment

The Personnel Manager or the Chair of the interviewing panel will contact the successful candidate to offer
them the post. When the candidate has verbally accepted the post, the Personnel Manager will issue a
letter of appointment. At the point of offer, it will be explained that the appointment is conditional on the
pre-employment checks as outline below.

The successful candidate will be issued with a full contract or written statement of particulars within eight
weeks of commencing the position.
11. Pre-Employment Checks

The College carries out a number of pre-employment checks in respect of all prospective employees.

11.1.   Verification of Identity and Address

        All applicants who are invited to interview will be required to show evidence of identity, right to work
        in the UK, proof of address and original copies of qualifications:

        Where an applicant claims to have changed their name by deed poll or any other mechanism (e.g.
        marriage, adoption, statutory declaration, he/she will be required to provide documentary evidence
        of the change.

11.2.   References

        All offers of employment with the College will be subject to the receipt of satisfactory references.
        One of the references must be from the applicant’s current or most recent employer. All referees
        will be asked whether they believe the applicant is suitable for the job for which they have applied
        for and whether they have any reason to believe that the applicant is unsuitable to work with
        vulnerable adults or children. All referees will be sent a copy of the job/person specification for the
        role which the applicant has applied for. The College will also seek to confirm the applicant’s dates
        of employment, salary, job title/duties, reason for leaving, performance, sickness and disciplinary
        record. The College will only accept references obtained directly from the referee and it will not rely
        on references or testimonials provided by the applicant or on open references or testimonials. The
        College will compare all references with any information given on the application form. Any
        discrepancies or inconsistencies in the information will be taken up with the applicant and the
        relevant referee before any appointment is confirmed.

11.3.   Enhanced Criminal Records Bureau Disclosure (CRB) & Policy Statement on the Recruitment
        of Ex-offenders

        All employees of the College are required to undergo an enhanced Criminal Records Bureau
        Disclosure (CRB) in accordance with the College’s CRB Disclosure policy.

        An enhanced disclosure will contain details of all convictions on record (including those which are
        defined as ‘spent’ under the Rehabilitation of Offenders Act 1974) together with details of any
        cautions, reprimands or warnings held on the Police National Computer. An enhanced disclosure
        will also reveal whether an applicant is barred from working with children or vulnerable adults by
        virtue of his/her inclusion on the lists of those considered unsuitable to work with children or
        vulnerable adults maintained by the Independent Safeguarding Authority. An enhanced disclosure
        may also contain non-conviction information from local police records which a chief police officer
        thinks may be relevant in connection with the matter in question. CRB checks will be requested for
        applicants with recent periods of overseas residence and those with little or no previous UK
        residence. These applicants may also be asked to provide further information, including the
        equivalent of a disclosure, if one is available in the relevant jurisdiction(s).

        Having a criminal record will not necessarily bar you from working for the College. This will depend
        on the nature of the post and the circumstances and background of your offences. This information
        will be treated in the strictest confidence, and is purely for the purpose of protecting the children and
        vulnerable adults with whom we work, and will not be used unfairly. The College complies with the
        CRB Code of Practice, a copy of which is available from the Personnel department upon request.

        Northern College undertakes to treat all applicants for positions fairly. It undertakes not to
        discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other
        information revealed. We are committed to the fair treatment of its staff, potential staff or users of its
        services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants,
        age, physical/mental disability or offending background.
        We actively promote equality of opportunity for all with the right mix of talent, skills and potential and
        welcome applications from a wide range of candidates, including those with criminal records. We
        select all candidates for interview based on their skills, qualifications and experience.

        We undertake to discuss any matter revealed in a Disclosure with the person seeking the position
        before withdrawing a conditional offer of employment.

        The College has a written policy on the recruitment of ex-offenders, which is made available to all
        applicants at the outset of the recruitment process.

11.4.   Occupational Health Clearance

        All prospective employees are required to complete a medical questionnaire and undergo (where
        required) further investigations by the Occupational Health Unit (OHU). Information relating to
        individuals will remain confidential between the OHU and the individual. The College will not
        withdraw any job offer without first consulting with the applicant, considering medical evidence,
        considering reasonable adjustments and suitable alternative employment.

12. Unsuccessful Candidates

Unsuccessful candidates will be informed by letter and given the opportunity to obtain feedback from their
interview.

13. Information Concerning Appointments

The Senior Management Team, the trade unions recognised by the College, the Board of Governors and
the Policy and Finance Committee will be informed of new appointments as appropriate at the next
available opportunity.

College staff will be informed of all new appointments as they arise.

14. Induction

All newly appointed staff will receive an induction upon commencing employment with the College. This
will include (but is not limited to) a Health & Safety briefing, College and role orientation, provision of photo
identification and training in relation to Safeguarding.

15. Internal Promotion

Opportunities for internal promotion and secondment will be advertised by email and on the college
noticeboards. Applications will be invited and the same selection procedures as outlined above will be
used, although the need for a full induction process may be waived.

16. Job Share

The College will consider applications for job share. In each case the operational issues will be considered
and a judgement on each case made on its merits.

If a request for an internal jobshare is approved, the share will be advertised internally amongst all College
full and part-time staff.

Applications, interviews and appointment procedures will follow the standard College procedures.

Should one of the sharers leave their post;

i.      The College will advertise internally to attempt to fill the vacancy.
ii.     The remaining partner will have no automatic right to the full-time post.
iii.    Consideration will be given as to whether the post should remain a job share
iv.     If the vacancy cannot be filled internally, it will be advertised externally.
17. Sessional Teaching Staff

The college has a number of sessional tutors who provide ad-hoc teaching cover for the main areas of the
college’s curriculum. Additional sessional staff will be identified through the normal recruitment process as
outlined above, and through existing networks of the College. Sessional staff will be required to undergo all
recruitment checks as outlined above prior to commencement of employment.

18. Monitoring and Review

Information provided by candidates in relation to equal opportunities will not be divulged to the selection
panel and will be used for monitoring purposes only. The College will undertake an analysis of the
composition of the workforce on an annual basis. The results will be reported to the Equality & Diversity
Committee with a view to reviewing the effectiveness of current procedures and to develop programmes for
improvement.

19. Complaints

Any complaint by existing staff relating to the recruitment process will be dealt with through the relevant
procedures.

Complaints by unsuccessful external candidates will be acknowledged, and processed by the Personnel
Manager in conjunction with the Principal.



   Area                                                                Personnel

   Sub Area                                                            Recruitment
   Prepared By                                                         Sara le Roux
   Approved By                                                         Policy and Finance
   Document Manager                                                    Sara le Roux
   Last Updated                                                        March 2011
   Next Review Date                                                    March 2014
   Assessment Dates Where Appropriate
   Equality Impact Assessment
   Sustainability Assessment
   Safeguarding Assessment

				
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