Recruitment - DOC

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					Recruitment




              1
                           Contact with the manager


Meet with the recruiting department

Finalise the following:

   Start date
   Shortlisting date
   Interview date
   Closing date
   Date of advert (usually 2 ½ weeks, can be 3 weeks for voluntary positions)
   Also ask the manager if they want the application forms printed out or saved
    to disc

You must then determine:

   What Job description the manager wants to use

       o   If the job has been advertised before the description will be in the
           JOBPACK

                      data/f&s/p&d/public/JOBPACK

       o   Otherwise the manager should use the template found on the
           infocentre

                      p&d/ competencies/ competency framework guidance notes/
                      recruitment and selection/ job description template

                  This should then be saved in JOBPACK

   The interview questions

       o   If the job has been advertised before it will be in

                      data/f&s/p&d/public/RECRUITM/selection day records

       o   Otherwise the manager will have to complete the template on the
           infocentre

   The job advert
       o Sign into unicef.org.uk/admin/jobs
       o find the job and cut and paste this into the manager email




                                                                                   2
                      Booking the rooms and equipment


It is very important that you do this as soon as the interview dates have been
decided.

   Go to outlook
   ‘public folders’
   ‘all public folders’
   Africa House rooms
   Meeting rooms
         o Book one of these for the interviews- note that India is used for
            training days as it is quite big!
         o Try and book the room for the whole day; if someone is using the
            room then you might want to consider asking them to move to any
            room (have a look and see if there is somewhere else they can use)
   Quiet rooms
         o Book one of these for tests- you should always assume that there will
            be tests unless you have been told otherwise
         o If there are no quiet rooms then you can book the training room which
            has computers in it

If you need to book equipment

   Raise a ticket with IT by logging onto the internet and clicking ‘support desk’
    on the intranet
   Tell IT what equipment you want, which room you want it in, and what time
    you want it assembled and dismantled
   They will send you confirmation to say that they have received your request




                                                                                      3
                           Contact with the Helpdesk

This must be done at least 2 days before (where possible)

Email the application pack to the helpdesk

recruitment@unicef.org.uk telling them

   when and
   where the job is going to be advertised

Note that each job must be sent in a separate email.

You must also include in the email (as an attachment)

   cover letter
   job description
        o you must include the closing date and interview date at the bottom of
           the JD
   organisational chart (open in visio)

       data/f&s/ p&d/ recruitm/ org charts

       o   the org chart must be sent in pdf format

   employee benefits (if it’s a paid job)
   any other information where relevant


Save all relevant information

The cover letter; JD; organisational chart and employees benefits should all be
saved in:

       data/f&s/p&d/public/JOBPACK/ name of the folder (usually the name of
       the job)

The advert should be save in

       data/f&s/p&d/public/RECRUITM/adverts


Start a new entry in the spreadsheet

This spreadsheet can be found in excel

data/ f&s/ p&d/ public/ RECRUITM/ database 2007




                                                                                  4
                          Putting a job advert online

                               The UNICEF website

Step one- the job description

In word:

      Open the job description in word
          o Make sure that the font is universe 45 size 11

      At the bottom of the file make sure you have written the closing date and
       interview date

      This file should be saved in:

           data/f&s/p&d/public/JOB PACK/ name of the folder (usually the name
           of the job)


Step two- the job advert

Note the following very important information concerning the text

      The job advert must be copied into Note Pad (not wordpad) before it is
       copied onto the database
      It must also be changed to ‘verdana 10’
      You cannot use the following in the job title: & ‘ ?
      You cannot use the following in the job narrative: &

Online
    update the 360 database by logging onto www.unicef.org.uk/admin/jobs
        o siteadmin/ coff33
        o gwenc/ unicef

‘page unavailable’?

type: http://146.101.165.8/admin

      once in the 360 database, then click on P&D jobs on the left hand side of
       the screen; then click on add near the top pf the screen

      copy and past the job advert into the blank space on the screen

      fill in the details- note the following
             o click ‘yes’ to job chart
             o note the name that you give the folder must correspond with the
                 name given in the (i) drive (see below)
                     the name must not have any spaces (use the underscore_)
                        and should be all small letters
             o click ‘no’ to alert sent

Step three- preparing the JD and org chart for the website

Change the JD and organisational chart into PDF then save onto the (i) drive:

For the Job Description (JD)



                                                                                   5
      click on ‘print’
      in the printer options click on ‘ primo pdf’
      click on screen
      then next to the subject line click on the box that has three dots on top of
       each other
      once in here find the (i) drive
      then click on devunicef
      open the ‘jobs’ folder
      open the ‘jobs_assets’ folder
      create a new folder giving it the exact name that you gave the folder in
       the 360 database
      in this folder save the JD as ‘description.pdf’

For the Chart

      open ‘visio’ (which is in Microsoft office)
      open the g drive (Data and ‘The Nas..’)
      data/ f&s/ public/ org charts/ recruitment/ 2005
      open the chart that you need then:
      click on ‘print’
      in the printer options click on ‘ primo pdf’
      click on screen
      then next to the subject line click on the box that has three dots (…)
      once in here find the (i) drive
      then click on devunicef
      open the ‘jobs’ folder
      open the ‘jobs_assets’ folder
      create a new folder giving it the exact name that you gave the folder in
       the 360 database (the one with no spaces and all in small letters)
      in this folder save the JD as ‘chart.pdf’

Step four- uploading the JD and org chart

      go into dreamweaver
      under files you need unicef.org.uk (rather than the infocentre)
      jobs/ job_assets/ [folder name]
      and upload ‘put’ ↑

Step five- checking website and making admendments

      go onto website to check

Step six- sending alerts

      www.unicef.org.uk/admin/job_alerts/joblist.asp
      Sign in using the same information as that used to access the 360
       database:
          o siteadmin
          o coff33




                                                                                  6
                               Putting a job online

                                  Other websites

www.charityjobs.co.uk

Go to: ‘for employers’ then ‘login’

      gwenc@unicef.org.uk
      richmond

Once you have logged in with the above information you will be directed to your
‘myspace’ page. Click ‘add.’

Note: category is always ‘volunteer-general’ (if you don’t click volunteer
here then you will be charged to use the service)

How to apply- copy and paste the following

       To receive an application pack please email: recruitment@unicef.org.uk or
       apply on-line: www.unicef.org.uk/recruitment (CVs will not be accepted).

       When emailing recruitment please quote the Job Title and not the
       reference number.

       CRB checks will be carried out on the successful applicants.

       UNICEF UK is committed to diversity within its workforce.

URL- copy and past the following:

       www.unicef.org.uk/jobs

www.oneworld.net/uk

      gwenc
      Theresa

Login/ jobs account/ volunteer ads- click here

Save job and preview, then ‘publish’

How to apply- copy and paste the following

       To receive an application pack please email: recruitment@unicef.org.uk or
       apply on-line: www.unicef.org.uk/recruitment (CVs will not be accepted).

       When emailing recruitment please quote the Job Title and not the
       reference number.

       CRB checks will be carried out on the successful applicants.

       UNICEF UK is committed to diversity within its workforce.




                                                                                  7
URL- copy and past the following:

       www.unicef.org.uk/jobs

It is necessary to check the applications inbox once a day. All applications should
be printed off and put into the relevant job folder.

      At 5.30 on the closing date all applications should be counted; the number
       of applicants should be noted on the front of the folder
      These applications should then be given along with a job description and
       short listing form to the person in charge of recruiting.

Note that all ‘equal opportunity’ forms are printed off and put into a separate
folder

www.bond.org.uk

Rob Lusadi (020 7520 1042 232)

The free websites are:

      www.unicef.org.uk
      http://uk.oneworld.net
           o gwenc; theresa
      www.charityjob.co.uk-
           o gwenc@unicef.org.uk; richmond
      www.jobsincharities.co.uk
           o email: Helena@jobsincharities.co.uk
      www.reed.co.uk
      www.c-a-r.org.uk
           o email details to info@c-a-r.co.uk in subject write ‘volunteer
              opportunity’


 Below are the details that you put in the email,. Also add the JD as an
 attachment.


 Job Title: Youth Team Volunteer (Events)
 Salary: unpaid
 Location: London WC2
 Type of job: Part time volunteer position
 Type of Charity Childrens International Development


To apply:

To receive an application pack please email: recruitment@unicef.org.uk or apply
on-line: www.unicef.org.uk/recruitment (CVs will not be accepted).

CRB checks will be carried out on the successful applicants.




                                                                                  8
After advertising the job liaise with the manager to get the interview questions
and details of who will be on the interview panel



                                      Shortlisting

The shortlisting form is found: f&s/p&d/public/forms/R&S forms October 2006
update/ shortlisting form October 06

Once you receive the short listing form the applicants must be contacted and
given the following information (note that you might have to chase the managers
to ensure that you get the shortlist on time):

Before   calling the candidate ask the manager how they want the timetable.
        Start time
        Lunch
        Breaks
        End time

The phone call

        Inform them that they have been shortlisted for the position of …
        Explain how long the process will take and what will be involved
        Ask them when time they would like to attend
        Tell them that you will be emailing confirmation
             o (is this ok, or would they prefer for the confirmation to be posted)

The paper work

The interview schedule now needs to be filled in with the time of the interview,
the time of the test and the interview panel.

        Data/ f&s/ p&d/ public/ RECRUITM/ interview schedule/ interview schedule
         2007

You must now email/post the invite letters

        Data/ f&S/ p&d/ public/ RECRUITM/ invite letters/ invite letters 2005/
         2007

        For the map that is attached to the email:
             o Data/ f&S/ p&d/ RECRUITM/ invite letters/ invite letters 2005/ map




                                                                                      9
                                Interview Pack

This is prepared 48hrs before the interview date and contains the following:

      Interview Schedule
           o Data/ f&s/ p&d/ public/ RECRUITM/ interview schedule/ interview
              schedule 2007
      Job description
           o Data/ f&s/ p&d/ public/JOBPACK/ 2007/ open the relevant folder
      Interview questions
      Application form for each of the shortlisted candidates

One pack should be given to each interviewer + one pack should be kept in P&D

Send the interview schedule to reception at Londonreception@unicef.org.uk

The schedule should also be sent to the person administering the tests (note that
it is not our responsibility to administer the test- we do not have the resources,
find someone in their team).




                                                                                10
                                   Offer Letters

The recruiting manager will offer the letter by telephone. They may ask for the
salary scales to be confirmed (public/salaries/2007)

      Data/ f&S/ p&d/ public/ RECRUITM/ offer letters/ offer letters 2007

      Give the letter to someone who has not written it so that they can check it

      The letter must be given to Simon or Helen to sign- note that they must
       have a copy of the email correspondence in order to see what the salary
       and start date is.

      Once signed a photo copy of the letter must be given to Gwen for the
       payroll

Note: the probation period for Assistants and below is 3 months; for officers,
managers and above 6 months

The notice period is 1 month for assistants and below and 3 months for officers
and above

Annual leave- weeks left to work/52 weeks * 25

Pro rata- hours worked/35hrs * 25 to find annual leave, then weeks left to
work/52 weeks * annual leave (you then tell them how many bank holidays they
are entitled to (infocentre/ p&D/ policies/ annual leave) weeks left to work/52
weeks * bank holiday entitlement)

New starter checklist

      Data/ f&S/ p&d/ public/ forms/ new start checklist

In the letter sent to the successful applicant:

This letter must be sent out 48 hours after the offer has been made and
must contain the following (which can all be found in: Data/ f&S/ p&d/ public/
FORMS)

      Forms for payroll- starters/ amendment form
      Emergency contact (saved as next of kin)
      CRB with accompanying guideline notes
      Nomination for life assurance
      New purchase ledger form

When these forms are returned:

      The CRB should be given to Lucy
      A copy of the starter form should be given to Gwen



                                                                                  11
      Everything must then be put on w/f
      Then filed

Reference requests

      Data/ f&S/ p&d/ public/ RECRUITM/ reference request/ template
      Photocopy the reference requests for the new starters folder

Send the contract

      Data/ f&S/ p&d/ public/ RECRUITM/contracts/2007

Creating a folder for the new starter

It must contain:

      The job description
          o Data/ f&S/ p&d/ public/ JOBPACK/ 2007
      The application form
      The interview notes from the Manager
      Any other correspondence with the Manager
      Copy of the reference requests
      Acceptance letter when received

The new starters checklist for the inside of the folder:

      Data/ f&S/ p&d/ public/ FORMS/

Put the new starter on w/f / 360 database and organisational chart on the
infocentre

Remember to update the spreadsheet (in EXCEL)- data/ f&s/ p&d/ public/
RECRUITM/ database 2007 and also open the relevant interview schedule and fill
in the persons name where it says ‘appointed’ (this helps when doing equal opps
monitoring)

Probationary period

      Update the spreadsheet with the new starter (public/ probation)
      Send an email one month before to the line manager to inform them that
       the probation period is coming to an end
           o Include in this email and link to the forms on the infocentre
      Manager to give you the probationary notes; these are then given to
       Simon; and then filed
      Write to the individual to confirm them in post (copy kept on the file)
       (public/ letters/ probation)

This is the email template to be sent to managers one month prior to end of
probation period.

Dear xxxxxx,

Just to remind you that xxxxxxxx’s probation will be coming up for review on
xxxxxxxxxxxx.




                                                                               12
Please advise as to whether xxxxxxxxxx has passed or not and find attached link
to info for completion of xxxxxxx's Probation review in line with performance
appraisal.

http://infocentre/Personnel/best_practice_man/a_guide_to_probationary_period_
2006.doc

Many Thanks




                               The rejection letter

      Data/ f&S/ p&d/ public/ RECRUITM/ rejection letter

Creating a folder

      Interview notes
      Application form
      Copy of the rejection letter
      Must then be archived


                                All other applicants

Unsuccessful before the interview- need to be archived for 6 months
    Envelope should contain the short listing form
Unsuccessful after the interview- need to be archived for 1 year
    Envelope should contain the job description and interview notes




                                                                             13
                              Starters and leavers


Leavers

We will receive a resignation letter. This then needs to be acknowledged including
a calculation of their annual leave entitlement (taking into account any carry
overs from the previous year)

In this letter we also include a leavers checklist. We also ask them if they would
like to have an exit interview. If they say yes, then we send them a form; set up
a date for the interview.

At the end of the month this person is put through payroll as a leaver.

A copy of their p45 is handed over- you then:
    take them off the phone list;
    take them off the organisational chart and w/f.
    file the p45 and archive the folder.
    Update the database in recruitm/starters and leavers/ database 2007

On workforce

      open a new record in employment history and fill out all the relevant fields
       (click on F3 to get the options under each)
      once you have made the person a leaver in the employment history tab
       through to the leaver menu under ‘personal details’
            o when here type ‘Y’ into the archive box

      to archive click on the icon that looks like a hammer at the top of the
       screen
      on the left hand side find the icon that ‘backs up’ the system (to do this
       make sure that everyone is logged out of workforce)
      after backing up the system look for the button to ‘archive’


The following email is sent at the end of the month (this is an example)

Dear All,

Please find below a list of New Starters and Leavers for ACTION.



   Name & Job Title               Leaving Date                Action needed




                                                                                    14
Irene Smith ( Donations            31/05/2007            Please remove from all
Manager)                                                 lists




   Name & Job title                 Start Date                Contract type


Georgina Curtis (Youth             01/05/2007              Temporary (until 29th
team Assistant)                                                June 2007)




It should be sent to:
     Office Management Team;
     Finance Team;
     IT (Africa House) and
     NMR Intern (who is responsible for updating the photos on the phone list)
     People and Development should be cc’d in.

Note that at the end of the month you also need to send an updated excel
spreadsheet with the contact details of all members of staff to OM

You do this by running a report in workforce with the following details:
    First name
    Last name
    Department
    Work number
    Mobile number
    External email


Where to find the starters and leavers information

recruitm/starters and leavers/ database 2007 (in EXCEL)

You will also find them in the report that Gwen prints off at the end of the month




                                                                                  15
                                    Appraisals

This is done on the 360 database

For Managers- www.unicef.org.uk/360/signup (feedback)

Managers sign up, fill in some details and then an automatic email is sent out to
all those who have been selected to feedback into this persons appraisal.

For those doing the appraisal- www.unicef.org.uk/360/feedback (feedback)

Note that if people are unable to log on, then their email address/ DOB
will be wrong on the system. OR they have not been signed up to do an
appraisal.

P&D assessors- click search to find out

Note that if you change one of the people asked to do the appraisal then you
either:
     Need to ask the appraiser to send out an email informing the new person
        or
     Delete everything and tell the manager that you will be doing it all again
        so that the email is automatically generated

Note that for external appraisers you need the email address and DOB; this
information is then updated into 360 (must be deleted after the appraisal)

‘P&D responses’ to see whether someone has filled in the form or not

For the manager to be able to access all the appraisals:
www.unicef.org.uk/360/reporting (management)

If the manager says that they are unable to see the report:
     Check that all appraisers have filled out the form
     If P&D have deleted a person from 360 then the appraisal will also be
        deleted (if this is the case then you need to contact John Lind to retrieve
        the data)

Once we receive the appraisal we give it to Simon for the learning and
development needs; the information is then logged it onto w/f and filed.




                                                                                  16
                              Absence monitoring

You have to send out an email at the end of each month asking for the
monitoring forms.


Dear all,
Just a quick reminder as usual that the Absence Monitoring forms for xxxx are
due back to me. I would be very grateful if you could all please forward these to
me by xxxx so they are received in time for Payroll.
Don't forget that there is are Best Practice Guides on Absence Management
available on the Infocentre at the following link:
http://infocentre/Personnel/best_practice_man/best_prac_mgmt_guide_home.as
p This guide sets out the rights and requirements of employees in relation to
absence and offers useful advice for managing the absence of your staff.
If you have any questions about any of this information, please do not hesitate to
contact a member of P&D.



These should then be filled in in the absence monitoring folder and a note must
be made of:
     Those managers who have not sent in the AM form and
     Individuals who have not sent in the sickness form

It is important to have complete files by the payroll date, so you will need to send
an email requesting the above if it is not received.


You must send an email to Gwen with details of those persons who have been
absent for more than 4 days.




      Name                 Dates             Number of               Sickness
                                            Working days


Christine Edmead       06/06 – 29/06               18              Not recorded

 Georgina Annan        25/06 – 29/06                5              Not recorded




                                                                                  17
                                     Workforce

Once you have signed in click on ‘human resources manager,’ which is the icon at
the top of the page which looks like three heads.

You can then do any of the following:

Absence

      On the right hand side of the screen click on the ‘filing cabinet’- this will
       open a small window
      Type the last name of the person you are logging
      Click on the ‘absence’ tab down the left hand side of the open window
      Click on ‘create’ which is the first folder towards the bottom of the open
       window

Salary check/update

      On the right hand side of the screen click on the link next to the filing
       cabinet- it looks like a man behind a desk (!)
      To add a new entry click on the ‘create’ icon which is the first folder at the
       bottom of the open window

Create a new entry

      Click on the filing cabinet on right hand side of the screen- this will open a
       small window
      Click on ‘create’ which is the first folder towards the bottom of the open
       window
      Enter the information by tabbing through the fields
      Click ‘save’


360 Database

      www.unicef.org.uk/admin/personnel/360
         o siteadmin/ coff33
         o gwenc/ unicef

      click on ‘P&D Staff’ on the left hand side of the screen
      click ‘add’- towards the top of the screen


Making a change in w/f

Need to create a new job?

      Look up the person
      Employment to check job band (F)
      Post
      Post code table
          o Always 35 hours
          o Input salary band



                                                                                       18
Establishment by post
    post
    establishment
    by post

establishment by department
    post
    establishment
    by department

then have to create a new record of the job change in ‘employment history’




                                                                             19
                                 Dreamweaver

Updating organisational charts

To open visio:

       Programs/ Microsoft office/ Microsoft visio

To open the org.charts

       (g) drvie/ data/ f&s/ public/ organisational charts/ infocentre/ 2005/ then
       chose the department

      make the change and click ‘save’
      then need to change to a pdf:
          o print
          o in printer preferences click ‘primopdf/
          o click on ‘screen’ on pdf settings
          o click on the box with three continuing dots (…)
          o scroll to the (i) drive/ devinfocentre/ personnel/ organograms/
              2005/ department name
          o ‘yes’ to overwrite
          o ok

The next step is to update to dreamweaver (start/ programs/ macromedia/
dreamweaver)

      make sure the ‘infocentre’ files are open (as opposed to unicef.org.uk);
       and you must be in ‘local view’
      personnel/ organograms/ 2005/ then chose the department
      click ‘put’ which is the upward facing blue arrow

After updating on local view; do the same for ‘remote view’

Updating a word document

You first need to update the document in word making all the necessary changes.

This document needs to be saved to the (i) drive; devinfocentre; personnel; then
in the relevant folder
     note that the name given to the document must not have any spaces use
        _ instead.

Once you have done this in word open Dream Weaver, find the document on the
left hand side of the screen and click ‘put.’

Creating a link

The first thing you need to do is to open the page as it appears on the Infocentre
by clicking file; open; then finding the relevant page

You can then make any changes necessary that particular page by using the tool
bar located at the bottom of the screen.



                                                                                  20
      To create a link- highlight the word, sentence etc.
      Go to the ‘link’ box in the tool bar and either search for the file by clicking
       on the file or
           o click on the icon that looks like a wheel and drag to the file on the
               left hand side of the screen (an arrow will follow the mouse from
               the wheel to the file that you want to link)
      click save
      then ‘put’

note that if you want the linked document to open in another window then in the
box marked ‘target’ you need to click on ‘_blank.’ If you don’t want it to open in
separate window then leave the box empty.




                                                                                    21