Dear students let us all do an in-depth study of the given forms which are given to an applicant when he first comes to an organisation. You all need to develop the skill to view each item in terms of rationale, relevance etc.
This is to keep in mind that we do not end up asking irrelevant questions, or barging into someone’s personal world. The legal requirement has to be taken into consideration as well. The aim of recruitment and selection have to be wisely fulfilled , avoiding discriminatory practices.
A. Interview Assessment Form (Please Complete And Return To The Personnel Office)
B. Sample Recruitment Policy
This document explains the CVS’ policy on the recruitment and selection of paid staff. It will be made available on request to applicants for CVS posts and will be used by line managers who are responsible for recruiting staff, to ensure consistency. All selection decisions will be based on skills, qualifications and experience.
2. Equality Commitment
CVS believes that no person or group should be treated less favourably in employment because of their race, religion, gender, disability, sexual orientation, age or offending back-ground.
Staff appointments will be monitored to ensure no discrimina-tion occurs at the point of selection.
CVS recognises that apart from job related qualifications and experience, other knowledge and experience may be equally valid in the appointment of a worker and are particularly relevant in the case of people from groups which experience discrimination.
Where the policy refers to a disabled person, we are using the definition under the Disability Discrimination Act, which states that someone is a disabled person if they have:
…a physical or mental impairment, which has a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities…
3. Job Description
When a vacancy arises a job appraisal will be carried out and the job description brought up to date.
Job descriptions will be flexible and allow for reasonable adjustments to be made should disabled people apply.
The job description will include the following information:
Overall role of post
List of principal responsibilities and duties (around 8 to 12 very brief statements)
General duties such as attending internal meetings, representing CVS, preparing reports and statistics, undertaking training
Responsibility to work in a way that promotes equality
General statement: ‘This is not a complete statement of duties and may be amended in the light of changing needs of the organisation after consultation with the postholder’.
4. Person Specification
The person specification is a statement of the specific skills, knowledge, experience and attributes required to undertake the tasks involved in the job. It will be used as a basis for selecting candidates to be shortlisted and for decision-making during the interview itself by providing known, appropriate, justifiable and agreed criteria.
The criteria will be testable against the application form and interview. No criteria will be used for shortlisting or selection that are not included in the person specification.
Criteria will be divided into those that are essential (candidates must have these) and those that are desirable (can be acquired after appointment). Genuine Occupational Qualifications will be included, where appropriate, with justification.
No artificial barriers to age, disability, gender or race will be included.
All posts will be open to applicants between the ages of 18 and 65, except in exceptional circumstances.
Formal qualifications will not usually be required unless necessary and related to the job. If so, this will be stated in the person specification. Equivalent overseas qualifications will be regarded as acceptable. Any doubts over comparability will be checked.
5. Information to Applicants
The following papers will be sent out to job applicants:
Covering letter, including date of interview and named person who can discuss job with applicant.
Summary of terms and conditions
Background information relating to the post
Equality monitoring form
Disabled people at work – options form
Applicants who are not short-listed will be advised by standard letter before the interview date.
6. Information to short-listed candidates
Letters to candidates invited for interview will include:
A request for an indication of any ‘reasonable adjustments’ which CVS should attend to. Applicants who have indicated they are disabled will be asked to give sufficient details to enable the panel to take into consideration any adjustments that need to be made to the interview arrangements or the post.
Details and a map of where the interviews will be held.
Outline of the format of the selection process, e.g. formal interview, written exercise, group work.
The times at which the candidate will be required to attend.
Details of any additional material the candidate will be required to bring.
Any other information relative to the day.
Names of panel members
7. Selection Panel
All selection decisions will be made by a panel and not by an individual. There will be at least two people for posts graded 3 and below and at least 3 people for all other posts. Panels will, where possible, reflect groups that experience discrimination in their make-up in an attempt to eliminate stereotyping and bias.
Panels will always include the line manager and a person with expertise in the job area. Other panellists will be drawn from the CVS committee, partnership bodies, user groups or senior staff.
The Development Manager will provide briefings to each selection panel on how to ensure the process for recruitment and selection complies with the CVS Recruitment Policy and avoids discrimination.
Shortlisting will be on the basis of essential and desirable criteria that will be applied consistently to all applicants.
Disabled applicants will be offered the choice of applying under the ‘guaranteed interview’ scheme and if they do so, should complete the ‘disabled people at work options form’. If they apply under the scheme, they will be guaranteed an interview, if they meet the essential criteria. Assumptions will not be made about whether or not they are able to do the job.
Only completed application forms will be considered, except where disabled people need to send in applications in other formats. Personal information will be separated from the forms on receipt and will not be seen by the panel until the shortlisting is completed. The disabled people option form will be kept with the application form to ensure the shortlisting panel takes account of reasonable adjustments needed. CVs may be included to give additional information, but will not be considered on their own without the appropriate form.
Application forms may be completed in handwriting or by word processor and can be downloaded from the CVS’ website at www.anytowncvs.org.uk Applicants who do not have access to a computer may be able to use the one at The Centre, Anytown.
All questions at interview will relate to the person specification. Each candidate will be asked about the same main areas and will not be asked about their personal circumstances.
The selection panel will prepare questions and agree who will ask which questions before the interview.
All candidates will be asked about their commitment to equality and how they will ensure their work promotes this.
10. Certificates and Qualifications
Candidates will only be asked to bring certificates or evidence of qualifications where these are necessary criteria for the post or as evidence of identity or evidence of their commitment to learning and development.
11. Asylum and Immigration Act 1996
All candidates will be asked to provide evidence that they are eligible to work in the UK. This will be a document showing name and NI number from a previous employer, Inland Revenue, Benefits Agency, Contributions Agency or Employ-ment Service and could be a P45, payslip, P60, NI card or letter.
12. Selection and Rejection
Decisions about selection will be made in accordance with the person specification.
Once the person has been selected and confirmed their accep-tance, all unsuccessful applicants will be informed. Short-listed candidates will be offered the chance to discuss the reasons why they were not appointed. Because of resource implications, this opportunity will not be pro-actively offered to other applicants. However, we will endeavour to give feedback, if requested.
References are always taken up on candidates who successfully complete the interview stage but will only be referred to after interviews have taken place. They will be used to verify factual information and to support or deny the appointment of a candidate, not to choose between candidates.
14. Pre-employment health checks
If the selected applicant has taken considerable amounts of sick leave not related to a disability in recent posts, or had to leave previous posts because of sickness not related to a disability, the recruitment panel may decide to refer the applicant for an Occupational Health assessment prior to confirming an appointment. In these cases, an offer of employment will not be made until the health check has been carried out and the panel is satisfied with the result. Past sickness, which is not recurrent, will not automatically bar candidates from selection.
Where sickness is related to a disability, the panel will take this into consideration when considering adjustments that need to be made.
15. Recruitment of ex-offenders
As an organisation using the Criminal Records Bureau’s (CRB) Disclosure service to assess applicants’ suitability for positions of trust, Anytown CVS complies fully with the CRB Code of Practice.
A Disclosure is only requested if it is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position.
Where a Disclosure is to form part of the recruitment process, we encourage all applicants to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to a designated person within Anytown CVS and we guarantee that this information is only seen by those who need to see it as part of the recruitment process.
If the person selected starts work before the Disclosure is received, they will not be able to work unsupervised with children, young people or vulnerable adults until a satisfactory Disclosure is received.
Unless the nature of the position allows Anytown CVS to ask questions about your entire criminal record, we only ask about “unspent” convictions as defined in the Rehabilitation of Offenders Act 1974.
We ensure that all those in Anytown CVS who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974.
At interview we ensure that a discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position could lead to withdrawal of an offer of employment.
We make every subject of CRB Disclosure aware of the existence of the CRB Code of Practice and make a copy available on request.
We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment.
Having a criminal record will not necessarily bar you from
working with us. This will depend on the nature of the position and the circumstances and background of your offences.
17. Retention of information
Anytown CVS complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosure information and its obligations under the Data Protection Act.
All application forms, notes and Disclosures relating to unsuccessful applicants will be kept confidentially for one year and then destroyed by secure means.
18. Monitoring of recruitment information
The officer responsible for the recruitment will ensure the Equality Summary sheet is completed with details of gender, ethnicity and disability of all applicants, those who were shortlisted and those who were selected. This information will be considered by the Equality Monitoring Committee who will advise on any action needed if the profile of applicants does not reflect the population profile within CVS’ area of remit.