Recruitment and Selection Policy Oct 2019

Recruitment and Selection Policy 7 October 2019

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1. What this policy is about Your Homes Newcastle is committed to making sure its workforce represents the varied communities we serve. We aim to recruit the best person for the job. This policy provides a framework to enable this to happen.

YHN strives to continually assess recruitment procedures and practices to remove barriers to employment for under-represented groups. We will ensure we continue to comply with current employment legislation, and recruit staff according to best practice.

Where appropriate, we aim to have a flexible recruitment process to meet the needs of the service, with a clear and consistent corporate procedure to make sure all requirements are met.

This policy and the supporting procedure have been developed to ensure we achieve these aims.

This policy applies to the majority of vacancies that arise within YHN, whether permanent, fixed term or casual in nature (pool staff). The policy also applies to internal secondment and acting up opportunities, unless the Director approves the agreement, paragraph 4.1. placements) and Apprenticeship (one year) schemes are not covered by this policy.

Recruitment to these posts is managed by the Employability Team. The following link will take you to the relevant web page, Job seekers - Your Homes Newcastle YHN will not knowingly employ an individual who has previously been awarded a Local Government Pension for ill health retirement at Tier 1.

This policy also links to the other YHN Policies of; Safer Recruitment policy Secondment policy Fixed Term policy Flexible Working policy DBS and Barred List Check Procedure Code of Conduct Reference Policy YHN are strongly committed to fairness and equal opportunities for all. This policy meets the requirements set out by the Equality Act 2010 and aims to prevent unlawful discrimination on the grounds of disability, race, gender, age, sexual OFFICIAL

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orientation, religion and beliefs, pregnancy and maternity, gender reassignment, marriage and civil partnerships.

This policy has been written in-

Business Strategy

, and its values of Ready, Amazing, Revolutionary and Energetic. It also reflects best practice and ensures YHN adhere to legal requirements.

2. Our approach The Recruitment and Selection Process What to do when a vacancy arises When an existing post becomes vacant, the recruiting manager (the Chair) must review the role and consider whether the post is still required. Before submitting a vacancy for approval, the following points should be taken into consideration: What is the purpose of the post; is it still needed?

Could the position be filled on a temporary basis, or with reduced hours?

Does the job description need to be reviewed is it still fit for purpose?

Can the duties be carried out in another way, e.g. have there been any changes in technology or working practices, which may necessitate a review of the job description?

Can the duties be absorbed amongst the remaining posts in the team?

Are there any proposed changes in the near future which could impact on the post, e.g. a requirement for additional skills or a different skill set.

Where there is a requirement for a new role, this should be discussed with your HR contact, a job description written and a request for job evaluation made.

There is a choice of two application forms for candidates to complete. Where there is a requirement for a less complex form, please contact HR and inform EAS when the vacancy is to be advertised.

If a job role needs revising, the recruiting manager should contact HR for support and advice, and to determine the impact of any proposed changes on other job roles and if a job evaluation is required.

The opportunity to recruit should not be used to simply re-evaluate the role unless there is a specific business need for this.

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Where a new post has been created, that involves regulated activity with a child or vulnerable adult, information relating to the requirements for a DBS check can be found here. Managers are asked to use this information to ascertain the appropriate check for the role and inform EAS when a new post is created.

Creating and advertising the vacancy When creating a new post, the recruiting manager must complete an online OU02 form, as this will prompt the creation of a post number on SAP which is required by Finance and Employee Services in order to advertise a vacancy. The advert and job description must be attached to the OU02 form. Find the OUO2 form here.

When advertising for established posts recruiting managers need an approval to advertise form authorised by their Assistant Director or Director, then HR through an electronic workflow process.

Help with writing an engaging advert can be obtained from you HR Adviser or the Communications Team.

The redeployment list will be checked by Organisational Development to see if there are any st managers will be informed and interviewed where necessary. Redeployees also receive a weekly newsletter sent out by Employee Services, to inform them of any vacancies.

engaged on a contract to be used on an as and when necessary basis.

The fundamental meaning of a contract is that YHN has no obligation to offer worker does not have to accept any work offered to them.

Casual contracts allow flexibility for the service, enabling it to cope better in times of demand, and reduces costly agency fees.

A rolling advert can be created on North East Jobs that is open on a long term basis, but it is best practice to advertise such vacancies for a given timescale to allow applicants to have an idea of when they will be advised if their application was successful. The timescale for this is to be determined by the recruiting manager, but it would be advisable to be no longer than two weeks.

Pool staff are subject to the same recruitment and selection processes including preemployment checks.

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-

Expressions of Interest

under certain circumstances.

Ring-fenced positions should only be advertised in exceptional circumstances, which include: A temporary promotion (acting up) opportunity within a team/service (such as maternity leave or long term sickness cover), where a member of the team has the necessary skills and knowledge to immediately step into the role due to time constraints Where there is an organisational restructure, which leaves one or more

Where it is believed there is a need for ring-fenced recruitment outside of these circumstances advice must be sought from HR.

staff via email/in writing, rather than go through the formal vacancy advertising process.

All other positions A recruiting manager may refer back to a previous recruitment campaign and shortlist one (or more) of the previously unsuccessful - but appointable interviewees, as long as this is done within 6 months of the previous interviews.

When this is considered an approval to advertise form will be required and appropriately authorised. This only applies when the vacancy is an identical position would be potentially appointable to the position. This can be done either with or without re-interviewing those previously unsuccessful applicants.

All vacancies, either to be advertised internally or externally, will be placed on the North East Jobs website by Employee Services, in addition to the intranet, YHN internet pages and social media. Other websites/publications may be used, and where there is a cost, only if there are sound business reasons for doing so, and the budget is available. The recruiting manager should speak to Employee Services should they wish to extend the publication of the advert or to place an advert in any other location.

Approvals to advertise received prior to midday on Monday morning will be advertised that week.

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All vacancies will be advertised to redeployees initially, then internally, where possible. Existing employees are encouraged to apply for vacant posts if they have the appropriate qualifications, experience and skills.

A vacancy will normally be advertised for 14 calendar days, unless Employee Services are advised that a different time period is required.

Ideally the interview date should be stated on the advert, whenever possible.

Agency Workers Managers should be using agency staff only when the position is to be filled for less than 13 weeks and as a last resort.

Recruitment of temporary agency workers is done through GRI recruitment agency, the specified preferred supplier.

To arrange for an agency temp, please contact HR who will then contact the agency to arrange, once approval has been given to fill the vacancy.

Other forms of assessment Please contact HR if you require any information surrounding the use of other recruitment and selection methods such as Assessment Centres or Psychometric evaluation.

Safer Recruitment YHN are committed to protecting and promoting the welfare of children, young people and vulnerable adults and all staff are expected to share this commitment.

Where an individual will be working with these groups, YHN will undertake additional steps in the recruitment and selection process to make sure that we appoint the most suitable candidate. Please refer to the Safer Recruitment Guidance.

The Recruitment Panel For vacancies at grade Y9 and below, the recruitment panel should consist of 2 panel members only. One panel member from the service where the vacancy exists (the recruiting manager, who will be referred to as the panel 'Chair'), and the other panel member needs to be from a different service area.

For vacancies at senior management grade (JNC), interview panels should consist of 3 panel members. Again, one from the service where the vacancy exists (the

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recruiting manager ), and at least one panel member from another service area in YHN. HR may also be requested to attend as a member of the panel.

The panel members should be determined prior to creating the vacancy request, and wherever possible there will be a gender balance in the composition of the panel.

All panel members must have completed the mandatory YHN LMS Recruitment and Selection training module. Where managers will be taking part in recruitment and selection to a post that requires a DBS check, they must also complete the Safer Recruitment LMS training module. This is a mandatory requirement.

The panel chair is accountable for ensuring that the other panel members meet the necessary requirements to be a panel member. Where there is any doubt on the part of the chair, consultation must be undertaken with a senior manager and/or l HR prior to confirming the panel.

The same panel members must shortlist and interview all applicants, unless an emergency prevents this. Should such a situation arise, please contact HR. Prior knowledge of applicants must not be used during the selection process by the interview panel. While this may be difficult to put into practice when interviewing internal applicants, to ensure a fair and consistent approach, all application forms must be considered on their own merit, and the same principle applies when interviewing. Previous knowledge should not be accounted for and only the performance at the interview on the day should be considered, otherwise it could be deemed that the panel has demonstrated an unfair bias towards internal applicants.

Prior to the recruitment panel being agreed, if a member of the panel believes that their role may be compromised as they know one of the applicants too well to be objective, an alternative panel member should be sought after discussion with the panel chair, senior manager and/or HR. This may be due, for example, to a personal relationship outside of work, or due to having previously been work colleagues (either within or outside of YHN). If a panel member knows a candidate on a personal basis, they must complete form the relevant form in the YHN Code of Conduct for Employees.

Shortlisting The ES team will contact the recruiting manager, within two working days of the closing date for the post, to send them the shortlisting pack.

At shortlisting stage, the candidate must meet all essential criteria to progress to the interview stage. Where there is a high volume of applicants meeting the essential criteria, the desirable criteria may also be utilised for scoring.

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The recruiting manager will be responsible for the security and confidentiality of the application forms. A record of the decisions made should be recorded on the shortlisting form provided by ES with the recruitment pack. The short-listing form should be filled in and returned to the ES team.

The recruiting manager must arrange a room in which to hold the interviews and/or technical tasks.

The recruiting manager must also email the interview schedule (provided in the shortlisting pack) to the Employee Services team. This should include details of any technical tasks or presentations that will take place during the selection process.

Employee Services will send out letters to invite candidates to interview. It is recommended that at le candidates to prepare.

Guaranteed Interview Schemes YHN guarantees to interview applicants who meet the essential criteria for vacancies and who are: Armed Forces personnel who are looking for their first civilian job since leaving the forces the recruiting manager is responsible for identifying this on the application form.

Disabled - Employee Services will inform the recruiting manager of these candidates once shortlisting has been returned, and after agreement with the Chair, will add any candidate who qualifies through the scheme.

Reasonable adjustments will be afforded to disabled applicants at all stages of the recruitment and selection process.

Managers should contact HR for further guidance.

Criminal Convictions For posts working with children, young people and vulnerable adults where a DBS check is required, all applicants must complete a criminal record declaration and declare unspent and spent convictions prior to interview. For other posts, declaration will be sought at the stage of pre-employment checks.

Failure to declare criminal convictions when requested to do so will result in exclusion from the selection process, or dismissal if already in post.

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The existence of a criminal record will not necessarily disqualify an individual from consideration. In deciding whether it affects a candidate's suitability, the Chair with DBS responsibilities will consider the following factors: whether the conviction or other matter is relevant to the position in question; the seriousness of any offence revealed; the length of time since the offence or other matter occurred; whether the applicant has a pattern of offending behaviour or other relevant matters; whether the applicant's circumstances have changed since the offending behaviour or the other relevant matters.

If in doubt, more information should be sought from the applicant. This can also be discussed with your usual HR adviser. You may also find the CIPD's guidance on this subject useful.

You must not base recruitment decisions on information about historical offences which is subject to filtering.

If it is established before the final selection stage that a candidate has a criminal record which clearly makes them unsuitable for further consideration then their invitation to interview should be withdrawn, and the reason explained to them. It is the responsibility of Chair to explore the issue and make a judgement as to the impact of the information on their decision, in consultation with the appointing panel.

The Interview Process In preparation for the interviews, the chair will receive an interview pack from Employee Services. This will include: Interview Schedule Interview guidance notes, including applicant assessment template and interview summary sheet Information regarding eligibility documents Information regarding DBS Work pattern template for the successful candidate.

One member of the interview panel should take responsibility for copying any documentation provided by candidates when they arrive for their interview. Details of the documents required to demonstrate eligibility to work in the UK can be found here.

The panel chair must ensure that any discrepancies, including any unexplained gaps in employment history are fully explored during the interview.

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The interview must focus on the needs of the job and skills required to perform it effectively. Candidates must provide examples of how they meet the criteria of the role. The Applicant Assessment Form should be used to record the outcome of each interview (provided by EAS at the shortlisting stage). These are then scanned and sent to Employee Services to be retained for 6 months.

In accordance with the Equality Act (2010), Managers must not ask candidates any questions at an interview relating to their health or sickness absence record.

However, if a candidate has declared a disability, the recruiting manager can ask how this will affect their ability to undertake the role, or what reasonable adjustments will be needed to enable them to undertake the role.

On no account should any job offer be made either during or at the end of an interview. Following the interviews, the recruiting manager should contact all candidates by telephone to advise them of the interview outcome. The interview panel is responsible for providing candidates with any feedback requested following the interviews.

Once candidates have been advised of the outcome, the recruiting manager should return the completed interview paperwork to Employee Services. Until Employee Services receives the interview pack and an EAS10 form from the recruiting manager, no conditional offer of employment can be made in writing.

Pre-employment Checks External applicants The successful candidate will be offered conditionally a position, subject to the following pre-employment checks being satisfactory to YHN: Two written references, one of which should be the most recent employer (see reference policy) Proof of their right to work in the UK Disclosure and Barring Service (DBS, formerly CRB) check, if appropriate Proof of qualifications relevant to the role.

Occupational Health clearance.

For internal applicants, positions will be offered subject to: One reference from the current line manager (this does not apply in the recruitment to a post which requires a DBS check where 2 references will always be required).

DBS check, if appropriate Proof of qualifications relevant to the role, if not already held on file OFFICIAL

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In exceptional circumstances, Occupational health clearance if the role is substantially different to their previous role, or if the employee is being redeployed for medical reasons Proof of right to work in the UK, if not already held on file.

All applicants offered a post must complete a criminal record declaration form and declare any unspent convictions they have (convictions which are still current according to the Rehabilitation of Offenders Act).

No employee should start without confirmation from Employee Services that all checks have been received and are satisfactory.

New starters Once satisfactory pre-employment checks are received, Employee Services will send the recruiting manager an appointment approval form confirming that the new employee can start. The manager must then arrange for a sent out as a start to the induction programme.

Recruiting managers will also at this point need to advise the ICT service desk, in order to request an email address and any equipment for the new employee.

Complaints If anyone applying for a job feels they have been unlawfully discriminated against during the recruitment process, they have the right to complain in writing to the Managing Director within 3 months. HR will investigate the complaint and report back, with recommendations, to the Managing Director. The Managing Director will decide what action, if any, to take and will tell the person who made the complaint, what is going to happen.

Reporting, monitoring and review This policy will be reviewed three years from its published date, or sooner if required.

For policy queries or more information, contact the HR Team

Current version: Date published: Date of next review: Author: Owner: Approved by:

1.0 7/10/2019 7/10/2022 Maria Mackay, HR Adviser and Alizon Carr, HR Lead Alizon Carr, HR Lead EMT Date: 30/09/2019

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