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Recruitment & Selection Training This presentation will refer to: The Recruitment & Selection policy The Manager’s Handbook

The benefits: To ensure managers are getting the best from the recruitment process. To provide an understanding of how the recruitment policy will support managers, highlighting responsibilities and points of support in the recruitment cycle Aims & Objectives

Identifying a vacancy The authorisation process Interacting with the AfC/KSF processes Advertising & Campaign planning Shortlisting applications Preparing for and conducting the interview Securing the preferred candidate & making an offer Induction planning Hiring agency temporary workers Overview

Decide on: Do you need to recruit to the role at this time or have you looked at other options to cover the work? Does a job description and KSF outlines exist or still adequately reflect the post and competencies? Have you discussed/identified suitable recruitment options? Are you clear about which type of vacancy it is and the type of authorisation required? Step 1 – Identifying a Vacancy

What is the authorisation process? A Recruitment Request Form (RRF) is required for all vacancies or extensions to working arrangements (available from MOLE) The RRF should be submitted to HR for scheduling at the next available Vacancy Review Group (currently meeting monthly). Director support and budget should be in place before going to the group The group will put their recommendations to the Chief Executive for final approval. HR will notify you of the outcome Step 2 - Authorisation

Interacting with the AfC & KSF process AfC KSF Job evaluation can take a few weeks to complete, so please allow for this

Before advertising, check no other internal resource is available Ensure HR has the most current information; A new or updated job description/KSF outlines with agreed competencies A draft advert (try to keep the closing date to a Monday) Any specific advertising requests (in agreement with HR) Any supplementary information required to be included in the applicant pack relevant to the post. HR will: Advertise the post as per the policy (using a selection of proven media). Step 3 – Advertising a Vacancy

Style Use the standard house style, but try to be creative with the language used, its a selling opportunity for the organisation. Put yourself ‘in the shoes’ of the candidates you are trying to attract, think of why this role will be attractive to them. Aim Aim for a succinct advert which draws in the maximum number of relevant applicants Think ‘value for money’ in the sources of media used and remember each one may have a different publication deadline. Avoid Any language that could be taken as being discriminatory (i.e. “x years of experience”, “bubbly”, “energetic” or asking for previous NHS experience without justification). What makes a good advert?

Your HR Advisor will help you plan the rest of the recruitment campaign agreeing: Media to use for the vacancy (taking into account the banding of the post and advertising budget) Appropriate closing/shortlisting/interview dates Who will be on the interview panel (providing contact details) Core competencies that require to be assessed Sample competency based questions Presentation or Testing arrangements (if applicable) The manager can now arrange the panel and venue for the shortlisting/interviewing Campaign Planning

HR will: Issue application packs requested by candidates Save and store returned applications ready for shortlisting Issue a shortlisting pack to the panel (by email, within 3 working days of the post closing. Hard copies are available upon request). The Shortlisting pack will consist of: Part C of the completed application forms The Job Description with Conditions of Service A shortlisting record Additional information requested (i.e. Advert Response Statistics) Notify/agree with the Manager the response to any late applications Step 4 – Response Management

The Manager will chair/co-ordinate the shortlisting by: Being the main point of contact between HR and the panel members Ensuring that the shortlisting decision is based on competencies within the Job Description/KSF outlines and reflects the view of the panel. Completing and returning the shortlisting pro-forma to HR Providing additional feedback to unsuccessful candidates if requested. HR will: Issue all correspondence to candidates (i.e. invites to interview and regrets to unsuccessful candidates) Step 5 – Shortlisting

How do I decide: On ‘Guaranteed Interview Scheme’ candidates? If qualifications are equivalent? Experience versus qualifications? If poor response? If too many candidates meet the minimum criteria? Tip: Aim for a maximum of 6 people to interview (keep reserves as some of your preferred candidates may withdraw from the process) Making decisions at shortlisting?

Topics covered so far: Identifying a vacancy The authorisation process Interacting with the AfC/KSF processes Advertising & Campaign planning Shortlisting applications Section 1 Summary

Before interview, the Manager should confirm with HR: Where and when the interview will be staged (this should be done when the shortlisting pro-forma is returned) The interview structure and setting the competencies/ interview questions The composition of the panel (providing HR with contact details for external panel members) Any presentations/testing to be administered at interview HR will: Contact and issue interview details to candidates (re-arranging timings where necessary, to avoid gaps on the day due to cancellations etc and keeping the manager informed). Issue interview packs to the panel Step 6 – Interviewing Planning

The manager can get the best out of the interview by: Convening the panel 30 minutes before the first interview Put the candidate at ease, introduce the panel & structure Ensure the presentation/interview runs on time & Probe to ensure questions are answered fully Concentrate on obtaining the candidates competencies Field any questions the candidates may have Suggest that feedback will follow “as soon as possible within 2 weeks.”(setting a maximum of 2 weeks expectation will allow time for pre-employment checks & avoid disappointment) Complete the interview scoring pro-forma on behalf of the panel and pass back to HR for action Making a success of the interview?

HR will take the lead in any offers being made and will: Notify successful candidate of being the ‘Preferred Candidate’ Undertake Pre-employment checks such as: Their right to work in the UK Reference checks Qualifications, certificates and professional registration checks Health checks Disclosure checks (if required) Confirm/finalise the offer with the Manager before making the formal offer to the candidate and discuss possible start dates Issue supporting documents (i.e. offer letter, contract of employment or secondment agreement etc) Keep the Manager notified during the offer stage and notify Finance of impending start details Step 7 – Making an Offer

To ensure a successful induction, the Manager should: Produce an induction plan for the new staff member prior to the start date Confirm start details with other internal units as required (i.e. IT and Corporate Services) Ensure that the candidate is welcomed to the team Set and monitor performance criteria to ensure the new staff member completes their probationary period successfully. HR will: Assist with the induction programme as required and follow-up with the Manager during the probationary period. Step 8 – Induction planning

The Manager should: Look at alternative options before hiring a temporary worker If still required, forward the authorised RRF pro-forma to HR Confirm with HR: The skills and tasks required The duration of cover (normally less than 12 weeks) The pay rate for the assignment Notify IT and Corporate Services of the agency worker starting HR will: Contact agencies, collate CVs and forward to the Manager Arrange an agreed start date and follow-up during the assignment Notify Finance of agency worker to facilitate payment At no time should the manager initiate contact with agencies! Step 9 – Hiring Agency Workers

What agencies do we use? We are currently contracted to use the following agenices under the Procurement Scotland National Agreement

Improvements: 76% more packs were requested by candidates (due to employing more online advertising) 86% more applications were returned (as a result of an easier submission process for candidates) 36% more candidates were interviewed (due to our advertising attracting more relevant candidates) If we had relied purely on paper being used during the recruitment process, then laid end to end, the paper trail would stretch between Elliott and Delta House (234,777 sheets of A4 = 44.5 miles) We’re proud that 97% of all recruitment transactions are now electronic, significantly reducing our carbon footprint. Together we can do even better next year! How has the process improved so far?

Topics covered: Planning the interview Managing the interview Making an offer Induction planning Agency Workers HR Support Section 2 Summary

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