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Recruitment and Selection Manual and Policy
Recruitment and Selection Manual and Policy
SECTION 1 INTRODUCTION
1. The purpose of this manual is to provide guidance to all employees
involved in the recruitment and selection of employees within the Transport
Executive.
2. Section Two of the manual provides details of the specific responsibilities
of employees directly involved in the recruitment process, including
responsibilities to individual posts within the Human Resources Team.
3. Section Three outlines the Recruitment and Selection Policy Statement
together with the associated procedures to be followed in all cases.
However, alternative arrangements may be required in exceptional
circumstances and these should be agreed with the Head of
Organisational Development.
4. Section Four is a flowchart outlining the recruitment and selection process.
5. Section Five outlines the procedure for dealing with permanent recruitment
sourced through agencies.
6. Section Six outlines the procedure for dealing with the recruitment of posts
requiring police checks this should be used in conjunction with Section
Three.
7. Section Seven contains the relevant copies of the coded recruitment forms
and documentation as indicated in bold throughout the manual. Copies of
all forms are available from the Human Resources Team.
2.2
a)
b)
c)
d)
e)
2.3
2.4
2.5
2.6
2.7
2.8
Feedback to candidates.
2.9
2.10
2.11
3.2
3.3
3.4
3.5
3.6
3.7
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
4.15
4.16
4.17
5.2
5.3
5.4
5.5
The Line Manager firstly identifies that a vacancy exists. If the vacancy
is an addition to the establishment, the Line Manager will prepare a
report and Job Description to submit to the Human Resources and
Standards Committee to obtain authorisation. If the post is an existing
post it must be examined to establish whether it:
a)
b)
c)
d)
e)
is still necessary;
could be combined with other posts;
could be automated;
the hours allocated to the post are still relevant;
are the allowances allocated still relevant.
Once a vacancy has been authorised and the Job Description and
Employee Specification agreed as appropriate, the Line Manager and a
Human Resources Team Representative will agree a draft advert and
where it will be placed in order to target the most appropriate pool of
candidates.
The following information will be provided within the advertisement:
a)
b)
c)
d)
e)
f)
g)
h)
3. The closing date for the vacancy is usually ten working days from the date
that the advert is released.
4. Most vacancies will be filled using internal/external advertisements.
5.
6.
7.
8.
9.
10.
Internal applicants that do not meet the criteria will be informed via
telephone, and feedback given.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
----------------------------------Date
----------------------------------Date
Recruitment
The advert and application pack should confirm the
need for disclosure and state that having unspent
convictions will not necessarily bar you from
employment, criminal records will only be considered
if relevant to the role
Selection
Select the most suitable candidate for the job based
on the job specification give candidates the
opportunity to disclose their convictions
Offer
The provisional offer should be sent subject to
satisfactory disclosure
Obtaining Disclosure
Human Resources should process the disclosure
application form, once received, careful consideration
should be given to any convictions and their relevance
to the job using checklist Two
No Relevant
Convictions
Relevant
Convictions
EMPLOY
REJECT
No
Disclosure Required?
If yes
Enhanced
If yes
Enhanced
If yes
Enhanced
If yes
Enhanced
If yes
Enhanced
If yes
Enhanced
If yes
Enhanced
If no, employ
If yes, employ
unless the post is
exempt from the
Rehabilitation of
Offenders Act.
Is it relevant to the
safety of
employees,
customers, clients
and property?
Was it long enough
to allow
circumstances to
change?
Was this a one off?
Or does the
individual have a
history of
convictions?
If yes are they
likely to re-offend?
If no employ
Is the activity an
offence in the UK?
If no - employ
If yes employ
R1
job description
and person specification
Name:
Job Title:
Reports To:
Department/Location:
Date:
Enter date
Job Purpose:
Enter job purpose here
Organisational Chart:
Dimensions:
Enter dimensions text here
General Responsibilities:
The Executives aim is to provide the best Public Transport system possible.
The objective is the pursuit of excellence in meeting the needs of all potential
passengers.
The Executive is fully committed to the active promotion of equal opportunities
in its capacity as an employer. It is the individual responsibility of every
employee to seek to ensure the practical application of this policy.
Under the Health and Safety at Work Act, all employees are required both to
take care of their own health and safety and that of other employees and to
co-operate with their employers in complying with their statutory duties.
The Executive and its Managers are fully committed to the learning and
development of employees.
Responsibilities/Key Accountabilities:
Enter responsibilites/key accountabilities here
Skills:
Enter skills here
Experience:
Enter Experience text here
Post Holder:
Line Manager:
Agreed by:
Agreed by:
Date:
Date:
Agreed by:
Date:
R2
SOUTH YORKSHIRE PASSENGER TRANSPORT EXECUTIVE
EMPLOYEE SPECIFICATION
POST TITLE:
DEPARTMENT:
Essential
SKILLS:
EDUCATION/KNOWLEDGE:
EXPERIENCE:
Desirable
How Identified
R3
Advert
No:
Post title
Salary:
The challenge:
The qualities:
If you think you can meet the challenge of the above post, and want to join a
team dedicated to providing an excellent public transport service in South
Yorkshire, please contact the Human Resources Department 24 hour
Recruitment Line on 0114 221 1223 or email recruitment@sypte.co.uk for an
application form and information pack.
Applications should be submitted no later than:
Interviews will take place in the week commencing:
South Yorkshire Passenger Transport Executive is an Investors In People
organisation and actively encourages the development of all employees.
Benefits include a flexible working hours scheme, 26 days holiday per year, a
company final salary based pension scheme, a childcare voucher scheme and a
free countywide travelmaster providing unlimited bus, tram and rail travel
throughout South Yorkshire.
R4
APPLICATION LETTER
Initials
HRO
(0114) 221 1(ext)
Date as Postmark
Dear Applicant
(JOB TITLE)
Further to your interest in the above post, please find enclosed an application
form and information pack.
The completed application form should be returned to the Human Resources
Department at the address below no later than the (Date).
Please note that Interviews are scheduled to take place in the week
commencing the (Date).
Due to the large amount of applications the Transport Executive receives we
are unable to send acknowledgement letters to each applicant. Therefore, if
you have not received any correspondence by (Date) you should assume that
on this occasion your application has been unsuccessful.
Finally, I would like to take this opportunity of thanking you for showing an
interest in this vacancy and wish you every success.
Yours sincerely
HRO
HUMAN RESOURCES OFFICER
R5
Strictly Confidential
APPLICATION FOR THE POST OF
No.
First Name(s)
Home Address
Post code
Email address
Post code
Telephone (home)
Telephone (mobile)
YES/NO*
Telephone (office)
Date of birth
YES/NO* Do you have a vehicle?
YES/NO*
Have you ever been convicted of a criminal offence including any driving offences?
(Convictions considered spent under the Rehabilitation of Offenders Act 1974 need not be disclosed).
YES/NO*
If YES, please state offences
If the position you are applying for is subject to a Criminal Records Bureau (CRB) check (see application pack)
you are required to disclose any criminal convictions you have whether they are spent or unspent. This
information, which should be
provided below, will be treated in the strictest confidence.
YES/NO*
White
B)
Mixed
C)
British
Irish
E)
background
Caribbean
Chinese
African
Any other
1625
2635
3645
4655
5660
6163
64+
Disability
Do you have a disability or recurring medical condition which might necessitate reasonable adjustments to be
made to your workplace to enable you to perform the duties of this post? YES/NO*
If yes please provide details:
I consent to the Transport Executive and others on its behalf processing by means of a computer database or
otherwise, any information which I provide to them for the purposes of assessing my application for
employment.
I certify that to the best of my belief, the information within this application form is accurate.
I understand that to withhold, falsify or omit relevant material fact will result in my immediate de-selection or
dismissal. I also understand that canvassing of members of the Transport Executive directly or indirectly will
disqualify me for appointment.
If your application for employment is unsuccessful, the information contained in your application will not be
held longer than necessary and will be destroyed in accordance with the Data Protection Act 1998. If your
application for employment is successful, the information contained in your application for employment will
become part of your employee's employment file held by the Human Resources Department.
Please state if this application has been completed on your behalf. YES/NO*
APPLICATION No.
Schools/Colleges/Universities
attended
Schools/Colleges/Universities
attended
Rev 27.08.06
Employer
From
To
Salary
Salary
EMPLOYMENT EXPERIENCE
Employer
From
To
held
EMPLOYMENT EXPERIENCE
REFERENCES
Please give names and addresses of two professional references, one of which should be your current or most
recent employer which will include the last two years of your employment. An offer of employment will not be
made unless satisfactory references have been received.
Current / Most recent employer
Name
Name
Address
Address
Tel
Tel
Position
Position
employment
being made?
YES/NO*
being made?
YES/NO*
R6
Terms and Conditions
POSITION
INFORMATION TO CANDIDATES ON EMPLOYMENT TERMS AND
CONDITIONS
The following details outlining some of the main Terms and Conditions of
Employment are for information only. They do not constitute a contractual
agreement. A full Contract of Employment will be issued to the successful
applicant on appointment.
1.
Working Hours
The normal hours of work will be..
2.
Holidays
There are 26 days annual leave from 1 April to 31 March each year,
plus 11 Bank Holidays and other local holidays (pro rata for part-time
staff). Employees appointed part way through a holiday year will
receive a proportionate entitlement.
3.
Salary
The salary is .. Annual salary increments are
awarded until the maximum of the scale is reached on 1 April subject
to:
-
5.
Qualifications
Proof of qualifications will be required at the interview stage and
inability to prove evidence of qualifications may preclude any offer of
employment.
6.
VALUED
The Transport Executive monitors targets and objectives set for
personal review and development through the VALUED process.
7.
Pension
There is eligibility to join the Local Government Pension Scheme.
Employee contribution to the scheme is currently 6% of basic pay, and
benefits of the scheme include retirement pension, provision for ill
health retirement, death grant and widows pension.
8.
9.
Probationary Period
All new appointments are subject to a probationary period of 6 months
during which time suitability for the position appointed will be assessed.
10.
Notice Period
The notice period that will operate on both sides to terminate the
Contract will be ? month or, on the employer side, one week for every
year of service (to a maximum of 12 weeks) if this is greater.
11.
Appointment
Appointments made are subject to receipt of satisfactory health
clearance and two references (and CRB checks include this if
appropriate to the role)
R7
VISION STATEMENT
Vision:
Public transport should:
R8
THE ROLE OF THE TRANSPORT EXECUTIVE
With funding from the Transport Authority, the Transport Executive has
responsibility for securing and promoting the best possible transport
network for the people of South Yorkshire.
Chief amongst its activities:
R9
APPLICATION RECORD
POSITION:
App. Name
No.
001
002
003
004
005
006
007
008
009
010
011
012
013
014
Post Code
Date
Sent
Date
Returned
Int/Ext
Ethnic
Code
Age
Group
Age Group Coding: A = 16-25 years, B = 26-35 years, C = 36-45 years, D= 46-55 years, E = 56+ years
TOTAL:
Age Groups:
Internal =
A=
External =
B=
C=
D=
E=
Ethnic Groups:
A=
B=
C=
D=
E=
R10
SYPTE SHORTLISTING FORM FOR THE POSITION OF (JOB TITLE)
Application
Form No:
Shortlist
Yes/No
Comments
Signature:
Name In Print: ..
Date:
Signature:
Name In Print: ..
Date:
HR Officer Signature:.
Name In Print
Date:
R11
QUESTIONS FOR INTERVIEW
(DATE)
(JOB TITLE)
FORMAT:
Initials
Questions
2
3
4
5
6
7
R12
INTERVIEW SCHEDULE
Interview Timetable
Interview Date:
Interview Venue:
Interview Panel:
9.00 10.00
10.00 11.00
11.00 12.00
LUNCH
1.00 2.00
2.00 3.00
3.00 4.00
R13
INTERVIEW SCORING FORM
CANDIDATE
RATINGS:
KNOWLEDGE / EXPERIENCE
Score
Weighting
PERSONALITY/SKILLS
SIGNED: DATE:.
SIGNED.. DATE.
SIGNED.. DATE.
No experience/no understanding
Limited experience/understanding
Average experience/poor understanding
Limited experience/average understanding
Average/experience/understanding
Limited experience but good understanding
Good experience and understanding
Excellent experience/understanding
0
1
2
2
3
3
4
5
R14
SUMMARY OF INTERVIEW FORM
INTERVIEW FOR THE POST OF
Date of Interviews:
Location:
Interview Panel:
Candidates
Interviewers Scores
Successful Candidates
Total
Reason
Rank
Comments
R15
VACANCY RECRUITMENT DETAILS
POST
NUMBER
POST TITLE
HR OFFICER
CLOSING
DATE
SUCCESSFUL
CANDIDATE
COMMENCEMENT
DATE
R16
INDUCTION CHECKLIST
Aim of the Induction
To ensure a structured comprehensive approach.
Name: ..
Start Date:
Pre- Induction Actions
Induction process discussed with Line Manager
Department Induction programme attached
Probationary milestones discussed and agreed
Recruitment and Selection Questionnaire returned
(Learning and Development team informed)
Casual/ Essential Car User
Home Telephone User
Internet Access / Email Permissions
Signing Authority/ Standing Orders
Fire Marshall informed of new starter
Admin informed of new starter
Health and Safety Manager Informed
Software Support Officer Informed
Session with UNISON Chair arranged
Session with Finance arranged (30 mins)
Receive copies of professional certificates
PC Induction
Section 1 (45 mins)
Mission
Roy Wicks
David Brown
David Young
Mark McCann
Graham Read
Tim Lewis
Paul Lambert
Tim Rivett
Steve Davenport
(Coffee break)
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Date
Sign
Date
Sign
Date
Sign
Payroll Information:
Bank Details
P45/P46
Pension Booklet/Form
Pensions Advisory Service
Travel/ ID Pass
(includes checklist)
Spouses Pass Information
Personal Journey Plan
Westfield Health Scheme
15 minute session with UNISON
Chair arranged
Unison Information issued
Over 50s Medical Information
Sign
Sheets
Salary & Grading Structure
Allowances:
Telephone Allowances
Telephone Policy/Mobile Usage
Guide
Car User (Yes / No)
Private Vehicle Insurance
Guidance
Driving Licence*
Insurance Documents*
Date
Sign
Date
Sign
The Organisation:
branding)
The Role & Services of the PTE
Provided)
The Role of Management Team
(Organigram Provided)
Overview of Departments
(Organigram Provided)
Date
Sign
Date
Sign
Date
Sign
Management Board
Internal Communications Protocol
Director Generals Team Briefing
Departmental Meetings
Safety Policy
Under 18 H&S Officer Informed
Fire & Bomb Meeting Points
Fire Marshalls
Personal Protective Equipment
Information Technology:
IT Policy
Introduction Profile on Intranet
General System Intro
Role of department
(Organigram to support)
Introduced to HRM
Linked HR Officer
Date
Sign
Date
Sign
Date
Sign
Confidential Reporting
Code of Conduct
Diversity Procedure
Disciplinary Procedure
Grievance Procedure
Maternity
Parental Leave
Paternity Leave
Absence & Welfare Procedure
Homeworking Procedure
Flexible Resource Deployment
Career Break Procedure
Retirement Procedure
Legal/Insurance:
Date
Sign
Date
Sign
.
.
Signature
Action passed to:-.
Tour of the Building:
Date
Sign
tour organised
Copy of Floor Plan
Notes:
Induction Declarations:
Signed:
(New Starter)
Date:
Signed: ..
(HR Officer)
Date: