Recruitment and Selection Effectively conducting the recruitment and selection process Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Aims and Objectives Considering the need to recruit Good recruitment administration Analysing applications Asking the right questions Making a decision Legal considerations Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

The Recruitment Process Identify vacancy & evaluate need Develop job description & personal spec Decide on recruitment methods Draft & advertise vacancy Review applicants & develop shortlist Prepare interview questions & rating form Arrange & conduct interviews Select successful applicant & offer position Review recruitment process Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Reasons to Recruit An employer may find a need to recruit for any of the following reasons: Business expansion due to increased sales / developing new products / entering new markets Existing employees leaving Business needs employees with new skills Business is relocating (and existing employees may not wish to move) Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Identifying a Vacancy A vacancy arising within an organisation is an excellent opportunity to analyse the role and requirements of the organisation and consider adapting the role: Whether the role should be expanded to cover new responsibilities Whether certain skills should be essential requirements for the new recruit Whether anything can be done to make the role more attractive Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Job Description A job description gives applicants a realistic idea of what to expect from the role and should include the following: The main purpose of the role The main tasks of the role The responsibilities and scope of the role Any special requirements Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Person Specification A person specification sets out the skills and aptitudes considered essential or desirable for the new recruit. It allows the candidate to assess their own suitability to the role and helps to protect the Employer from discrimination claims in the selection process. The Employer should take the time consider what are the ‘essential’ and ‘desirable’ criteria of the role in advance. These should be reasonable and relevant to the role. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Activity Time! Write a job description and person specification for a position with your department Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

The Job Advert Details of the business including name, location and business activities Outline details of the job Conditions / special factors affecting the job Experience / qualifications required Rewards (financial and non-financial) Application process including how to apply and the deadline Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Accurate Short Honest Positive Relevant A Good Job Advert Describes the job and its requirements accurately Accurate Not too long-winded; covers just the important ground Short Does not make claims about the job or the business that will later prove false to applicants Honest Gives the potential applicant a positive feel about joining the business Positive Provides details that prospective applicants need to know at the application stage Relevant Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Methods of Recruitment Internal v External Word of mouth Prospective applications Consider the appropriate forum Temp to perm via agency Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Internal Recruitment Cheaper and quicker to recruit People already familiar with business and how it operates Provides opportunities for promotion with in the business Business already knows strengths and weaknesses of candidates Limits number of potential applicants No new ideas can be introduced from outside May cause resentment among candidates not appointed Creates another vacancy which needs to be filled Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

External Recruitment Outside people bring in new ideas Larger pool of workers from which to find best candidate People have a wider range of experience Longer process More expensive process due to advertisements and interviews required Selection process may not be effective enough to reveal best candidate Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Equality Act 2010 The Equality Act 2010 protects individuals from discrimination relating to the following protected characteristics: age disability gender reassignment marriage and civil partnership pregnancy and maternity race religion or belief sex sexual orientation Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Equality Act 2010 A candidate can bring claims under the EA 2010 from the time of first contact with the Recruiting Employer. As such, it is best to avoid any reference to this in the job advert and any questions related to these protected characteristics in a job interview. For example, the person specification cannot require an employee to be physically fit due to disability discrimination. An Employer can only defend a direct discrimination claim if it could show that it acted appropriately to achieve a legitimate aim. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

The Application Process Candidates should apply in writing as per the instruction on the job advert and should include the following: Personal details, e.g. name and contact details Education history and qualifications Previous employment history Suitability and reasons for applying Names of referees Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

GDPR and Recruitment Since the candidates are providing personal details as per the previous slide, we have a duty under the GDPR to keep this data safe and secure and ensuring the right people have access to it. As such, it is necessary for applicants to follow the correct application procedure and written applications should be handed directly to HR, as should any prospective applications. As an employer, we will be required to inform the owner of the data about what we will do with their data and how long we will retain it for, therefore it is vitally important to ensure compliance with this legislation. Introduction on 25th May 2018. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

The Selection Process Once the closing date has passed, the first part of the selection process would be to consider the applicants that you would like to progress to the interview stage. This should be done objectively and you should refer to the person specification agreed earlier in the process. The candidate evaluation form may be used to ascertain the suitable candidates to be invited in for interview. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

The Interview Stage It is vital that a Recruiting Employer prepares thoroughly for an interview and they should consider: Who to conduct the interviews – the panel should be consistent for all interviews What questions to ask – again the questions should be consistent for all applicants What background information to give the applicants – once again should be consistent for all Note-taking – a record should be kept of all answers given to refer to after all interviews, consideration should be given to who takes these notes Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Interview Questions The interview stage gives the Recruiting Employer an opportunity to ascertain an individuals suitability for the post against the person specification agreed. As such, the interview questions should relate to the person specifications, examples of this are as follows: “Have the ability to work under pressure” – “Give an example of a time you had to work under pressure and detail how you handled this situation.” “Work as part of a team” – “In your experience, what makes a successful team.” The candidates will all be provided with an Interview Guide ahead of their interview so that they know what to expect when they arrive. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Interview Questions To Avoid As mentioned, the interview stage is to ascertain an individual’s suitability for the role therefore questions asked should only relate to this. As such, you should avoid asking any personal questions such as: Questions about children or marital status Questions about age Questions about nationality Basically any questions which relate the 9 protected characteristics in the Equality Act. These are not relevant to the role and could be grounds for a discrimination claim. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders." 21

Further Interview Advice It is important to note that the interview stage is a two-way sales pitch, not only does it give the candidate the opportunity to market themselves as the best candidate for the role but it also gives us the opportunity to market ourselves as an Employer of choice. As such, we need to ensure we sell the Whitemeadow brand and represent the Company in a professional and friendly manner. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Activity Time! Videos of the good and the bad Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Activity Time! Your turn: role play time Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Making The Decision Following each interview, an Interview Rating Form should be completed by the individual / panel who conducted the interview. This should be completed objectively based on the candidates suitability for the role based on the person specification. The decision on the best candidate should then be made based on the score on the Interview Rating Form. All interview questions and rating forms should be retained and returned to HR for filing / scanning so that they can be referred later in the event of any potential discrimination claim. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

The Model Employee As per the Employee of the Month scheme, Whitemeadow are looking for employees who fit the following criteria which should be taken into consideration during the selection process: Demonstrates initiative Demonstrates a high quality of work Demonstrates the ability to work as a team member Contributes to a positive attitude in the workplace Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Offering The Job Before a job offer is made, the Terms and Conditions of the offer must be agreed to give the candidate the opportunity to consider the terms of the role before accepting. It is best to put yourself in their position, would you accept a job offer without knowing the salary or hours of work? Once agreed, it is best practice to make a verbal offer first then this must be followed up by a written offer of Employment. Once a verbal offer is made, the contract will be formed therefore it should be accurate and professional. The written offer will include 2 x offer letters, 2 x contract of Employment and 1 x Employee Handbook. They will be required to return 1 x signed offer letter to confirm acceptance and 1 x signed contract. Once the offer has been accepted, the unsuccessful candidates should be informed of the decision. There will be no need to give your reasons however you should be prepared to provide feedback should they make this request. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Next Steps The job offer will be subject to satisfactory references therefore the successful candidate should provide details of two references that we can contact. Once the successful candidate has accepted the job offer, the other candidates should be contacted with the outcome. It is best practice to be prepared to give feedback should they request it for future reference which should be given objectively. Ahead of their start date, the employer should prepare a good induction program which makes the employee feel welcome and provides the new employee with the training and support needed to carry out their role. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Job References It is important to collect references for all applicants to ensure the information they have given during the recruitment process is accurate. “You cannot give a bad reference” – this is a myth. The purpose of the reference is to collate accurate information regarding the candidates previous employment, therefore it is better to know the truth if this is not positive. New employers can also sue if a dishonest reference is given. References cannot be obtained without the candidates permission. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Induction Reminder It is important to remember that the induction sets the precedent for employment and it is vitally important this is carried out correctly as per Induction Training given last year. The final step of Recruitment and Selection is the probationary review to ensure that the offer has been successful and the employee is performing all aspects of the role set out in the job description effectively. Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Job Description / Person Specification The Key is the Job Description… Job Description / Person Specification Job Advert Candidate Selection Interview Questions Job Offer Probationary Review Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."

Aims and Objectives Revisited Considering the need to recruit Good recruitment administration Analysing applications Asking the right questions Making a decision Legal considerations Our Vision: "Achieve a high level of Value and Quality for our Customer whilst maintaining a healthy and thriving business for our staff and wider stakeholders."