Belfast Education and Library Board Recruitment and Selection of Staff Refresher Training Julie Angus Asst HR Manager - Recruitment Linda McGowan HR Manager (Revised May 2010)

Recruitment Process Vacant position ↓ Prepare job description and personnel specification ↓ Advertise ↓ Issue application forms/relevant documentation ↓ Closing date ↓ Test if applicable ↓ Shortlist ↓ Interview and record assessment ↓ Select the best person for the job

Equality of Opportunity It is the policy of BELB that all eligible persons will have equal opportunity for employment and advancement irrespective of  Perceived religious belief  Political opinion  Gender  Marital status  Disability  Race  Sexual Orientation  Age There will be no unlawful discrimination – direct or indirect-against any person in recruitment, training, promotion or in any other way

Discrimination and Victimisation  Direct Discrimination Occurs when an employer treats an individual less favourably than others on any of the prohibited grounds  Indirect Discrimination Can generally be defined as applying a provision, criterion or practice although applied equally to all, places a person or a group at a particular disadvantage which the employer cannot show to be a proportionate means of achieving a legitimate aim

 Victimisation means treating a person less favourably than another because that person has: asserted their rights under the anti- discrimination legislation helped another person to do so given information to the Equality Commission for Northern Ireland, or because it is suspected that the person might do any of these things

 Disability-related discrimination occurs when, for any reason that is related to a disabled person’s disability, an employer without justification treats the disabled person less favourably than others to whom that reason does not apply  Disability discrimination also occurs when an employer fails to comply with a duty to make reasonable adjustments in respect of a disabled person

Disability Discrimination Act “Duty of reasonable adjustment” The duty applies where any  Physical feature of premises occupied by the employer  Arrangements made by or on behalf of the employer Cause a substantial disadvantage to a disabled person compared with non-disabled people

Examples of Reasonable Adjustments  Making adjustments to premises  Altering the person`s working hours  Allocating some of the disabled person`s duties to another person  Acquiring or modifying equipment  Modifying instructions or reference manuals  Providing a reader or interpreter  Giving the person additional training

Equality Commission Codes of Practice Systematic and objective recruitment  Advertise your requirements clearly  Make it clear that applications are welcome from all  Ensure that all potential candidates are given equal opportunity to compete and demonstrate their abilities. This applies to both internal and external appointments  Ensure no irrelevant requirements are included

E quality Commission Codes of Practice Systematic and objective recruitment  Apply requirements fairly at each stage of the process  Record factors considered relevant in a particular job at each stage of the process  Decide on relative importance to be given to each  Satisfy yourself that these factors are justifiable, appropriate to the job and clearly objective

TWO CORE DOCUMENTS FROM WHICH YOU DRAW CRITERIA, QUESTIONS ETC Job Description : duties and responsibilities - post Personnel Specification : qualifications and skills - postholder

Criteria  Essential criteria - Describe those qualities which Governors feel the successful candidate must have. Once published they cannot be set aside, reduced, or ignored.  Preferential criteria - Describe those added qualities which Governors feel would be an advantage for the candidate to have.

Preparation for Shortlisting Meeting  Receipt of application forms by Principal  Principal prepares schedules – Unnamed Named

Shortlisting Meeting Panel must be quorate Those involved in the interview process must also partake in the shortlisting process  Small number of applicants meeting essential criteria will likely mean an agreement to interview all. Remember it is your responsibility to check application forms  Large number of candidates meeting essential criteria will likely mean creating a shortlist by using preferential criteria or enhanced criteria eg -  Preferential criteria become “essential”  Either essential or preferential criteria may be enhanced in a number of ways  New criteria cannot be introduced

Prepare for Interview  Format  Issue letters calling applicants for interview – include request to provide photographic ID at interview  Issue requests for references – Child Protection DE Circular 2006/06 and 2006/08  Preparation of questions Presentation/In tray exercise Agree Scoring

Scoring Experience and Qualifications  Agree additional marks for experience above essential criterion (objectively justify)  Agree the maximum to be awarded  Agree additional marks for qualifications above the essential criterion  Agree what is to be awarded for each eg Certificate/Diploma/Degree/Masters/Doctorate  Agree the maximum to be awarded

Scoring The questions are based on factors contained in the personnel specification/job description  All questions may be given equal marks  You may weight the marks according to their importance for that post  You could use a 1-5 scheme representing answers ranging from “ unsatisfactory” to “excellent”  You could also agree to mark out of 10 or 20  Importance of key point answers provided Ask yourselves –  Have we agreed and do we understand the system we are to use?  Can we stand over the system if it is compared to the personnel specification/job description?

Using a Presentation  This may be on a topic already notified to candidate  It may be on an “unseen” topic  It may be an in-tray exercise  It should be treated in the same way as a factor when scoring

The Interview Chairpersons Role Welcome / Introduce Panel / Outline Structure / Timing Note Taking / Control Process / At End Opportunity for Questions / Notification of Outcome Governor trained in child Protection Suitability to work with children Points of concern e.g. gaps in employment history Check photographic ID

Interpersonal/Communication skills What to look for?  Structured answers  Focused on correct areas  Clear communication  Good eye contact  No repetition

What are you trying to learn about each candidate from the interview?  Experience  Knowledge  Attitudes, aims, ambitions

Questions  Relate to the criteria for the post  Be clear and unambiguous  Be pitched at the right level  In plain language  Not contain a number of parts  Non-discriminatory  NB candidates must be asked the same core questions, but probing will depend on their answers

Do  Use open questions  Use probing or supplementary questions  Use situational questions  Give the candidate time to answer  Listen carefully  Let the candidate do most of the talking  Be objective

Don`t  Use closed questions (only for clarification)  Use leading questions  Jump to conclusions  Be subjective

Discussion  The Chairperson should initiate an open and thorough discussion on each candidate  As a result of discussion panel members may feel it necessary to amend their scores. Remember to note the reasons why on your mark sheet.  Your final score is then used to arrive at your rank order

Remember  Keep scores and detailed notes  Notes and scores should be kept for 3 years  Be objective at all times  Assess on facts and evidence using the agreed system

Finalise the Appointment  Documentation completed  Passed to appropriate body for processing Checking / Contract / Health Declaration / Medical / CRC Vetting / Proof of Qualifications

Best Defence  To have followed a clearly defined procedure based on taking decisions against clearly stated criteria which are not in themselves discriminatory  To have retained notes and recorded reasons for decisions taken  To have complied with all relevant legislation

Contact Details Linda McGowan – Julie Angus –  CCMS Holywood office – Belfast office –

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