Checklist for Recruitment - Young Southampton

Checklist for RecruitmentStep Main Step Support Target Date Completed1 Work out staffing requirements2 Prepare Recruitment Pack3 Writing a Job Description:Drawing up an accurate, lasting job descriptionGetting a clear job description is importantbecause it is a key to successSee sample provided4 Drafting a Person Specification:The person specification should list the essentialworker characteristics necessary to perform thejob successfully. These might include items undersome of the following headings:• Experience• Skills and abilities• Knowledge• Qualifications and education/training• Other requirements e.g. driving

• Legal requirements5 Preparing an Application Form:Personal Details: Name, address, and phonenumber and equal opportunities monitoringquestions are put on a front sheet, which can bedetached from the main body of the form afterboth have been numbered. This adds to anonymityin short listing and is good equal opportunitiespracticeMain Part of the Form: The main part of the formwill have questions relating to the skills,experience and abilities needed for the job. Eachpoint in the person specification will be coveredwith a specific question relating to each pointReferences – space for two referees.See sample provided6 Equal Opportunities Monitoring Form:Checking for bias in the recruitment processSee sample provided7 Covering Letters for Enquiries:• Reminds applicants of the closing date• States the interview dates if known

• Tells applicants whether or not receipt oftheir form will be automaticallyacknowledged• Points out the monitoring section at thestart of the application form and givespeople full reasons why it is included• Informs people when they can expect tohear if they are short listed8 Prepare Contracts9 The Advert - making it effectiveWhat must be in the advert?• Organisation’s name and logo• Job title• Where the job is based• A good idea of the main duties involved• Main aspects of the person specification• Any qualifications required• The salary• Equal opportunities statement• Closing date• Where to get further detailsSee sample guidelines provided10 What to Send out to Applicants:

Telling people enough, without being overwhelming• A covering letter• The job description• The person specification• A copy of the equal opportunities policy• An application form11 Short List:If the person has the basicexperience/qualification/skills required in theperson specification, invite for interviewWhat to tell the short-listed candidates• The format of the interview• Whether it is a two-tier interview process,the interview dates and time of theinterview• What they need to bring to the interview ifanything• How long the interview will last• Information about travel and childcareexpenses12 Preparing for panel interviews:Draw up an interview process sheet with questionareas and sample opening questions and who will

ask each onePrepare the package of information for theinterviewers13 The Interviews:Each interviewer completes interview – markingsheetReferences and police checks – check thereferences and police records of your chosencandidate. Check qualifications if they form partof the essential person specification criteria.When writing requesting a reference, structurethe letter in relation to the person specification,so that a specific question is asked for eachspecific criterion on the person specification14 Check that any gaps in employment can beexplained15 Ask successful candidate to fill out Ofsted forms:• EY2• CRB (everyone) Designated committeemember to fill in section C• Health form16 Double check that the details on the EY2 and thepolice check forms are complete and sent to the

CRB17 The candidate’s identity will need to be verified –you will need to see an original birth/marriagecertificate or passport in addition to furtheridentification documents, and have a copy on filewith a note of who saw/verified the original. Checkwith ISA to ensure that the candidate is suitablefor employment.18 If the person you are employing is also going todrive children:• Verify the candidates current drivinglicense – check that it is clean and keep aphotocopy for files with a note of whosaw/verified the original• If driving a minibus, a verified copy ofMIDAS certificate to keep on file• If using own car, verified copy of insurancepolicy showing business use and proof ofcurrent MOT19 If you make an offer of employment:Confirm the offer with the candidate in writingsubject to checks/references20 Send for references if the candidate is agreeablefor you to do so. Conduct the interview using the

person specification as a guide as to the questionsyou ask. The applicant needs to demonstrate thatthey have the skills required in each area of thespecification. Record comments/scores and theoutcome of each interview.21 When you are satisfied all checks and referencesare complete issue contract of employment22 The Offer Letter:The contents of a letter of application form partof the employment contract together with thestatement of terms and conditions. In the offerletter you should add any conditions to which theoffer itself is subject and a clear timescale withinwhich the employee is expected to get back to youwith acceptance or rejection of the offer.Probationary periods are a very important way ofensuring that mistakes made by the appointmentpanel can be undone as painlessly as possible.Follow the offer letter with written terms andconditions.23 InductionEnsuring a successful transition into a new job.When the terms of appointment are agreed and astart date finalised, you can plan the induction

period (Introduction to the organisation).