Recruitment Policy and Procedures
| Version: | Review date: | Approved by: | Comments: |
| 1.0 | April 2021 | Dr Maryam Abubakar | Next Review: April 2022 |
| 1.0 | April 2022 | Dr Maryam Abubakar | Next Review: April 2023 |
| 1.0 | April 2023 | Dr Maryam Abubakar | Next Review: April 2024 |
| 1.0 | April 2024 | Dr Maryam Abubakar | Next Review: April 2025 |
| 1.0 | April 2025 | Dr Maryam Abubakar | Next Review: April 2026 |
Introduction
Camford Medicals recognises the importance of well managed recruitment processes. The procedures contained within this Policy will be communicated to all employees involved in the recruitment process. Training will also be provided to ensure anyone involved in the recruitment process understands the need for rigorous processes.
Policy Statement
Safer recruitment principles apply to all people working with children and adults at risk. The policy is designed to provide robust and clear standards of recruiting people and minimising the risks to vulnerable people, whatever their age.
Camford Medicals is committed to treating people fairly and equitably regardless of their age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; or sexual orientation.
Scope
This policy applies to anybody undertaking recruitment activity within the organisation.
Roles and Responsibilities
The Appointing Manager has specific responsibilities for managing the process, risk assessment and ‘sign off’ of all appointments/placements. All job descriptions, person specifications and selection criteria should be reviewed prior to advertisement.
The Disclosure and Barring Service (DBS) is responsible for processing the checks on candidates to regulated posts. It manages the police check process and the two lists of barred people. It is a requirement that those recruited to regulated posts have a DBS check. The DBS is a public body, sponsored by the Home Office, that acts in respect of decisions to bar certain people from working with children or adults requiring medical or social care. It maintains the two barred lists that relate to work with adults and work with children, whilst managing the process for police checks. Checks of these lists are made as part of an Enhanced DBS disclosure for regulated positions.
Procedures
Selection and Testing
Appropriate selection and testing methods should be drawn up to cover all criteria relevant for the job. This should form the basis of the selection decision. Selection panel members must be suitably trained.
A range of specific and detailed checks must be undertaken before employment can be confirmed.
DBS checks
Where the role requires the incumbent to provide personal care to another individual, the individual being recruited must either:
- currently subscribe to the DBS update service and give permission for the Recruiting Manager to access their record or
- apply for an enhanced disclosure with the relevant barring checks appropriate to the clients they will be dealing with.
Employment may only commence with the required DBS in place.
References
A minimum of two references will be required covering the preceding 3 years and the current or previous employers. Additionally, if not provided within the employment references obtained, a ‘character’ reference should be obtained from an individual the candidate has worked with to satisfy the regulatory requirement that the individual is of good character.
Qualifications verification
Original certificates for any qualifications the individual claims to have, and that are required for the role, must be provided. A copy should be taken and signed by the individual who inspected the original.
Candidates should be asked to bring certificates to their interview.
Identity verification
Photographic evidence of the person’s identity and the address where the person lives must be provided. Usually, the individual will be required to provide a current passport, birth certificate or a photo card driving licence and, to verify where they live, they should provide a bank statement, council tax statement or utility bill from within the last 3 months.
Only original documents are acceptable. Copies should be taken, and the copy signed and dated by the individual who inspected the original. All checks must be signed off by the Appointing Manager and in line with the government’s Right to Work advice: Checking a job applicant’s right to work – GOV.UK (www.gov.uk)
Medical fitness
Candidates will be required to satisfy the Recruiting Manager that they are fit and able to undertake the proposed role. This can only be asked after there has been a conditional offer of employment (Section 60, Equality Act 2010).
Unsafe selection can have serious implications for the safety and security of vulnerable adults and children, and potentially be extremely damaging to the child or adult. It can prove costly in real terms and extremely damaging to the organisation’s reputation and standing.
A risk assessment must be completed on the basis of all information obtained from the checks undertaken prior to confirming the individual’s employment
Job descriptions and Person Specifications
Prior to advertising a vacant position, the job description and person specification should be reviewed to ensure that they are up to date, reflect accurately the main components of the job role and that the knowledge, skills and experience are relevant to what is required. The job description should help to ensure that both management and applicant expectations are aligned.
The person specification provides details of the essential and desirable qualifications, skills and experience, person qualities and knowledge required. It is an essential part of the recruitment process and assists when compiling the job advertisement, the shortlisting process and to define the appropriate selection criteria. Each criterion must be identified as either essential or desirable. The essential criteria would be the minimum required to perform the job to the required standard. The desirable criteria would be the standards that would enable the person to perform the job more effectively.
When a vacancy is advertised the application pack should include an up to date job description and person specification.
Advertising
Where possible applicants should be encouraged to apply online as this allows the applications to be managed in a more efficient and consistent manner.
The advertisement should include a statement of Camford Medicals’ values, details of the job description and person specification, the job title, salary, hours and location of the role, details of the type of contract being offered, the closing date and potential interview date, as well as contact details for further information regarding the role.
Shortlisting
The shortlisting criteria should be decided following a complete review of both the job description and person specification. Any gaps in employment or inconsistencies should be highlighted so that these can be addressed at the interview stage, if necessary.
All shortlisted applicants should be contacted by the individual responsible for recruiting to the vacancy.
Interview
Upon being invited to attend an interview the applicant should be asked to inform Camford Medicals of any adjustments that may be required to facilitate their attendance at interview. The invitation should also outline the relevant documentation that the applicant should bring along to the interview.
Where possible, interviews should be carried out by a minimum of two individuals, including the prospective line manager from Camford Medicals. If interviews are to take place over several days, best practice dictates that the interview panel should remain consistent where possible. By way of preparation, the interview panel should meet before the interview to agree the ordering of questions and how the interview will progress. All applicants should be asked the same questions. The interview panel must be mindful not to ask any questions that may be perceived as being discriminatory, such as questions relating to childcare or sickness records.
Prior to ending the interview, the applicant should be informed of the next steps in terms of when the decision will be made and how they will be informed of the outcome.
Making an Appointment
All decisions made with regards to an appointment should be based on an objective assessment.
Where possible, the successful applicant should be advised first, to offer them the opportunity to accept or decline. If the successful applicant declines the offer of the role, the next most suitable candidate should then be offered the role.
Monitoring
All recruitment activity will be monitored by the Registered Manager/Senior Management Team. Recruitment files will be audited both during and after the recruitment.
Personnel files for those recruited will be audited to ensure all necessary checks have been undertaken, are satisfactory and that the required documents have been provided.
Related policies and procedures
Equality and Diversity Policy and Procedures
Legislation and Guidance
Equality Act 2010
Gov.uk DBS eligibility checker, https://www.gov.uk/find-out-dbs-check
Gov.uk Right to Work Checking a job applicant’s right to work – GOV.UK (www.gov.uk)
Rehabilitation of Offenders Act 1974
Safe & Fair recruitment, Skills for Care, https://www.skillsforcare.org.uk/Documents/Recruitment-and-retention/Recruiting-for-potential/Safe-and-fair-recruitment.pdf
Compliance
| Safe | S1: How do systems, processes and practices keep people safe and safeguarded from abuse? |
| Effective | E2: How does the service make sure that employees have the skills, knowledge and experience to deliver effective care and support? |
| Well-led | W2: Does the governance framework ensure that responsibilities are clear and that quality performance, risks and regulatory requirements are understood and managed? |