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Adactus Housing Association

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Last updated 09/04/2018

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  • Overview

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    In order to ensure that the aims of the business plan are fulfilled, the Group must ensure that appropriately qualified and experienced staff are recruited who are most suited to the particular job. Recruitment will be solely on the basis of the applicant’s abilities and individual merit as measured against the criteria for the post. Qualifications, experience, potential and skills will be assessed at the level that is relevant to the post.

    Selection and recruitment shall be in accordance with the Recruitment Procedure and the Equality and Diversity Policy. Shortlisting, interviewing and selection will always be carried out without regard to gender, sexual orientation, marital status, colour, race, nationality, ethnic or national origins, religion or belief, disability, age or trade union membership.

    Effective recruitment should produce the most suitable candidate using the most cost effective advertising and recruitment sources and methods. Managers aim to maintain the organisation’s good name with existing employees and potential recruits alike by dealing fairly, transparently, honestly and courteously with all applicants.

  • Principles

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    The Chief Executive must approve all new posts. Board approval is required for new posts and staffing structure changes at Director level and above. The Joint Negotiating Committee must approve any changes to terms and conditions of existing or new posts.  Managers do not require special authorisation for filling a post included in the current establishment.

  • Advertising

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    Management reserves the right not to advertise a post under certain circumstances. If a vacancy is not to be advertised the Chief Executive’s approval must first be sought, justifying the reason e.g. redeployment or promotion.

    The HR department will assist with this process and provide advice and assistance where necessary. Criteria used in person specifications should be relevant to the post. These criteria will be used in the selection process and provide evidence of equality in the shortlisting and interview selection.

    The advertisement will summarise the main requirement of the job as detailed in the job description and person specification, expressed in a way that highlights the main points of interest to the reader. The Director of Development and Human Resources is responsible for the advertising of all vacancies and for controlling the advertising budget.

    In the case of temporary vacancies, where the initial contract would be for 8 weeks or less, management will use whatever recruitment method it deems suitable in the particular circumstances that exist.

    “Word of mouth” recruitment will be avoided as this method could lead to allegations of unlawful discrimination. Short term appointments e.g. less than three months, may be made through a temporary staff agency or from a pool of suitable candidates already recruited through open advertising and held on file for short-term employment. Only when no suitable candidates are available through these methods will “word of mouth” recruitment be acceptable. “Word of mouth” recruitment will be the exception and not the norm, and is only appropriate in special or emergency situations, e.g. when providing cover in the absence of Scheme Managers, Relief Scheme Managers, Cleaners, Caretakers or Casual staff.

    When a recruitment or temporary staff agency is used to recruit staff, only agencies that promote equal opportunities will be used. A copy of the agency’s Equal Opportunities Policy should be requested and held on file.

    All advertisements will carry the statement: “The Group is committed to diversity and is an equal opportunities
    employer. Applications are invited from all sections of the community”.

    Advertisements for the recruitment of staff whose role brings them into contact with children or vulnerable adults must state:
    “The successful applicant will be asked to apply for a Criminal Records Bureau ‘Disclosure’ (Enhanced or Standard)”.

    Advertisements for the recruitment of staff required to work night shifts must state: “The successful applicant for the post will be required to complete a Health Assessment form and may be required to undertake a medical examination”.

    Before placing advertisements the HR department will check that the advert:

    • does not breach legal requirements, does not discriminate either directly or indirectly
    • the wording is clear, correct and unambiguous and will help readers to assess their own suitability
    • is cost effective
    • the wording will attract candidates across a wide spectrum of gender, age, ethnic origin, religion or belief, sexual orientation and disability
    • the wording will attract the targeted group if positive action advertising is used.
  • Positive advertising

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    Under-represented groups are encouraged to apply for all vacancies. Positive advertising will be used to encourage black/ethnic minorities, women or disabled people to apply for posts that previously have not attracted many applications from such groups.

    Positive advertising will only take place as part of an overall strategy and to meet targets which will be set to increase the numbers of black/ethnic minorities, women or disabled people into certain jobs.

    Posts targeted for positive advertising will be those that are key entry points into a department/section, posts from which the post holder will easily move into other higher posts or those posts where representation of black/ethnic minorities, women or people with a disability is necessary in order to facilitate desired changes in the provision of services.

    Positive advertising can cover:
    • the wording of the advert
    • the press/publication used to target under-represented groups 
    • the targeting of schools/colleges or communities

    Examples of positive advertising are:
    • Stating in the advert that a black/ethnic minority person, a woman or a disabled person are encouraged to apply.
    • Wording the advert to make it clear that women can do a traditional male job e.g. maintenance posts.
    • Ensuring that information about the position is distributed to community groups/schools/colleges in areas with a large ethnic minority population, women’s groups, all girls schools and schools with a high proportion of disabled pupils, Disability Employment Advisers and Disability Advisory Services (Jobcentre Plus).
    • If using art work on recruitment material use photographs of black/ethnic minority people, women or people with a disability.

    Positive advertising is allowed under the Sex Discrimination Act 1975 and the Race Relations Act 1976 if women or a particular racial group are under represented in that area of work.

  • Recruitment Pack

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    The HR section will prepare a pack as per approved ‘corporate’ style and send out to applicants:
    • Application Form
    • Job Description
    • Job Details
    • Person Specification
    • Equal Opportunities Monitoring Form
    • Copy of Equality and Diversity Policy
    • Application form guidelines
    • Criminal Records Bureau information, policies and “exempted” statement – in respect of care/support vacancies or any other post where the post involves coming into contact with vulnerable adults or children All requests for applications will be sent out no later than one working day after the request.

  • Shortlisting - Sifting Applications

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    All candidates are required to complete an application form.

    Completed application forms must be returned to the Director of HR and Development on or before the closing date. These will be processed and passed to the relevant persons when the closing date is reached. Late applications will not be accepted.

    Only applications submitted on official application forms will be considered as the forms are designed specifically not to discriminate and also request specific information required for shortlisting against the job description and person specification.

    The Equal Opportunities Monitoring Form is to be detached from the application form when received – A letter “D” will be clearly placed in the top right hand side of application forms received from disabled candidates.

    Any disabled applicant who fulfils the minimum criteria will be granted an interview unless it is clear that the candidate does not meet the minimum criteria outlined in the employee specification. (minimum criteria – normally “essential” only but where large numbers of applications are received “desirable” criteria will also be included as minimum criteria to further shortlist applications received if necessary) : Note: Disabled applicants who fully meet the “essential” criteria will be guaranteed an interview. Reasonable adjustments to the recruitment process will be made to ensure that no applicant is disadvantaged because of their disability.

    HR will extract data from the Equal Opportunities monitoring form as soon as possible after the closing date.

    Shortlisting of applications is to be agreed by at least two people, including the responsible Manager or Director. To aid the full spirit of equal opportunities this will be done separately. In practice it is recognised that this may not always be possible. Applications will be shortlisted consistently and against previously agreed objective criteria with reference to the person specification and job description.

    It is recommended and normally expected that no more than 7 candidates are interviewed – shortlisting to a reasonable number of interviewees with the aid of “essential” and “desirable” criteria.

    HR will invite all shortlisted candidates for interview. HR will retain all applications and shortlisting criteria records for a minimum of six months.

  • Selection Methods

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    The selection and recruitment shall be in accordance with the Group’s Equality and Diversity Policy.  Other methods may be used to determine the extent to which candidates fulfil the person specification. These may include written tests, presentations and simulations.  Shortlisted candidates will be invited for interview, interviews being arranged by the responsible Manager via the HR section.  Other than in exceptional circumstances approved by the Chief Executive, interviews will normally be conducted by two people but by no more than three people.  For all internal vacancies it is advisable to have two people interviewing to ensure transparency.  All members of the interview panel should have undertaken Recruitment and Selection training.

    Interviews are conducted by the following people

    • Chief Executive: Board of Management (Chairs of Boards)
    • Director Level: Chief Executive, Deputy Chief Executive, Chair or a member of the Board of Management.
    • Other staff: Relevant Director/Assistant Director or Line Manager, as appropriate, together with the Line Manager/senior member of staff from the department and/or member of HR team.


    An HR representative may be asked to attend interviews to observe and monitor. If it is felt that second interviews are appropriate this should first be agreed with the Director or Chief Executive. To ensure consistency, interviews will be structured with an agreed set of questions prepared in advance, which will be put to all interviewees.


    Managers conducting recruitment interviews will ensure that the questions they ask job applicants relate to the requirements of the post and are presented objectively, and that they are not in any way discriminatory or unnecessarily intrusive. The interview will focus on the needs of the job and the skills required to perform it effectively. The questions should mirror the person specification and job description. Questions should be clear and precise, and in plain English.  Score sheets and a record of every recruitment interview of all candidates must be made and passed to the HR team who will retain these for a period of at least six months. These will be retained for feedback purposes and possible future vacancies.  The Director of HR and Development will monitor interview score sheets at random.

  • Offers of employment and references

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    The responsible Manager/Director has ultimate responsibility for taking the decision to recommend a candidate to be appointed. No offer of employment should be made at interview. Managers should make a decision with a minimum delay to enable all applicants to be informed as soon as possible following interview date.

    Offer subject to 
    The manager recruiting for the vacancy may first make a verbal offer of appointment and acceptance. The Chief Executive will make a written provisional offer of employment to the successful candidate sent by HR section. This is subject to the receipt of:-

    • two satisfactory references, one of which should be current or most recent employer
    • satisfactory “Enhanced” or “Standard” Criminal Records Bureau Disclosure and/or POVA check for posts providing support for vulnerable adults or involving working with children;
    • satisfactory health assessment or medical for employees who work at night (annual health assessments or medical thereafter);
    • proof of eligibility to work in the UK; satisfactory completion of a six month probationary period.

     

    Eligibility to work in the UK 
    In accordance with the requirement under section 8 of the Asylum and Immigration Act 1996, the law on preventing illegal working, all successful applicants for all posts within the Group will be responsible for producing proof of entitlement to work in the UK before employment commences. A list of acceptable documents required by the Home Office as proof can be obtained from the Director of HR and Development.  Example documents as proof required to be produced prior to taking up an appointment are; passport, birth certificate. This documentation must be retained on the employees file indefinitely.

    Criminal Records Bureau Disclosure 
    Where the post requires a satisfactory “Enhanced” or “Standard” Criminal Records Bureau Disclosure and/or POVA check for posts providing support for vulnerable adults or involving working with children; successful applicants must complete a CRB form and provide any necessary documentation.  Continued employment with the Group is subject to receipt of satisfactory repeat CRB disclosure checks every three or more years dependent upon guidance by the Criminal Records Bureau. Original Disclosures should be viewed and recorded; these must then be stored in compliance with the CRB Code of Conduct procedures and must not be kept for more than six months, these are then to be shredded. The successful candidate will not be able to commence employment until satisfactory CRB disclosure has been received. Criminal records will be taken into account for recruitment purposes only where the conviction is relevant. Further information regarding the Criminal Records Bureau and procedures can be obtained from the HR team.

    References 
    The HR department will request references. The Manager responsible for the appointment may obtain verbal references but written references must also be requested and received. Two written references must be received prior to commencement of employment.  If references are not received, employment is at risk and disciplinary action may be taken, employees to be notified in writing.

    Qualifications
    Proof of Qualifications; Original copies of qualifications that the candidate claims to hold, as specified on their employment application form, must be produced by the successful candidate. These will be photocopied by the HR section and retained on
    the employee’s personnel file.

    Confirmation- Applications
    The HR department will write to all candidates, successful or unsuccessful with the minimum of delay. Managers should provide feedback after interviews if requested.

  • Probationary Period

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    All new appointments will be made on a six month probationary period basis. Appointments of existing staff to new or promoted posts will be made on a six or a three month probationary period basis.


    Weekly or fortnightly monitoring and review of progress and performance, absence and timekeeping, is to be maintained by managers to resolve any problems at an early stage. Any training needs or areas of concern should be identified and the employee informed and advised of any concerns by managers. The new employee should be fully aware of their progress and assisted in settling into their new employment.


    A member of the HR team will contact line managers initially after three months of employment as to the employee’s progress and should be informed of any areas of concern regarding performance issues and suitability in the post, this will enable your HR contact to give advice if necessary. Line managers will be contacted again before the six month probationary ends, requesting confirmation of the employees suitability to be permanently appointed to the post.
    In some circumstances it may be necessary to extend an employee’s probationary period where it is felt performance is unsatisfactory and more training is required or due to some other mitigating circumstances. In these circumstances, the manager must meet with the employee and advise them that the probationary period is being extended and explain the reason for the extension. HR will write to confirm this decision.

  • Induction

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    All employees will undergo an induction programme. On completion of a personnel induction, induction paperwork signed by the employee will be retained on the employee’s personnel file.

  • Development of Employees

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    As part of the Training and Development appraisal review process managers will identify staff that have the potential and ambition to progress within the Group. Equally, employees should ensure that their Line Managers are aware of their future ambitions.  When a post becomes vacant suitably experienced and qualified employees are encouraged to contact their manager, or HR, to express interest in the post. It is not essential that employees await a vacancy notice before expressing interest. Employees of the Group who apply for vacancies will then be included in the recruitment process in the normal way.

  • Temporary Recruitment

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    Managers may authorise and action the recruitment of short-term temporary staff (less than three months)through an agency (subject to authorised limits in the Group Financial Regulations). If the manager intends to use an agency with whom the Group does not have a preferred supplier arrangement, the manager must consult with HR.

    Long-term temporary staff advertised in the press must follow normal recruitment procedure and managers should liaise with the HR section. Managers will request information relating to the temporary employee on appointment(eg time sheets, agency invoicing arrangements etc). Managers are responsible for their own temporary staffing budgets and therefore invoice approval. Managers are responsible for inducting all temporary staff and should follow the guidelines.

  • Note

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    This is an abridged version of the Adactus Recruitment Policy and Procedure.  The full policy can be requested by clicking on the contribute tab and completing the feedback form.

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  • 09/04/2018

    Updated by Athanasios Protopapas on 09/04/2018 15:25:49

    Comment: .

    Details: (show)

    Chapter titled "Advertising" content changed.
    Group assignment removed: "".

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  • 30/01/2013

    Updated by Athanasios Protopapas on 30/01/2013 11:18:03

    Comment: Minor formatting amends

    Details: (show)

    Chapter titled "Selection Methods" content changed.
    Chapter titled "Offers of employment and references" content changed.

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  • 30/01/2013

    Updated by Athanasios Protopapas on 30/01/2013 10:57:50

    Comment: Added new document

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