Recruitment and Selection Policy

The recruitment and selection decision is of prime importance as the vehicle for obtaining the best possible person-to-job fit which will, when aggregated, contribute significantly towards the Company's effectiveness. It is also becoming increasingly important, as the Company evolves and changes, that new recruits show a willingness to learn, adaptability and ability to work as part of a team. The Recruitment & Selection procedure should help managers to ensure that these criteria are addressed.  EPS Recruitment and Selection Policy will:

be fair and consistent;
be non-discriminatory on the grounds of sex, race, age, religion or disability;
conform to statutory regulations and agreed best practice.

To ensure that these policy aims are achieved, all appointing managers will receive training in effective recruitment and selection.

The Recruitment Process

The following procedure should be used when a post is to be filled.

The appointing manager must:

1. Define the job. If it is an existing post, is an exact replacement required or is this an opportunity to revise the requirements. If it is a newly established post be clear on the exact requirements, draw up a job description and consult the appropriate Director / Human Resources Department in relation to the appropriate grade and salary. Complete a Job Vacancy Form which confirms:

details of the post
final approval from the appropriate Director;
in the event of the job being newly established, the approval of the Managing Director, and confirmation from the Director of Finance, that funding is available.

2. Ensure the Job Description and person specification are up-to-date. Collate an information package appropriate for the post. This package should include:

job description and if appropriate, the person specification;
information on the department;
information on the Company;
terms and conditions of employment.

It is important that this pack is carefully put together in order to present a professional image of the Company, therefore out-of-date or poorly presented information is not suitable. Discuss with the appropriate Director the most effective means of obtaining suitable candidates. The following options should be explored (in this order):

Internal advert within the Company
Examination of previous applications, or those held on file
External advert within the job centre
External advert in the local press
External advert in the National press
External advert in the appropriate technical / professional Journal
In senior posts the use of a recruitment agency

3. Design the advertisement. All advertisements must contain as much information as possible to ensure the correct recruitment group is targeted and reduce unsuitable applications, while remaining as cost-effective as possible.  External adverts will be submitted to the appropriate Director / senior manager for approval before being placed.

The Selection Process

Appropriate selection procedures must be used for each post. Procedures may vary. At its simplest this may involve a straightforward interview and skills testing. For more senior posts psychometric testing, presentations to the interview panel on a chosen topic and/or a series of individual interviews on various topics may be included. The appointing manager will approach relevant people to assist with shortlisting and interviewing. At least two people should be involved in shortlisting and sit on the Interview Panel.

The application forms received by the closing date will be forwarded to the appointing managers for shortlisting. Applicants must be chosen against the Person Specification. It is the responsibility of the appointing manager at this stage to record (in writing) the reasons why an applicant is not shortlisted. All papers must be returned to the appropriate Director, who will invite the candidates for interview, obtain references and make the necessary housekeeping arrangements for the interview. This will include timetabling the interviews and arranging Occupational Health / Company Doctor Medicals if appropriate. Candidates who have not been shortlisted will also be informed. At least one week prior to the interview, each panelist will receive an interview pack containing:

copies of application forms / cvs;
blank interview report forms;
a copy of the job advertisement;
a copy of the job description;
a copy of the person specification

The appointing manager will:

decide on the interview format and determine which areas to concentrate on with the questioning;
decide on who will chair the Interview Panel;
receive the references for candidates and be responsible for ensuring the confidentiality of these, and for their destruction.

At the interview, the appointing manager will ensure that the Interview Report Form is completed as fully as possible. When interviewing, they will ensure that Equal Opportunities legislation is strictly adhered to, with no discrimination shown on the grounds of sex, religion, age, disability or ethnic origin. When all candidates have been interviewed, the panel will decide on the best person for the post. The appointing manager will arrange to inform the successful candidate as soon as possible, agreeing a commencement date and starting salary.  All interview packs should be returned marked "private & confidential" to the Human Resources Department / Company Administration Offices.  Upon return of the Interview Report Form, the appointing manager will be responsible for telephoning all unsuccessful candidates with outcome of interview within a set timescale, this will be confirmed in writing:

write to the appointee, offering the post dependent upon receipt of satisfactory references and health clearance;
initiate a personnel file and computer entry for the new member of staff;
notify the Manager if the appointee refuses the offer, or if there are any other details to be cleared.

The appointing manager will arrange an individual programme of induction for the new employee that will be arranged and agreed at least one week before the appointee commences.