Recruitment and Selection Manual and Policy

RECRUITMENT AND SELECTION MANUAL
SECTION 1 INTRODUCTION
1. The purpose of this manual is to provide guidance to all employees
involved in the recruitment and selection of employees within the Transport
Executive.
2. Section Two of the manual provides details of the specific responsibilities
of employees directly involved in the recruitment process, including
responsibilities to individual posts within the Human Resources Team.
3. Section Three outlines the Recruitment and Selection Policy Statement
together with the associated procedures to be followed in all cases.
However, alternative arrangements may be required in exceptional
circumstances and these should be agreed with the Head of
Organisational Development.
4. Section Four is a flowchart outlining the recruitment and selection process.
5. Section Five outlines the procedure for dealing with permanent recruitment
sourced through agencies.
6. Section Six outlines the procedure for dealing with the recruitment of posts
requiring police checks this should be used in conjunction with Section
Three.
7. Section Seven contains the relevant copies of the coded recruitment forms
and documentation as indicated in bold throughout the manual. Copies of
all forms are available from the Human Resources Team.
SECTION 2 SUMMARY OF RESPONSIBILITIES

1. The following areas of responsibility have been identified and should be
taken into account in the recruitment procedures that follow.
For the purpose of this procedure the Line Manager is the person who has
direct responsibility, i.e. carries out the VALUED appraisal process.
In the event that the Line Manager is unavailable, the responsibility would
then rest with their Line Manager, i.e. the Senior Manager.
Line Manager
2. The Line Manager is responsible for the following aspects of the
recruitment and selection process:
2.1
The initial request to recruit
2.2
a)
b)
c)
d)
e)
Job Description (R1);

Employee specification (R2);
Approved draft advertisement (R3);
Provision of additional information to be included in the
application packs;
Human Resources and Standards Committee Report (if
applicable);
2.3
Proposed dates for shortlisting and assessment.
2.4
Selection of an assessment panel (to include a Human

Resources Team representative).
2.5
Shortlisting of candidates, and signing off of the shortlisting form.

(R10)
2.6
Preparation of presentation/selection exercises and interview

questions. (R11)
2.7
Selection of a candidate and signing off of the assessment

forms. (R13)
2.8
Feedback to candidates.
2.9
Departmental Induction Programme.
2.10
The setting of objectives and the monitoring of performance

during the six month probationary period.
2.11
The Human Resources Team will provide advice on any of the

above areas, if required.
AGREEMENT REFERENCE: P22 (APR 2007)
Team Leader Human Resources

3.
The Team Leader Human Resources is responsible for the following

aspects of the recruitment and selection process:
3.1
Overall responsibility for the implementation of the recruitment

procedures.
3.2
The provision of advice to the assessment panel and the Human

Resources Team.
3.3
Responsibility for deciding on the inclusion of any member of the

assessment panel who has declared a potential conflict of
interest.
3.4
Participation in the assessment process, particularly for Senior

Management posts, as required.
3.5
Assistance in the consideration of criminal convictions and their

relevance to the post.
3.6
Advice and assistance in providing feedback to candidates.
3.7
Consultation with the Trade Unions.
Human Resources Officers

4.
The Human Resources Officer is responsible for ensuring that the

following aspects of the recruitment and selection process are
undertaken:
4.1
Discussion with managers regarding the need to appoint.
4.2
Provision of advice to Line Managers and relevant staff as

required. This area will include the decision as to whether new
posts require a police check, advice on the format for Job
Descriptions, the drafting of advertisements in liaison with
managers, preparation of interview questions and assessment
exercises including the collation of the Employee Specification.
4.3
Administration of the shortlisting packs to the assessment panel

members, to include: a)
b)
c)
d)
Shortlisting Form; (R10)

Copies of completed application form; (R5)
Job Description; (R1)
Employee Specification. (R2)
4.4
Creation of an interview file to include the following documentation:

a)
b)
c)
d)
e)
f)
g)
Interview schedule, detailing times and rooms booked;

(R12)
Application forms of the short-listed applicants (R5);
Job Description (R1);
Short-listing Assessment Form; (R10)
Employee Specification (R2);
Collation of any information and documentation required for
assessment presentations/exercises/interview
questions.
(R11)
Interview summary Form (R14)
4.5
Participation on interview panels as requested.
4.6
Assistance in the feedback to candidates, as requested.
4.7
Obtaining references for the successful candidate(s).
4.8
Processing medical questionnaires for the successful candidate(s).
4.9
Processing the Application Form for obtaining disclosure from Criminal

Record Bureau if required for the post.
4.10
Careful consideration of any criminal convictions and their relevance to

the post.
4.11
The generation of recruitment letters as required.
4.12
Preparation of the Contract of Employment for new starters.
4.13
Closure of the recruitment file and storage.
4.14
Creation of a personal file for the successful applicants.
4.15
Ensuring that the recruitment procedures are adhered to.
4.16
Ensuring the induction of staff, in line with the organisational induction

process, inclusive of probationary milestones.
4.17
Collation of the organisations induction pack in line with the induction

checklist. (R16)
Human Resources Administrator

5.
The Human Resources Administrator is responsible for the following

aspects of the recruitment and selection process:
5.1
Assisting the Team Leader Human Resources and Human

Resources Officers.
5.2
Creating the vacancy file to include the following documentation:

a)
b)
c)
d)
e)
Application Record (R9)

Job Description (R1)
Employee specification (R2)
Copy of advert (R3)
Copy of information pack sent to applicants;
5.3
Receipt of requests for information from potential applicants and

collation of the records on the application record. (R9)
5.4
Ensuring that the vacancy monitoring sheet (R15) is completed

and the equal opportunities monitoring spreadsheet is kept up to
date.
5.5
Collation and despatch of information packs, as required. Packs

to include the following:
a)
b)
c)
d)
e)
f)
g)
h)
Application Letter (R4)

Application Form (R5)
Job Description (R1)
Vision Statement (R7)
Role of the Transport Executive (R8)
Terms & Conditions sheet (R6)
Employee Specification (R2)
Other documents as determined by the Line Manager.
SECTION 3 RECRUITMENT AND SELECTION POLICY AND

PROCEDURE
POLICY STATEMENT
Recruitment and selection allows organisational needs to be met by ensuring
appropriate candidates are identified to match required job roles, in line with
equality and diversity standards
PROCEDURE
1
The Line Manager firstly identifies that a vacancy exists. If the vacancy
is an addition to the establishment, the Line Manager will prepare a
report and Job Description to submit to the Human Resources and
Standards Committee to obtain authorisation. If the post is an existing
post it must be examined to establish whether it:
a)
b)
c)
d)
e)
is still necessary;
could be combined with other posts;
could be automated;
the hours allocated to the post are still relevant;
are the allowances allocated still relevant.
If any changes are proposed to an existing posts function, allowances

or grade, the Line Manager will submit a report and Job Description to
the Human Resources and Standards Committee for authorisation.
The Line Manager will discuss any additional posts or changes to an
existing post with a Representative of the Human Resources Team in
order that full consultation with the Trade Union takes place.
2.
Once a vacancy has been authorised and the Job Description and
Employee Specification agreed as appropriate, the Line Manager and a
Human Resources Team Representative will agree a draft advert and
where it will be placed in order to target the most appropriate pool of
candidates.
The following information will be provided within the advertisement:
a)
b)
c)
d)
e)
f)
g)
h)
A description of the work;

The grade and remuneration;
The essential qualities of the person required;
A contact number for application forms;
Hours of work;
Whether the post is permanent or temporary;
Whether the post requires disclosure from the Criminal Records
Bureau or if the post is exempt from the Rehabilitation of
Offenders Act.
Closing date.
3. The closing date for the vacancy is usually ten working days from the date
that the advert is released.
4. Most vacancies will be filled using internal/external advertisements.
5.
Once the closing date is agreed a timetable for shortlisting and

assessment will be agreed including the compilation of the assessment
panel. The assessment panel should consist of at least the Line or
Senior Manager of the department and also a Representative of the
Human Resources Team. This is to ensure consistency in approach
throughout the Transport Executive and to brief/train interviewers on
the selection process.
6.
All applications will be initially submitted to the Human Resources

Team to allow effective monitoring to be carried out.
7.
The Application Form is designed so that personal details are

separated from skills, knowledge and experience in order that the
assessment of Application Forms is based only on job related factors.
Therefore, the assessment panel will receive Application Forms in this
format.
8.
In the event that a member of the chosen assessment panel becomes

aware that there is a potential conflict of interest, they must declare this
to a Human Resources Representative immediately. The Team Leader
Human Resources will then assess the conflict and decide whether or
not it is appropriate for the member to remain on the assessment
panel.
9.
The Application Forms are assessed in a consistent manner to ensure

equal treatment of all applicants. A Shortlisting Monitoring Form and
Employee Specification is used which sets down key duties, necessary
skills, knowledge and experience identified from the Job Description
against which each application is assessed. The shortlisting of
candidates is carried out and agreed at a shortlisting meeting, at which
all members of the assessment panel are present. All members of the
assessment panel sign the completed Shortlisting Monitoring Form.
10.
Internal applicants that do not meet the criteria will be informed via
telephone, and feedback given.
11.
Late applications are generally not considered. However in exceptional

circumstances, applications received after the closing date may be
considered at the discretion of the assessment panel.
12.
Selection techniques are consistent between candidates and are

designed to gather the information necessary from the candidate to
assess against the job requirements, which includes those identified on
the Employee Specification.
13.
Assessment Tests are used, where appropriate, to assist in assessing

a candidates suitability for the post, these can include:
a)
b)
c)
d)
e)
Informal pre-interview sessions on a group / individual basis, e.g

departmental visit;
Skills testing, e.g shorthand and typing tests;
Occupational/ / Psychometric testing;
Excercises to be completed by candidates in advance of the
interview, e.g a prepared presentation or report;
Group test e.g discussions, problem solving.
14.
Each candidate is assessed in a consistent and objective manner

during the selection process. A Selection Assessment Form is used
which sets down key duties, necessary skills, knowledge and
experience identified from the Job Description against which each
application is assessed. The most appropriate candidate is then
selected on an objective basis. All the assessment panel members
sign the Selection Assessment Form once completed.
15.
Following the selection procedure a Summary of Interview Form (R14)

should be completed stating the scores given to each candidate,
reasons for selecting the successful candidate(s) and why any
shortlisted candidates did not attend their interview
16.
All candidates will be offered the opportunity to obtain feedback from

both the line manager and a Human Resources Team representative.
17.
Two professional referees, encompassing at least the last two years of

employment, will be contacted to provide information on specific job
related questions for external candidates. For internal candidates a
reference will be obtained from the employees existing Line Manager,
where an individual is appointed to a role within a different team or
section. In addition external candidates will be required to complete a
medical assessment (via a medical questionnaire) prior to confirmation
of the appointment.
18.
If a requirement of the post, disclosure should be obtained from the

Criminal Records Bureau. Once disclosure has been received careful
consideration should be given to any convictions using checklist, 2
section 6. Criminal convictions will only be taken into account if
relevant to the post.
All employees will receive an organisational induction, delivered by a
representative of the Human Resources Team in conjunction with a
departmental induction, which is delivered by the line manager.
19.
All appointments will be subject to a six-month probationary period

during which time the line manager will monitor performance against
agreed objectives.
20.
The Transport Executive will monitor on an ongoing basis the

effectiveness of the application of this procedure.
For and on behalf of UNISON

---------------------------------------------------------Chair, Branch Committee
----------------------------------Date
For and on behalf of South Yorkshire Passenger Transport Executive

---------------------------------------------------------Passenger Services Director
----------------------------------Date
SECTION 4 - RECRUITMENT AND SELECTION

PROCESS
Vacancy arises - Line Manager
contacts Human Resources Team
with initial request to recruit
Position approved Human

Resources Team consults with
union re: new position or amended
job description
Advertising stage Human

Resources Team issue internal job
vacancy advert and/or liaise with
advertising agency for placing
external adverts or liaise with
Recruitment Agency as per Section
five
At closing date Human Resources
Team collate and copy all application
forms and send to assessment panel
for short-listing
Assessment panel agrees on shortlisting and Human Resources Team

send out interview invites letters
Human Resources Team send

rejection letters to unsuccessful
interview candidates (internal and
external) any feedback required is
to be given by the Line Manager
Recruitment file closed down by

Human Resources Team Equal
Opportunities monitoring completed
and file archived
Line Manager monitors performance

during six month probationary period
Human Resources Team prepares

job description, and drafts
advertisement - liaise with Line
Manager for confirmation
If a new post, the Line Manager

prepares Human Resources and
Standards Committee Report to be
approved. If not new then approval to
recruit is sought from the Head of
Organisational Development
Human Resources Team prepares

and sends recruitment packs up to
closing date
Line Manager selects interview date
and assessment panel inclusive of a
Human Resources representative to
ensure no bias. Interview questions,
occupational tests, presentations, etc.
are agreed.
Assessment date candidates
interviewed & assessment panel make
selection
Human Resources Team ring
successful candidate to make job offer,
issue appointment letter send preemployment medical questionnaire and
contact referees and process the
application for disclosure if required
see Section six.
Human Resources Team prepare

induction pack and a personal file for
commencement date.
Line Manager conducts departmental

induction. Human Resources Team
conducts organisational induction
SECTION 5 - PROCEDURE FOR DEALING WITH

PERMANENT RECRUITMENT SOURCED THROUGH
EMPLOYMENT AGENCIES
Appropriate agencies sourced by the Line

Manager in conjunction with a Human
Resources Representative. Agencies
provided with a copy of the Job
Description and Employee Specification.
Shortlisting meeting arranged with the
Line Manager and the Human Resources
Representative to ensure only
applicants/CVs which meet the full
Employee Specification are shortlisted.
Shortlisting forms are signed off as a true
record by the Human Resources
Representative and the Line Manager.
Date for interviews agreed with the Line
Manager.
Agencies informed of the candidates
shortlisted for interview.
The Human Resources Representative
writes to the shortlisted applicants to invite
them to interview (all shortlisted applicants
are sent a standard application form to
complete and bring with them to the
interview)
Standard selection procedure followed
from this point forward.
SECTION 6 - PROCEDURE FOR DEALING WITH THE

RECRUITMENT OF POSTS REQUIRING POLICE
CHECKS
Recruitment
The advert and application pack should confirm the
need for disclosure and state that having unspent
convictions will not necessarily bar you from
employment, criminal records will only be considered
if relevant to the role
Selection
Select the most suitable candidate for the job based
on the job specification give candidates the
opportunity to disclose their convictions
Offer
The provisional offer should be sent subject to
satisfactory disclosure
Obtaining Disclosure
Human Resources should process the disclosure
application form, once received, careful consideration
should be given to any convictions and their relevance
to the job using checklist Two
No Relevant
Convictions
Relevant
Convictions
EMPLOY
REJECT
Checklist for Enhanced Disclosure

Yes
No
Disclosure Required?
Is the post exempt from the

Rehabilitation of Offenders Act?
If yes
Enhanced
Does the post require teaching

children in a school or equivalent
establishment?
Does the post involve close
unsupervised contact with
children?
If yes
Enhanced
Does the post involve working in an

establishment for children?
If yes
Enhanced
Does the post involve close

unsupervised contact with elderly
or vulnerable people?
If yes
Enhanced
Will the post have direct

responsibility for significant
financial transactions?
If yes
Enhanced
Will the post allow access to

confidential information on children
of school age/ the elderly or
vulnerable people?
If yes
Enhanced
If yes
Enhanced
Checklist Two for Consideration of Convictions

Employ?
Is the conviction relevant to the job?
If no, employ
Is the conviction Spent?
If yes, employ
unless the post is
exempt from the
Rehabilitation of
Offenders Act.
Is it relevant to the
safety of
employees,
customers, clients
and property?
Was it long enough
to allow
circumstances to
change?
Was this a one off?
Or does the
individual have a
history of
convictions?
If yes are they
likely to re-offend?
If no employ
Is the activity an
offence in the UK?
If no - employ
If yes employ
How serious is the offence?
How long ago did it occur?
What were the circumstances which led

to the offence being committed?
Have the individuals circumstances

changed?
In which country was the offence
committed?
Has the offence been decriminalised by
government?
R1
job description
and person specification
Name:
Enter name here
Job Title:
Enter job title here
Reports To:
Enter reports to info here
Department/Location:
Enter department/location here
Date:
Enter date
Job Purpose:
Enter job purpose here
Organisational Chart:
Please insert chart
Dimensions:
Enter dimensions text here
General Responsibilities:
The Executives aim is to provide the best Public Transport system possible.
The objective is the pursuit of excellence in meeting the needs of all potential
passengers.
The Executive is fully committed to the active promotion of equal opportunities
in its capacity as an employer. It is the individual responsibility of every
employee to seek to ensure the practical application of this policy.
Under the Health and Safety at Work Act, all employees are required both to
take care of their own health and safety and that of other employees and to
co-operate with their employers in complying with their statutory duties.
The Executive and its Managers are fully committed to the learning and
development of employees.
Responsibilities/Key Accountabilities:
Enter responsibilites/key accountabilities here
Planning and Organisation:

Enter planning and organisation text here
Decision Making and Use of Judgement:

Enter Decision Making and Use of Judgement text here
Essential Internal and External Relationships:

Enter Essential Internal and External Relationships text here
Knowledge, Skills and Experience Required:

Knowledge:
Enter Knowledge, Skills and Experience Required text here
Skills:
Enter skills here
Experience:
Enter Experience text here
Post Holder:
Line Manager:
Agreed by:
Agreed by:
Date:
Date:
ACCEPTED AND REGISTERED IN HUMAN RESOURCES:
Agreed by:
Date:
R2
SOUTH YORKSHIRE PASSENGER TRANSPORT EXECUTIVE
EMPLOYEE SPECIFICATION
POST TITLE:
DEPARTMENT:
Essential
SKILLS:
EDUCATION/KNOWLEDGE:
EXPERIENCE:
Desirable
How Identified
R3
Advert
No:
Post title
Salary:
The challenge:
The qualities:
If you think you can meet the challenge of the above post, and want to join a
team dedicated to providing an excellent public transport service in South
Yorkshire, please contact the Human Resources Department 24 hour
Recruitment Line on 0114 221 1223 or email recruitment@sypte.co.uk for an
application form and information pack.
Applications should be submitted no later than:
Interviews will take place in the week commencing:
South Yorkshire Passenger Transport Executive is an Investors In People
organisation and actively encourages the development of all employees.
Benefits include a flexible working hours scheme, 26 days holiday per year, a
company final salary based pension scheme, a childcare voucher scheme and a
free countywide travelmaster providing unlimited bus, tram and rail travel
throughout South Yorkshire.
The Transport Executive is striving to become an exemplar Equality and

Diversity Employer
R4
APPLICATION LETTER
Initials
HRO
(0114) 221 1(ext)
Date as Postmark
Dear Applicant
(JOB TITLE)
Further to your interest in the above post, please find enclosed an application
form and information pack.
The completed application form should be returned to the Human Resources
Department at the address below no later than the (Date).
Please note that Interviews are scheduled to take place in the week
commencing the (Date).
Due to the large amount of applications the Transport Executive receives we
are unable to send acknowledgement letters to each applicant. Therefore, if
you have not received any correspondence by (Date) you should assume that
on this occasion your application has been unsuccessful.
Finally, I would like to take this opportunity of thanking you for showing an
interest in this vacancy and wish you every success.
Yours sincerely
HRO
HUMAN RESOURCES OFFICER
R5
Strictly Confidential
APPLICATION FOR THE POST OF
No.
TO BE RETURNED TO THE ADDRESS BELOW NO LATER THAN

Please complete this form in black ink and return it to the Human Resources Department at the address below.
Please do not attach your CV.
PERSONAL DETAILS
Mr/Mrs/Miss/Ms/Dr
Surname
First Name(s)
Home Address
Address for Correspondence (if different)
Post code
Email address
Post code
Telephone (home)
Telephone (mobile)
May we contact you at work?
YES/NO*
Telephone (office)
National Insurance No.

Do you hold a current full Driving Licence?
Date of birth
YES/NO* Do you have a vehicle?
YES/NO*
Have you ever been convicted of a criminal offence including any driving offences?
(Convictions considered spent under the Rehabilitation of Offenders Act 1974 need not be disclosed).
YES/NO*
If YES, please state offences
If the position you are applying for is subject to a Criminal Records Bureau (CRB) check (see application pack)
you are required to disclose any criminal convictions you have whether they are spent or unspent. This
information, which should be
provided below, will be treated in the strictest confidence.
Where did you see this vacancy advertised?

Should you be selected for an interview, are there any dates when it would not be possible for you to attend?
YES/NO*
if yes, please give details
(Your availability will be taken into account and alternative arrangements made where ever possible).
If appointed, when would you be able to take up the post?
If unsuccessful, would you like to be considered for other vacancies?
YES/NO*
Are you related to any member/employee of the Transport Executive
YES/NO* (if yes, please give details)
EQUAL OPPORTUNITIES MONITORING

The Transport Executive requires all employees to operate its Diversity Policy and not to discriminate against
any person on the grounds of sex, age, disability, race, colour, religion and national origin and that subject to
the over-riding consideration of protecting children and vulnerable people we will not discriminate against
those with a background of offending.
The information provided in this section will only be used for equal opportunities monitoring purposes and will
be detached prior to shortlisting for interview.
Please tick the appropriate boxes
A)
White
B)
Mixed
C)
British
White and Black Caribbean
Irish
White and Black African
Any other white

Bangladeshi
Asian or Asian British

Indian
Pakistan
White and Asian

background
Any other Mixed
Any other Asian

background
D)
Black or Black British
E)
background
Chinese or other Ethnic Group
Caribbean
Chinese
African
Any other
Any other Black

background
Age Group
1625
2635
3645
4655
5660
6163
64+
Disability
Do you have a disability or recurring medical condition which might necessitate reasonable adjustments to be
made to your workplace to enable you to perform the duties of this post? YES/NO*
If yes please provide details:
I consent to the Transport Executive and others on its behalf processing by means of a computer database or
otherwise, any information which I provide to them for the purposes of assessing my application for
employment.
I certify that to the best of my belief, the information within this application form is accurate.
I understand that to withhold, falsify or omit relevant material fact will result in my immediate de-selection or
dismissal. I also understand that canvassing of members of the Transport Executive directly or indirectly will
disqualify me for appointment.
If your application for employment is unsuccessful, the information contained in your application will not be
held longer than necessary and will be destroyed in accordance with the Data Protection Act 1998. If your
application for employment is successful, the information contained in your application for employment will
become part of your employee's employment file held by the Human Resources Department.
Please state if this application has been completed on your behalf. YES/NO*
STRICTLY CONFIDENTIAL APPLICATION FOR EMPLOYMENT

APPLICATION FOR THE POST OF
APPLICATION No.
EDUCATIONAL, PROFESSIONAL AND TECHNICAL QUALIFICATIONS

It is the policy of the Transport Executive to conduct pre-recruitment checks into the validity of qualifications and
educational certificates in accordance with its anti-fraud and corruption strategy.
Schools/Colleges/Universities
attended
Qualifications and grades obtained
Schools/Colleges/Universities
attended
Qualifications and grades obtained
PERSONAL DEVELOPMENT AND OCCUPATIONAL TRAINING

(include any courses or voluntary work which you consider to be relevant to your application)
Rev 27.08.06
Employer
From
To
Responsibilities & Position

held
Salary
Reason for Leaving
Salary
Reason for Leaving
EMPLOYMENT EXPERIENCE
Employer
From
To
Responsibilities & Position
held
EMPLOYMENT EXPERIENCE
REFERENCES
Please give names and addresses of two professional references, one of which should be your current or most
recent employer which will include the last two years of your employment. An offer of employment will not be
made unless satisfactory references have been received.
Current / Most recent employer
Name
Name
Email address - if applicable
Email address - if applicable
Address
Address
Tel
Tel
Position
Position
May we contact your referee prior to an offer of employment
May we contact your referee prior to an offer of
employment
being made?
YES/NO*

Please attach additional sheets if necessary
being made?
YES/NO*
ANY OTHER DETAILS IN SUPPORT OF YOUR APPLICATION

Make the most of this opportunity to present your skills, knowledge and experience relevant to this job as outlined
in the Employee Specification. Please focus on:
1) What you have achieved in your career to date.
2) What personal qualities you can bring to the position.
3) Why you want to work for us.
4) If you are unemployed, or are returning to work after a break, please use this space to tell us about your
personal skills, experience and abilities. Attach a further sheet if necessary.
R6
Terms and Conditions
POSITION
INFORMATION TO CANDIDATES ON EMPLOYMENT TERMS AND
CONDITIONS
The following details outlining some of the main Terms and Conditions of
Employment are for information only. They do not constitute a contractual
agreement. A full Contract of Employment will be issued to the successful
applicant on appointment.
1.
Working Hours
The normal hours of work will be..
2.
Holidays
There are 26 days annual leave from 1 April to 31 March each year,
plus 11 Bank Holidays and other local holidays (pro rata for part-time
staff). Employees appointed part way through a holiday year will
receive a proportionate entitlement.
3.
Salary
The salary is .. Annual salary increments are
awarded until the maximum of the scale is reached on 1 April subject
to:
-
a minimum service of 6 months

satisfactory progress being made
The commencing salary of appointment will be dependent upon the

levels of experience and qualifications of the successful candidate.
4.
British Asylum and Immigration Act 1996

In accordance with the requirements of the British Asylum and
Immigration Act 1996 any offer of appointment will be subject to the
production of documentary evidence of the legal right to work in this
country. Proof of eligibility will be required at the interview stage.
5.
Qualifications
Proof of qualifications will be required at the interview stage and
inability to prove evidence of qualifications may preclude any offer of
employment.
6.
VALUED
The Transport Executive monitors targets and objectives set for
personal review and development through the VALUED process.
7.
Pension
There is eligibility to join the Local Government Pension Scheme.
Employee contribution to the scheme is currently 6% of basic pay, and
benefits of the scheme include retirement pension, provision for ill
health retirement, death grant and widows pension.
8.
Childcare Voucher Scheme

The Transport Executive operates a childcare voucher scheme. The
scheme is operated on salary sacrifice basis and allows parents with
children under 16 to save up to 1,195 per annum toward their
annual childcare costs.
9.
Probationary Period
All new appointments are subject to a probationary period of 6 months
during which time suitability for the position appointed will be assessed.
10.
Notice Period
The notice period that will operate on both sides to terminate the
Contract will be ? month or, on the employer side, one week for every
year of service (to a maximum of 12 weeks) if this is greater.
11.
Appointment
Appointments made are subject to receipt of satisfactory health
clearance and two references (and CRB checks include this if
appropriate to the role)
R7
VISION STATEMENT
Vision:
Public transport should:
meet the Travel needs of people and business in South Yorkshire;
be affordable, accessible, reliable, safe, and well publicised and

easily understood;
become the travel choice for all.
R8
THE ROLE OF THE TRANSPORT EXECUTIVE
With funding from the Transport Authority, the Transport Executive has
responsibility for securing and promoting the best possible transport
network for the people of South Yorkshire.
Chief amongst its activities:
providing concessionary fares;
promoting County-wide, multi-mode tickets;
subsiding uncommercial bus services which not otherwise run;
expanding the local rail network;
specifying services and fares on local rail;
building interchanges, bus shelters and local stations;
improving passenger information channels;
helping people with limited mobility to use public transport;
developing and supporting innovation in transport systems.
In short, the Transport Executive has the task of maximising the

tremendous potential of public transport, thereby helping the
environment and improving the social and business life of the County.
R9
APPLICATION RECORD
POSITION:
App. Name
No.
001
002
003
004
005
006
007
008
009
010
011
012
013
014
Post Code
Date
Sent
Date
Returned
Int/Ext
Ethnic
Code
Age
Group
VACANCY NOTICE NO:

Sex
Disabled
Source Of
M/F
Y/N
Application
Age Group Coding: A = 16-25 years, B = 26-35 years, C = 36-45 years, D= 46-55 years, E = 56+ years
TOTAL:
Age Groups:
Internal =
A=
External =
B=
C=
D=
E=
Ethnic Groups:
A=
B=
C=
D=
E=
R10
SYPTE SHORTLISTING FORM FOR THE POSITION OF (JOB TITLE)
Application
Form No:
Shortlist
Yes/No
Comments
Signature:
Name In Print: ..
Date:
Signature:
Name In Print: ..
Date:
HR Officer Signature:.
Name In Print
Date:
R11
QUESTIONS FOR INTERVIEW
(DATE)
(JOB TITLE)
FORMAT:
Introduce Panel Members

Explain Format Of Interview/test
Structure Of Department/Reporting Lines
Interview Questions
Candidate Questions
Terms and Conditions In Brief
Initials
Questions
2
3
4
5
6
7
Terms and Conditions
R12
INTERVIEW SCHEDULE
Interview Timetable
Interview Date:
Interview Venue:
Interview Panel:
9.00 10.00
10.00 11.00
11.00 12.00
LUNCH
1.00 2.00
2.00 3.00
3.00 4.00
R13
INTERVIEW SCORING FORM
CANDIDATE
RATINGS:
KNOWLEDGE / EXPERIENCE
Score
Weighting
PERSONALITY/SKILLS
SIGNED: DATE:.
SIGNED.. DATE.
SIGNED.. DATE.
No experience/no understanding
Limited experience/understanding
Average experience/poor understanding
Limited experience/average understanding
Average/experience/understanding
Limited experience but good understanding
Good experience and understanding
Excellent experience/understanding
0
1
2
2
3
3
4
5
R14
SUMMARY OF INTERVIEW FORM
INTERVIEW FOR THE POST OF
Date of Interviews:
Location:
Interview Panel:
Candidates
Interviewers Scores
Successful Candidates
Reason for Selection
Reasons for interviewees not attending

Name
Total
Reason
Rank
Comments
R15
VACANCY RECRUITMENT DETAILS
POST
NUMBER
POST TITLE
HR OFFICER
CLOSING
DATE
SUCCESSFUL
CANDIDATE
COMMENCEMENT
DATE
R16
INDUCTION CHECKLIST
Aim of the Induction
To ensure a structured comprehensive approach.
Name: ..
Start Date:
Pre- Induction Actions
Induction process discussed with Line Manager
Department Induction programme attached
Probationary milestones discussed and agreed
Recruitment and Selection Questionnaire returned
(Learning and Development team informed)
Casual/ Essential Car User
Home Telephone User
Internet Access / Email Permissions
Signing Authority/ Standing Orders
Fire Marshall informed of new starter
Admin informed of new starter
Health and Safety Manager Informed
Software Support Officer Informed
Session with UNISON Chair arranged
Session with Finance arranged (30 mins)
Receive copies of professional certificates
PC Induction
Section 1 (45 mins)
Mission
Roy Wicks
David Brown
David Young
Mark McCann
Graham Read
Tim Lewis
Paul Lambert
Tim Rivett
Steve Davenport
(Coffee break)
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Section 2 (1Hr 30 mins)

Health & Safety part 1
Fire Safety Video (Manual)
Health & Safety part 2
Health & Safety test
IT desktop setup (Manual)
Data Protection
Barrys Bad Day
Investors In People
Coffee break (15 mins)
Section 3 (40 mins)
Policies
Learning & Development
Diversity
HR Officers (1Hr)
New Starter Personal File:
Date
Sign
Date
Sign
Date
Sign
Job Description Signed

Contract of Employment Signed
Admin Form Submitted
Continuous Service Checked
Education Certificates
Professional Certificates
Doctor
Medication
Next of Kin
Payroll Information:
Bank Details
P45/P46
Pension Booklet/Form
Pensions Advisory Service
Passes/ Forms/ Journey Plan/ Unison:
Travel/ ID Pass
Access Control System/ Procedure

Travelling Abroad Procedure
(includes checklist)
Spouses Pass Information
Personal Journey Plan
Westfield Health Scheme
15 minute session with UNISON
Chair arranged
Unison Information issued
Over 50s Medical Information
Telephone Counselling Service

Sports & Social Club Form
Living Well Club
Holiday Entitlement/ Flexi Scheme/ Salary Structure:

Date
Holiday Card
Printed Copy of Bank Holidays
Copy of Flexi Scheme & Flexi
Sign
Sheets
Salary & Grading Structure
Allowances:
Telephone Allowances
Telephone Policy/Mobile Usage
Guide
Car User (Yes / No)
Private Vehicle Insurance
Guidance
Driving Licence*
Insurance Documents*
Business Use Required

MOT Certificate*
Insurance Certificate*
Copy of Policy
Date
Sign
Date
Sign
The Organisation:
Vision/ Mission Statement

Best Value
Business Plan
Travel South Yorkshire (network
branding)
The Role & Services of the PTE
(Customer Charter Leaflet
Provided)
The Role of Management Team
(Organigram Provided)
Overview of Departments
(Organigram Provided)
New Starter added to Organigram:
Leaver removed from Organigram:
Communication within the Organisation:
Date
Sign
Date
Sign
Date
Sign
Management Board
Internal Communications Protocol
Director Generals Team Briefing
Departmental Meetings
Health & Safety:
Health & Safety within the PTE

including issue of Health and
Safety Policy
Under 18 H&S Officer Informed
Fire & Bomb Meeting Points
Fire Marshalls
Personal Protective Equipment
Information Technology:
IT Policy
Introduction Profile on Intranet
General System Intro
The Role of the HR Department:
Role of department
(Organigram to support)
Introduced to HRM
Linked HR Officer
Date
Sign
Date
Sign
Date
Sign
Copies Of Existing Policies:
Anti-Fraud & Corruption Fact Sheet
Confidential Reporting
Code of Conduct
Diversity Procedure
Disciplinary Procedure
Grievance Procedure
Harassment & Bullying Procedure

Adoptive Leave
Maternity
Parental Leave
Paternity Leave
Absence & Welfare Procedure
Flexible Working Procedure
Homeworking Procedure
Flexible Resource Deployment
Career Break Procedure
Retirement Procedure
Line Manager Information:
Line Manager Fact Sheets

Department Structure
Copies of Relevant Job Des.
Grade Profile of Relevant Staff
Standing Orders / Financial Regs
Half hour session arranged with
Steve Davenport to go through
Standing Orders
Additional half hour session

arranged with Finance to discuss
budgetary procedures / signing
authority/Risk Management.
Legal/Insurance:
Date
Sign
Date
Sign
Copy of Data Protection policy/

statement
Signed Consent Form allowing use
of personal data
Freedom of Information and
contact details
Insurance Guide
Dress Code/ Uniform Allocation:
Copy of Dress Code
Uniform order form completed
Uniform Allocation inc tokens
Probationary Period / Follow-up Induction:

Probationary period discussed
Follow-up induction (after one month):- Date:
Comments:
.
.
..
..
.
.
Signature
Action passed to:-.
Tour of the Building:
Date
Sign
Tour of Exchange Street or Site
tour organised
Copy of Floor Plan
Toilets/ Fire Exits
Notes:
Induction Declarations:
Signed:
(New Starter)
Date:
Signed: ..
(HR Officer)
Date:

Recruitment and Selection Manual and Policy

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Recruitment and Selection Manual and Policy

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RECRUITMENT AND SELECTION MANUAL

SECTION 2 SUMMARY OF RESPONSIBILITIES

The initial request to recruit

Job Description (R1);

Proposed dates for shortlisting and assessment.

Selection of an assessment panel (to include a Human

Shortlisting of candidates, and signing off of the shortlisting form.

Preparation of presentation/selection exercises and interview

Selection of a candidate and signing off of the assessment

Departmental Induction Programme.

The setting of objectives and the monitoring of performance

The Human Resources Team will provide advice on any of the

AGREEMENT REFERENCE: P22 (APR 2007)

Team Leader Human Resources

The Team Leader Human Resources is responsible for the following

Overall responsibility for the implementation of the recruitment

The provision of advice to the assessment panel and the Human

Responsibility for deciding on the inclusion of any member of the

Participation in the assessment process, particularly for Senior

Assistance in the consideration of criminal convictions and their

Advice and assistance in providing feedback to candidates.

Consultation with the Trade Unions.

Human Resources Officers

The Human Resources Officer is responsible for ensuring that the

Discussion with managers regarding the need to appoint.

Provision of advice to Line Managers and relevant staff as

Administration of the shortlisting packs to the assessment panel

Shortlisting Form; (R10)

AGREEMENT REFERENCE: P22 (APR 2007)

Creation of an interview file to include the following documentation:

Interview schedule, detailing times and rooms booked;

Participation on interview panels as requested.

Assistance in the feedback to candidates, as requested.

Obtaining references for the successful candidate(s).

Processing medical questionnaires for the successful candidate(s).

Processing the Application Form for obtaining disclosure from Criminal

Careful consideration of any criminal convictions and their relevance to

The generation of recruitment letters as required.

Preparation of the Contract of Employment for new starters.

Closure of the recruitment file and storage.

Creation of a personal file for the successful applicants.

Ensuring that the recruitment procedures are adhered to.

Ensuring the induction of staff, in line with the organisational induction

Collation of the organisations induction pack in line with the induction

AGREEMENT REFERENCE: P22 (APR 2007)

Human Resources Administrator

The Human Resources Administrator is responsible for the following

Assisting the Team Leader Human Resources and Human

Creating the vacancy file to include the following documentation:

Application Record (R9)

Receipt of requests for information from potential applicants and

Ensuring that the vacancy monitoring sheet (R15) is completed

Collation and despatch of information packs, as required. Packs

Application Letter (R4)

AGREEMENT REFERENCE: P22 (APR 2007)

SECTION 3 RECRUITMENT AND SELECTION POLICY AND

If any changes are proposed to an existing posts function, allowances

A description of the work;

AGREEMENT REFERENCE: P22 (APR 2007)

Once the closing date is agreed a timetable for shortlisting and

All applications will be initially submitted to the Human Resources

The Application Form is designed so that personal details are

In the event that a member of the chosen assessment panel becomes