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RAVENSBOURNE COLLEGE OF DESIGN AND COMMUNICATION

STAFF RECRUITMENT POLICY AND PROCEDURES

1. Principles

1.1 These guidelines are intended to provide the framework required to achieve
a consistent approach to the recruitment and selection of employees.

1.2 The guidelines have been produced having regard to legislation which
prohibits unlawful discrimination or unjustified less favourable treatment on
the grounds of sex, marital status, race, colour, nationality, religion/belief,
ethnic origin, disability part-time or fixed term status, parental responsibilities
age or sexual orientation in the recruitment and selection of individuals.

1.3 The guidelines apply to all appointments made by the College. Those staff
that have responsibility for appointing hourly paid staff must use the
guidelines, as appropriate.

1.4 Any member of staff with a disability should refer to the ‘Disabled Staff Policy
and Procedure’ for further information on this area.

2. Vacancy

2.1 Once a vacancy has been identified, either by way of a new position being
created or through replacement of an exiting employee, the nature of the
replacement or new post must be agreed with the Director.

2.2 In the case of an exiting employee, an ‘exit’ interview should normally be


conducted by Human Resources if an employee is leaving the College. This
will be an ideal time to consider and assess whether aspects of the post
should be reviewed, and whether there is a continuing need for the post etc.

3. Job Description and Person Specification

3.1 The job description should aim to accurately reflect the main duties, and level
of responsibility the post entails. As a guide, the format should briefly outline
the primary purpose of the role, followed by a broad list of key activities and
responsibilities. This description should only include criteria that are
objectively required for the duties and responsibilities of the vacancy. The
generic job description should be used where these have been developed for
posts.

3.2 The job description must incorporate a separate section, headed ‘Person
Specification’, setting out details of the required

• Qualifications (e.g. degree, RSA III);


• Experience (e.g. minimum of 3 years experience);
• Skills / knowledge (e.g. teaching, desktop publishing / subject area, foreign
languages);
• Personal qualities (levels of enthusiasm / reserve; ways of expressing
opinions; team orientation) and any other relevant factors (these should be
specific, objective and measurable) required to do the job effectively, both

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STAFF RECRUITMENT POLICY AND PROCEDURES

in terms of essential requirements and desirable requirements where


applicable.

3.3 The requirements should reflect those factors which are necessary to do the
job, and care should be taken to avoid traditional recruitment practices which
may be, directly or indirectly discriminatory and contrary to the Race Equality
and Equal Opportunities Policies and operate to the disadvantage of women,
older candidates, minority groups or people with disabilities.

3.4 The essential criteria are used as the main filter in short listing / interviewing,
with the desirable criteria applied as a second or third filter as appropriate
where large numbers of applications are returned. This is important not only
in terms of informing the recruitment process but will also be referred to in
the event that complaints are made regarding the ‘fairness’ of the recruitment
process and compliance with the Race Equality and Equal Opportunities
Policies.

3.5 The College is a two ticks badge holder and operates a Guaranteed
Interview Scheme. This means any applicant who declares a disability and
meets the minimum criteria for the role they are applying for is guaranteed an
interview.

4. Advertising

4.1 Advertisements should aim to reflect accurately the content of the job
description, and the essential and desirable requirements needed to
successfully undertake the job. Additionally, advertisements must comply fully
with both the letter and the spirit of anti-discrimination legislation. A written
instruction from the Director to the Head of Human Resources must precede
any advertisement.

4.2 The College will aim to ensure that information about job opportunities is
circulated as widely as is reasonable for a college of its size and resources.

4.3 No recruitment literature or advertisements will imply a preference for any


one group of applicants unless there is a genuine occupational requirement
or qualification that limits the post to this particular group. In this event, this
must be clearly stated along with the grounds for it, in the recruitment
literature. The College reserves the right to advertise in specialist
publications where it has been identified that a specific group is
underrepresented.

5. Information Packs

5.1 Information packs sent to applicants currently contain: a confidential


employment application form, job description, information about the College,
a brief summary of the terms and conditions of employment and a copy of
the College’s Equal Opportunity Statement.

6. Short-listing for interview

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STAFF RECRUITMENT POLICY AND PROCEDURES

6.1 The shortlist must be produced by the panel and agreed with the Director.
Short-listing should be based on the information contained in the application
form and measured against the requirements detailed under the person
specification section of the job description (see Short-listing Form).

7. Visits

7.1 Informal visits do not form part of the formal recruitment procedure. Such
visits are intended for the benefit of the candidate and those who choose not
to visit should not be penalised. However, if candidates are required to make
a visit prior to interview, the purpose of the visit must be made clear to all so
that candidates are aware that it will form part of the recruitment process.

8. Informal panels and meetings

8.1 Informal panels / meetings with nominated staff are expected to inform the
selection interview panel in terms of views and information about candidates.
The interview panel, however, has sole responsibility for appointing the best
candidate, regardless of whether or not the individual is recommended by the
informal panel.

9. Selection Panel / Interviews

9.1 The selection panel should meet prior to the start of the interviews to agree
areas of questioning, and panel members’ roles. As far as possible the panel
will comprise female and male members and, if appropriate, members with
differing national backgrounds. If this is not possible panel members should
be made aware of their responsibilities under the Race Equality and Equal
Opportunity Policies.

• For academic roles the panel will normally comprise of the Head of
Faculty, a course/subject leader and a Human Resources representative.

• For support roles the panel will normally comprise of the appropriate
Senior Manager and / or, first line manager and a representative from
Human Resources

• For senior roles, the panel will normally comprise of the Director, Head of
Human Resources and up to two other senior post holders.

In all cases, the College reserves the right to invite an appropriately


experienced external member to the panel.

9.2 The format of the interview process may vary, but may include tests,
presentations, lectures etc.

9.3 During interviews, the same areas of questioning should be put to all
candidates, although the panel will need to ask different candidates different
supplementary questions, (e.g. about their individual experience). The panel
must take care to avoid asking questions that may be irrelevant and/or

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potentially discriminatory, e.g. family circumstances. Each panel member for


each candidate must complete an Interview Assessment Form.

9.4 Interviewers should only include factual information on the Assessment form
and should be aware that interviewees are entitled to request copies of any
notes relating to the interview should any complaint be made about the
selection decision.

10. References

10.1 Two references, including one from the present or last employer (where the
applicant is unemployed) should be obtained prior to interview but will not be
seen by the selection panel. Any verbal reference should be followed up in
writing. Reliance on unsolicited references is strongly discouraged on the
basis that they may be unreliable and, as such, potentially discriminatory. A
standard request for references will be sent to nominated referees, together
with the job description, and a self addressed envelope.

10.2 The College will respect requests from applicants not to approach the current
employer unless the applicant is short-listed. However the College will not
normally confirm an appointment until the current employer has provided a
written reference.

11. After the interview

11.1 After all the short-listed candidates have been interviewed, the panel
members should compare their final decisions about each candidate in order
to reach a decision based on consensus. The Director reserves the right to
approve the panel’s recommendation. Detailed discussion of candidates
following each interview is not encouraged as this can distort the interview
process.

11.2 Comprehensive interview notes for all candidates should be made. Such
notes should be objective and factual to avoid the risk of any future
discrimination claims. The reasons for rejecting candidates must be
recorded, as must the factors supporting the successful candidate.

11.3 All recruitment folders and contents must be returned to the Human
Resources Office where they will be retained for six months; the information
will be referred to in the event that a complaint is made about a selection
decision.

11.4 Complaints received from candidates will normally be referred to the Chair
for reply at the earliest opportunity.

12. Appointments

12.1 All appointments are subject to the receipt of satisfactory references /


medical clearance (if appropriate in the circumstances) and copies of original

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STAFF RECRUITMENT POLICY AND PROCEDURES

examination certificates for the qualifications referred to in the confidential


application form.

12.2 All unsuccessful applicants will be notified once the position has been filled.

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STAFF RECRUITMENT POLICY AND PROCEDURES

SHORT-LISTING FORM

Please refer to the person specification details contained in the job description when
completing this form.

Name Qualifications Experience Skills/Knowledge Personal Other Short Short


Qualities Factors List List
Yes No

KEY:

A – Well above the standard required

B - Meets the required standard for this vacancy

C – Some weaknesses in relation to the requirements of the post

D – Below the required standard for the post

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STAFF RECRUITMENT POLICY AND PROCEDURES

INTERVIEW ASSESSMENT

Candidate’s Name: …………………………………….

Position: ………………………………………

The College may be legally liable for the actions of staff who unlawfully discriminate in the recruitment/selection of employees, in
addition individual employees may be personally liable. Please complete the form as fully as possible. In the event of litigation
alleging unlawful discrimination in the selection and recruitment process, the College will be required to produce this form as proof
of compliance with its procedures.
Criteria: to be measured against the job description and the content of the person specification

Requirements Ratings – please Comments to Support Ratings


circle relevant
rating
Qualifications A – Well above the
standard required

Essential (EXAMPLE)
Degree, or professional qualification with a strong B- Meets the required
standard for this vacancy
component of business administration
C – Some weaknesses in
relation to the requirements
of the post

D – Below the required


standard for the post

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RAVENSBOURNE COLLEGE OF DESIGN AND COMMUNICATION

STAFF RECRUITMENT POLICY AND PROCEDURES

Experience A – Well above the


standard required
Essential (EXAMPLE)
B- Meets the required
standard for this vacancy
3-5 years experience working within a similar
position
A background in discipline areas relevant to the C – Some weaknesses in
relation to the requirements
College’s specialist fields of the post

Demonstratable experience of preparing Estates


D – Below the required
Strategy standard for the post

Demonstrate a working knowledge of budgets and


targets

Experience of working within the Public Sector


D

Experience of working with Senior Staff E

Desirable (EXAMPLE)

Experience of working within the Public Sector

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Skills / Knowledge A – Well above the


Essential (EXAMPLE) standard required

Thorough knowledge of Microsoft packages E B- Meets the required


standard for this vacancy
3-5 years experience working within a similar
position
C – Some weaknesses in
relation to the requirements
of the post

D – Below the required


standard for the post

Personal Qualities A – Well above the


Essential (EXAMPLE) standard required

The ability to command the respect of colleagues B- Meets the required


standard for this vacancy
E

Excellent leadership qualities along with C – Some weaknesses in


relation to the requirements
interpersonal and communication skills, both oral of the post
and written
D – Below the required
Desirable (EXAMPLE) standard for the post

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STAFF RECRUITMENT POLICY AND PROCEDURES

An awareness of current debate and developing


national policy in the Higher Education Estates
Policy
Other Relevant Factors A – Well above the
standard required

B- Meets the required


standard for this vacancy

C – Some weaknesses in
relation to the requirements
of the post

D – Below the required


standard for the post

Overall Assessment

Signed: ………………………………………. Date: …………………………………………

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