Once the closing date has been reached and application forms have been received, the next step is who to select for interview. The greater the number of candidates who have applied the lengthier and time consuming the process can be. As a guide, it is advisable to shortlist not more than five or six candidates for a job.

Before you start, you need to be aware of the criteria you are measuring each person against. Only the criteria stated on the Person Specification should be used for shortlisting and no other. The shortlisting process should be based on the extent to which each candidate meets the requirements specified. It may be useful to agree “weightings” (i.e. what are the priorities) for each of the skills and qualities you need, as this may help in the final decision when left with a large number of candidates who all meet different criteria to varying degrees. For some positions it may be essential for candidates to possess particular experience or a qualification before they can be shortlisted. This is a good place to start in the filtering process.

Selection should always be a competitive process except where a member of staff is being re-deployed to accommodate their disability, health needs, maternity, training or other similar situation.

All members of the interview panel should ideally be involved in the shortlisting, and should be trained in undertaking fair and objective recruitment, and must act fairly throughout the shortlisting process. In assessing a candidate's suitability for appointment there should be no discrimination, intended or otherwise, on ground of colour, race, sex, religion, politics, marital status, sexual orientation, membership or non-membership of trade unions or associations, or ethnic origin.

Due to the sensitive nature of the information contained in applications, shortlisting should take place in an appropriately confidential environment. Wherever possible, book a room for the shortlisting panel where shortlisting can take place.

Remember that the Council guarantees interviews for disabled applicants provided they broadly meet the minimum criteria. Ask candidates to make you aware of any special requirements that they may have if they are being invited to interview. Further guidance can be obtained from the Disability Discrimination Act link and disability related sickness absence advice.

Please ensure that information and reasons for shortlisting or not shortlisting has been recorded on the shortlisting form that will be issued to you by the Response Handling Team after the closing date. This is essential to enable the Appointing Manager to provide meaningful feedback to unsuccessful applicants, or for defending any future complaints of unfairness. Once completed, this form should be returned to the Response Handling Team.

Managers have a responsibility to give constructive feedback to all internal applicants. This will hopefully improve an employee's chances of being successful in their next application.

Make sure that you are giving candidates at least one week's notice before an interview. If you are having assessments undertaken by Personnel, ensure that you allow enough time (minimum of three days) for candidates to be sent practice leaflets.

Don't forget the area on the back of the application form which indicates when candidates are not available for interview.

Be particular in checking an applicant's sickness record on the back of the application form - this can be explored further at interview if shortlisted.

Notice periods, again found on the back of the application form, will give you a good indication of when someone could start and help in planning support/action in the interim period.

Note the disability question on the application form. You may need to make special arrangements for a candidate's interview.

We will not be able to employ a candidate who is not eligible to work in the UK unless it is for a job that is recognised by the Home Office as a shortage occupation. Noting this early on in the process can save a lot of wasted time for the candidate and us.

Invite shortlisted candidates for assessment/interview using the template letters on the intranet - you can find these by accessing “Being a Manager - Recruitment and Leavers - Recruitment Process - Step-by-Step Guide to Recruitment.