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A Step-By-Step Guide to Recruitment
STEP 1 - ADVERT PREPARATION
Does the job already have a post number?
Yes
No
Send the following documents to the Recruitment Team (by 3pm on Friday for advert to appear within 7 - 10 working days after receipt):
Completed Recruitment Brief (with advert wording if you wish but advert text can be prepared for you)
Post number for vacant role. If the post details need amending, complete the Change to Existing Post Form and view the Guidance Notes that accompany this.
Current Job Profile and Person Specification
If you are recruiting for a Range A Job, have you considered a Business Admin Trainee or Kensington Recruitment?
Refer to the Quick guide to aligning recruitment to the Performance Development Framework to help you
Write Job Profile and Person Specification for evaluation purposes.
Refer to the Quick guide to aligning recruitment to the Performance Development Framework to help you
Complete a New Post Request Form and view the Guidance Notes to follow the correct procedure.
Start discussions with the Recruitment Team to save time
When the above has been completed, go to:
Contact Recruitment to discuss and agree:
Advert, publication and closing dates (closing date will normally be 2 weeks after publication)
Interview date (advert will not be placed without one!)
Assessment requirements - if psychometric tests or ability tests are required please plan them at this stage with the Recruitment Team. Alternatively you can provide an alternative test to assess ability. Assessment and interview should ideally take place within 5 - 8 working days of closing date.
Nominate a manager to approve the advert text if you will be away
Confirm documents to be sent with application packs
Book the interview panel and rooms
As Manager, you also need to:
STEP 2 - ADVERT COPY & APPLICATIONS
Recruitment will provide you with a draft advert copy for you to review and return to them within a specified timescale
Recruitment will make any necessary amendments, send you the final draft for your approval and place the advert
The cost of the advert will depend on a number of factors.
STEP 3 - RESPONSE HANDLING & RETURNED APPLICATIONS
The Response Handling Team will prepare job application packs, deal with any requests for packs and prepare returned application forms and Recruitment Response Summary for you to collect (available one working day after closing date unless otherwise agreed)
STEP 4 - SHORTLISTING
As Manager, you need to:
Shortlist against your criteria specified in your person specification - this should be done within two working days of receiving the application forms wherever possible.
Guidance on shortlisting can also be downloaded from here
Invite candidates to assessment/interview by telephone, follow-up with Interview/Assessment Invitation Letter (include psychometric test leaflets if appropriate - these can be obtained from Recruitment and should be sent to candidates a minimum of three days prior to the assessment).
Include a Conduct Form, which should be completed by all new starters.
STEP 5 - ASSESSMENT/INTERVIEW
If Assessments have been arranged, Recruitment will carry out the required tests prior to the interview day and provide you with the results at least 24 hours prior to interview
As Manager, you need to:
Ensure the interview room is booked
Check you have copies of application forms for all interview panel members
Check that you have the assessment results from Recruitment where applicable
Ensure that Reception are aware of candidate names and arrival arrangements
Ensure that you have prepared your interview questions using the PDF, the Interview Question Guide and the Template Interview Booklet. You will need to print off an interview booklet for each candidate
Carry out the interviews (see Interview guidance notes) and Interview Checklist for Managers to ensure that you:
Verify with each candidate their referee details
Verify each candidate's employment history, probing any unexplained gaps in employment
Collect and photocopy any documents that each candidate provides (e.g. Qualifications, passport, National Insurance number documentation) and sign the copies to confirm authenticity. (Please see eligibility to work documentation for further information).
STEP 6 - MAKING A JOB OFFER
As Manager, you need to:
Within two working days of interview:
Make a verbal offer of employment (subject to all pre employment checks guidelines)
Contact the Recruitment Team if the successful candidate has indicated that they have been previously employed in the Royal Borough so that the reason for leaving and other relevant information can be checked. The following link will take you to the Council's policy on re-employing former staff.
Send a provisional offer letter and occupational health form to the successful candidate
Inform unsuccessful interviewed candidates by telephone, following the guidance notes on giving feedback
Immediately following the offer acceptance:
Send reference request letters to referees of successful candidates (you can take verbal references initially to save time as long as the referees then provide a written reference - use the telephone reference form).
Verify written references received, by telephoning the referee (for jobs with access to children and vulnerable adults).
Complete and return the Recruitment Summary Form and the New Starter/Transfer/Additional Appointment Form to Recruitment with the following documents:
Application form
Copy of reference request letters
Returned references (if available)
Conduct Form (if available)
Copy of qualifications/proof of eligibility to work in the United Kingdom (if available) - signed by manager to confirm authenticity*
Criminal Records Bureau form (if completed and where necessary to the job)
Completed Interview/Selection Assessment Forms for all interviewed candidates
Application forms for all unsuccessful candidates
* Eligibility to work documents may be provided directly to Recruitment by the appointee either in person or by post following the provisional offer
Within five working days of receipt of the above documents, Recruitment will:
Check all received documents and issue a conditional Contract of Employment
Progress chase outstanding occupational health clearances, Criminal Records Bureau checks etc and keep you informed of progress
Coordinate a work permit application if the successful candidate does not have eligibility to work in the UK
STEP 7 - START DATE/INDUCTION/ID/IT
Once a start date has been agreed, as Manager, you need to:
Arrange a date for Business Group Induction (Learning & Development will arrange the Corporate Induction)
Arrange ID/Security Pass
Arrange IT access
Probation - schedule your probation review date with your employee.