1&o, north lanarkshire council · modern apprenticeship programmes and council sponsored...

. .1&O, NORTH LANARKSHIRE COUNCIL

REPORT

AGENDA ITEM No. ....

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To: POLICY AND RESOURCES (HUMAN Subject: REVIEW OF RECRUITMENTRESOURCES) SUB−COMMITTEE POLICY

From: HEAD OF HUMAN RESOURCES

Date: 22 April 2015 Ref: IW/HL

1. Purpose of the Report

1.1 The purpose of this report is to seek approval of the reviewed Recruitment Policy, attachedat Appendix One. All changes proposed to the policy are shown in bold and italic.

2.

2.1

Background

The review of the Recruitment Policy was undertaken for two key reasons. Aside from theneed to update the policy to reflect current organisational requirements, the review soughtto address:

The need to ensure recruitment arrangements allow the Council to support the HRpriority to extend opportunities for young people in employment and promote ongoingdevelopment within the workplace.The importance of minimising the opportunity for recruitment fraud. An Internal Auditreport in 2012/13 recommended that the Recruitment Policy was reviewed with a viewto raising staff awareness of recruitment related fraud and the counter fraudmeasures which should be taken to minimise this.

2.2 Led by the HR Network, a working group was established (comprising representatives fromall Service HR teams) to take forward the review and development of the revised policy.Members of this working group sought feedback from managers across the Services as therevised policy was developed.

3.

3.1

Key Changes to the Policy

The main changes proposed to the Recruitment Policy are as follows:

Extension of the right to restrict recruitment for vacancies to all participants in Councilsponsored training programmes e.g. modern apprenticeships, participants on theYouth Investment Programme (YIP) or Supported Employment. Currently thisrestriction applies only to those on professional training programmes e.g. traineeaccountant or trainee solicitor roles.Extension of the right to apply for internal vacancies for up to three months after atrainee leaves a Council sponsored training programme. Currently this applies only tomodern apprentices but will be extended to include professional training programmes,YIP or Supported Employment.

Clarification of the counter fraud measures to be taken by both the Chair of theRecruitment Panel and the Panel Members on an interview.The requirement for regular training on recruitment and selection for those taking partin interviews is clarified in the revised policy. In response to feedback from Services,an elearning refresher module will be developed for anyone who has not undertakenRecruitment and Selection training for three years or more. This elearning modulewill be launched with the new policy.Overall, the recruitment process set out within the policy has been updated to reflectcurrent operational practice. Legislative updates have been included, as appropriate.

3.2 In response to feedback from Services, a Recruitment Guidance Note will be developedand the Recruitment Charter, providing valuable information for job applicants, will beupdated.

4.0 Consultation with Stakeholders

4.1 In line with the Council's commitment to consultation, the draft policy was issued to theJoint Trade Unions (JTU) and the new Employee Equality Forum (EEF). Comments andquestions were received from Unison and the EEF (attached at Appendix Two). Followingfeedback from stakeholders, the reviewed Recruitment Policy was further amended toinclude amendments to language and a re−emphasis of the Council's commitment todisabled employees under the Double Tick Initiative.

4.2 A full equality impact assessment has been completed.

5.0 Recommendation

5.1 The Sub−Committee is asked to approve the revised Recruitment Policy.

Head of Human Resources

For further information on the content of this report please contact Heather Liddle, Chief HR Officer (Policyand Training) on 01698 302248.

Appendix OneNorth

LanarkshireCouncil

RecruitmentPolicy

Corporate ServicesHuman Resources Division

, t A80.

44,

Approved at Policy & Resources (Personnel) Sub−Committee 13/03/02Approved at full Council 18/04/02

Revised June 2007Revised March 2008Updated March 2012

Draft April 2015

CONTENTS

1.2.3.4.5.6.7.8.9.10.11.12.13.14.15.16.17.18.19.20.

IntroductionScopePrinciplesLegislationEquality of Opportunity in EmploymentRecruitment AdvertisingJob DescriptionEmployee SpecificationApplicationsEqual Opportunities MonitoringShortleeti ngSupplementary Selection MethodsInterviewsThe Role of the Chair of the Recruitment PanelPre−Employment ChecksCasual WorkersCandidate FeedbackRecruitment CharterComplaintsMonitoring the Policy

Approved at P&RSC: 13/03/02Approved at Full Council: 18/04/02


Draft April 2015

1. Introduction

Recruitment and selection plays a fundamental role in the operation anddevelopment of the Council's activities. The ability of the Council to adapt tochanging demands is dependent on the recruitment of employees who are flexibleand committed.

The Council recognises the importance of having the right people, in the right jobat the right time, with the right skills, abilities and attributes to fulfil our aim ofdelivering excellent services to the communities we serve. Effective recruitmentwill help the Council to attract and retain employees who are committed todelivering excellent public service.

It is essential that the Council complies with employment and equality legislation andapplies a sound professional, consistent and transparent approach throughout therecruitment process.

The Council gives the commitment that all employees or job applicants will be assessedonly according to their capability to carry out a given job, based on justifiable, objectivecriteria which are clearly related to the duties of the job.

It is recognised that the recruitment process is a high profile interface with the generalpublic and, therefore, the Council should strive to project a positive image by displayingthe highest level of standards, conduct and professionalism.

This policy should be read in conjunction with the Recruitment Guidance Note.

2. Scope

This policy is applicable to all employees and job applicants, irrespective of age,sex, disability, ethnicity, race, marital or civil partnership status, sexualorientation, religion or belief, pregnancy or maternity or gender reassignment.The policy does not apply to teachers/applicants for teaching posts for whomseparate, comparable arrangements exist.

3. Principles

North Lanarkshire Council's Recruitment Policy seeks to ensure that our approach torecruitment:−3.1

Ensures appointments are made on the basis of merit alone3.2 Complies with employment and equality legislation and best practice3.3 Recruits in an efficient and cost−effective manner3.4 Adopts the principles of fairness, consistency and transparency3.5 Raises staff awareness of recruitment related fraud and links to serious and

organised crime, and embeds robust counter−fraud measures in theCouncil's recruitment arrangements.



Draft April 2015

4. Legislation

This policy takes into account and incorporates those principles detailed within alllegislative requirements and codes of practice incorporating recruitment and selection.The main documents applicable are listed below:

(a) CoSLA Code of Recruitment and Selection(b) Data Protection Act 1998, as amended(C) Equality Act 2010(d) Local Government and Housing Act 1989(e) The Rehabilitation of Offenders Act 1974(f) The Rehabilitation of Offenders Act 1974 (Exclusions and Exceptions) (Scotland)

Order 2013 as amended(g) Protection of Vulnerable Groups (Scotland) Act 2007(h) Asylum and Immigration Act 1996

5. Equality of Opportunity in Employment

The Council is committed to the principles of equality of opportunity and details of thesecommitments are set out in the policy on Equality and Diversity in Employment.

The Council is committed to ensuring that no employee or job applicant receives lessfavourable treatment than any other on the grounds of of age, sex, disability,ethnicity, race, marital or civil partnership status, sexual orientation, religion orbelief, pregnancy or maternity or gender reassignment, political belief,membership or non−membership of a trade union or is disadvantaged by conditions orrequirements which cannot be shown to be justifiable.

5.1 In line with the general commitment to equality, the following actions will betaken:−5.1.1

The Council will sample, monitor and audit its recruitment activities, to assessadherence to policies, legislation and general best practice;

5.1.2 A human resources representative will be available, as required, to offerassistance and advice on the application of this policy;

5.1.3 The Chair of the Panel and the majority of Interview Panel members will havesuccessfully completed the in−house Recruitment & Selection training course orthe e−learning refresher course if it has been more than three years sinceattending the Recruitment & Selection training.

5.1.4 Where a potential member of the interview panel has a personal relationshipwith a candidate, e.g. a family relationship or friendship, which could reasonablybe seen as compromising their impartiality, such interest must be declared andthe member must not take part in the selection process. It is the responsibilityof the panel member to declare this interest. Failure to do so and to



Draft April 2015

continue to participate in the recruitment process will be deemed a breachof policy and the employee may be subject to disciplinary action under theDisciplinary Policy.

5.2 The Council is committed to a positive approach with regard to applications fromunder represented groups in the workforce. To actively encourage applicationsfrom such groups, the Council will alsoensure:−5.2.1

Participation in the Guaranteed Job Interview Scheme for applicantsself−assessedas being disabled.

5.2.2 All jobs will be advertised externally, except as otherwise provided for in thisPolicy

5.2.3 Minimum essential criteria will not be imposed so as to exclude any applicants,unless this exclusion can be objectively justified as an occupationalrequirement and is supported by job evaluation criteria

5.2.4 Advertisements will be distributed as widely as possible

5.2.5 In line with the Equality Act 2010, if a group within the community isunder−representedwithin the workforce, vacancies may be positively promoted within

this group, without prejudice to other applicants. Services should seek advicefrom their Service HR team.

6. Recruitment Advertising

North Lanarkshire Council manages and advertises all vacancies on"myjobscotland" which is the national shared recruitment portal for Scottish localauthorities. A list of all vacancies being advertised externally will also be sent to arange of community groups and Jobcentre Plus as a means of attracting thewidest range of applicants to vacancies.

Advertisements will focus on the objective and demonstrable abilities andcompetencies required to fill the vacancy. Where it is considered that the post tobe advertised has an occupational requirement which can be objectively justified,this will be clearly stated in the advertisement.

The Council reserves the right to restrict external recruitment advertising in the followingcircumstances:−6.1

The vacant post is of a short−term temporary nature and may be filled by anexisting employee of the Council on a temporary basis, e.g. maternity cover,cover for sickness absence.

6.2 The Council has an established training scheme whereby trainees, who areconcluding their training period, are entitled to be considered for any suitablevacancies that arise. This will include professional training schemes,



Draft April 2015

modern apprenticeship programmes and Council sponsored trainingprogrammes.

6.3 The Council has chosen to restrict recruitment advertising to protect the rights ofexisting employees of the Council, e.g. in a potential redundancy orredeployment situation.

7. Job Description

The job description will be available online along with the advertisement for eachpost and the employee specification. This will allow candidates to assess theircapabilities against the objective responsibilities of the job.

The content of the job description will form the basis against which the employeespecification is created.

8. Employee Specification

The employee specification will be used by the interview panel to assess eachcandidate against the relevant criteria. The employee specificationwill:−8.1

Describe the experience, abilities and competencies required by the jobholder tosuccessfully undertake the duties of the job

8.2 Be aligned to the associat ed job evaluation overview for the post8.3 Divide job requirements into 'essential' and 'desirable' criteria8.4 Be clear and objective8.5 Be based on necessary and measurable requirements8.6 Be the basis of the recruitment process in conjunction with the job description

9. Applications

Applicants completing online applications via the recruitment portal can accessthe job description and employee specification along with information about theCouncil on the Myjobscotland website. All applicants will be asked to complete astandard online application.

By standardising the information requested and the format in which it is presented, eachapplicant is encouraged to provide information directly relevant to the requirements ofthe job and how they meet the essential and desirable criteria outlined in theemployee specification. This encourages equality of opportunity, by ensuring eachcandidate has the same opportunity to detail how their experience is suitable to theduties of the job and, in addition, allows for standard analysis of information provided byapplicants.

Curriculum vitae, or other additional unsolicited information provided by the candidate,will not be accepted as an alternative to completing the application form, or consideredin the selection process, unless specifically requested in the additional informationprovided on the job.

Approved at P&RSC: 13/03/02Approved at Full Council. 18/04/02


Draft April 2015

10. Equal Opportunities Monitoring

In line with best practice, the Council's application forms exclude reference to age, sex,marital status, nationality, ethnic origin, and forenames. This information is requestedseparately on the recruitment portal. Such data is not released to the recruitmentpanel and is collected for equal opportunities monitoring purposes only.

Candidates are asked to declare whether they consider themselves to be disabledand to detail any reasonable adjustments that may be required to the selectionprocess.

11. Shortleeting

Shortleeting will be conducted by comparing the essential and desirable criteriaexplicitly recorded in the employee specification against the detail submitted bythe candidate in their application. This will determine the extent to which thecandidate meets the objective requirements of the post. Some criteria may onlybe assessed at interview/assessment stage. Should a disabled person meet theminimum criteria they have a right to a guaranteed interview under the terms ofthe Double Tick initiative.

12. Supplementary Selection Methods

The Council may choose, in certain circumstances, to ask candidates to undertakesupplementary exercises in relation to their application/interview, for example, aptitudeor skills tests or a presentation to the Interview Panel etc.

If such an exercise is included in the recruitment process, the Council will ensure:• the aptitudes and skills being examined are essential for the job• assessments are conducted in an objective and non−discriminatory manner• reasonable alternative mechanisms are available, where feasible, for those

individuals self−assessed as being disabled which might impact on their abilityto complete the exercise.

Candidates will be given prior notice of additional selection methods to be usedwhen notified of an invitation to interview.

13. Interview

The objective of the recruitment interview is to obtain the maximum amount ofinformation, from the candidate, to make an informed decision on the candidate'ssuitability for the job.

The composition of the Interview Panel should comprise those officers with a supervisoryresponsibility in relation to the post being recruited, although officers of similarresponsibility or undertaking a similar function may be included, where appropriate.

Whilst the size of interview panels is not prescribed, they must comprise of at least twopeople and, where possible, a gender balance should be sought.



Draft April 2015

The interviewsshould:−13.1

Be led by the Chair o f the Panel (see section 14) and conducted by panelmembers, the majority of whom have undergone appropriate training (seesection 5.1.3)

13.2 Provide additional specific information relevant to the vacancy and candidateunder consideration;

13.3 Be structured around a consistent set of questions which reflects and exploresthe requirements contained within the employee specification;

13.4 Incorporate additional, appropriate questions for panel members to exploreissues raised in individual application forms, and

13.5 Allow candidates the opportunity to ask questions.

14. The Role o f the Chair o f the Recruitment Panel

All recruitment exercises will be led by the Chair o f the Recruitment Panel, whowill have undergone suitable training (see section 5.1.3). Specifically, i t is the roleo f the Chair to:

14.1 Liaise with the Service HR team to ensure the employee specification andjob description are up to date and in line with the job evaluation overviewdocument before any post is advertised.

14.2 Ensure all employees participating in the recruitment exercise are fullyaware o f their responsibilities as set out in the Recruitment Policy.

14.3 Ensure any requests for reasonable adjustments during the selectionprocess are acted upon.

14.4 Ensure all candidates attending for interview provide copies ofqualifications listed within their application, a criminal convictionsdeclaration form (this will be opened for the successful candidate only) andappropriate evidence o f their entitlement to work within the UK.

14.5 Arrange for copies o f documents required for pre−employment checks to betaken and held on file. The copies o f these documents for unsuccessfulapplicants will be destroyed in accordance with the document retentionschedule.

14.6 Review the references o f the successful candidate and, in conjunction withthe relevant HR team, confirm acceptance (or othe,wise) of thesereferences. Further information on references can be found in section X ofthe Recruitment Guidance.

14.7 Provide feedback to any successful or unsuccessful applicant whorequests it.

15. Pre−Employment Checks

15.1 References

Other than in the most exceptional circumstances, two references, which the Councildeems to be satisfactory, will be sought for the successful candidate only, one of

7 Approved at P&RSC: 13/03/02Approved at Full Council: 18/04/02


Draft April 2015

which must be from their line manager in their present or last employment, if applicable.The Council reserves the right to request an additional reference should either ofthose originally provided be considered to be unsuitable.

If an internal candidate is applying for a post, and the candidate's current linemanager is participating in the recruitment process, it is not appropriate to askthat line manager for a reference. Candidates in this position should provide analternative reference. Those individuals who have not worked since leavingschool/college/university etc should provide a reference from their last educationalestablishment. In the event that school/college/university references areunavailable, Service HR teams can advise on suitable referees.

Although there may be exceptions in limited circumstances, personal references fromthose such as colleagues, friends or relatives will not be acceptable.

It is the candidate's responsibility to provide suitable references when applyingfor any post within the Council.

Where the offer of a position is made before references are taken up, this offer willbe conditional on receipt of satisfactory references. It will be the responsibility ofthe Chair of the recruitment panel, in conjunction with the relevant HumanResources team to determine where a reference is deemed to be satisfactory.

Please refer to section X of the Recruitment Guidance Note for more informationon the submission of references.

15.2 Health Questionnaires I Examinations

In line with the terms of the Equality Act 2010, job applicants will not be asked tocomplete a health questionnaire (or undergo a medical examination) until a job offer hasbeen made to them. Any job offer will be conditional subject to receipt ofsatisfactory health information. Where an applicant applies for and issuccessfully placed on one of the Council's supply lists, they will then be asked tocomplete a health questionnaire.

Individuals self−assessed as being disabled will be subject to the same process.However, the Council will endeavour to undertake any reasonable adjustment tofacilitate employment.

15.3 Criminal Convictions

All job applicants attending for interview will be asked to complete a criminalconvictions declaration. This declaration form will be opened only if the applicantis to be offered the position. Any job offer will be subject to receipt of asatisfactory criminal convictions declaration.

A number of jobs within the Council are covered (excepted) under the Rehabilitation ofOffenders Act 1974 (Exclusions and Exceptions) (Scotland) Order 2013, as amended,and the Protection of Vulnerable Groups (Scotland) Act 2007. Protecting

Approved at P&RSC; 13/03/02Approved at Full Council: 18/04/02


Draft April 2015

Vulnerable Groups (PVG) Scheme membership is also required for successfulapplicants to posts that are deemed to be "regulated work" i.e. posts working withvulnerable children and/or adults. It is a criminal offence for individuals who havebeen disqualified from regulated work with children and/or adults to apply for aposition working with these groups or for the Council to employ anyone who hasbeen considered for listing or barring from working with either children orprotected adults.

I f either o f these Acts are applicable to the job advertised, a statement to thateffect will be included in the advertisement and recruitment information.

Candidates will be expected to adhere to both legislation and Council proceduresconcerning the declaration of convictions, Disclosure and PVG checks.

16. Casual Workers

The Council recognises that there will be times when there is a need to engageworkers on sessional or casual basis. The use o f short−term casual workers canenable the smooth delivery o f services by providing an element o f flexibility withinthe workforce.

Work is casual where there is no "mutuality o f obligation". This means theCouncil is not obliged to offer work. Equally, the worker is not obliged to takework. A casual worker is not an employee.

Casual workers are normally recruited on to a list in line with the RecruitmentPolicy. All relevant pre−employment checks must be completed and deemedsatisfactory before casual workers are included on a list, including any criminalconviction checks or membership o f the PVG Scheme, where these are applicableto employees in similar roles.

A period o f casual work will not count towards continuous service.

17. Candidate Feedback

All candidates, successful or otherwise, may request and receive constructive andobjective feedback with regard to their application. Feedback will be provided by theChair o f the Recruitment Panel.

18. Recruitment Charter

The Council has in place a Recruitment Charter defining the levels of service acandidate can expect to receive during the recruitment processes.

19. Complaints

The Council has in place a Complaints Procedure available to any applicant at any stageof the recruitment process to pursue a complaint related to the recruitment process.Information on the Complaints Procedure is available by clicking here.

Approved at P&RSC: 13103102Approved at Full Council: 18/04/02


Draft April 2015

20. Monitoring the Policy

To ensure compliance with the requirements of this Policy, the Head of HumanResources will systematically and periodically review the recruitment process to informthe Council's Performance Management framework.

10 Approved at P&RSC: 13/03/02Approved at Full Council: 18/04/02


Draft April 2015

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