Batten Disease Family Association CIO(BDFA) Recruitment and Selection Policy
The Purpose
BDFA aims to select the best person for the job for all its vacancies. The purpose of this policy is to promote equality and fairness and to encourage and value diversity in the recruitment and selection process as per our Policy covering Equal Opportunities, Diversity and Inclusion (EDI).
The Policy
This Policy applies to all employees and all vacancies.
Basic principles
Those undertaking recruitment must ensure that:
- Candidates are given equal access to information about the job vacancy and its requirements
- Candidates are considered on merit
- Interviews and the selection process are applied equally and consistently to candidates
- An agreed set of questions and assessments where required, focusing on technical skills, experience, knowledge and overall behavioural competence will be used consistently with all candidates selected for the interview stage
- Selection methods must be reliable and free from bias or discrimination
Before recruiting
Before beginning the recruitment process, recruiters must carefully consider whether recruitment is really required and whether the role remains an important part of the functional structure and is not just a reaction to an employee leaving. Once this has been considered, if there is still a recruitment need, the recruiter must:
- Define the role
- Attract and monitor applications
- Manage the application and selection process
- Organise and conduct interviews
- Make an offer to the most suitable candidate
Defining the role
Often recruitment is the result of an employee leaving, and so there is an existing job description in place. Before recruiting, the recruiter should review the job description to ensure that it is still fit for purpose.
In the event that the role is completely new, the recruiter must spend time, along with The Chief Executive Officer (CEO) or Chair of Trustees analysing the requirements of the role. This will lead to a job description to be used for managing the recruitment process. The proposal for a new role must be approved by the Board of Trustees prior to starting the recruitment process.
Attracting applications
Recruiters should first look to the internal talent pool when recruiting. Job vacancies can provide opportunities for career progression and development for existing employees. Should the job be at an entry level, or if there is no suitable internal candidate, the recruiter will then explore outside the organisation.
External posting of a vacancy, including advertisements, must be clear and indicate the following information:
- Requirements of the job
- Necessary and desirable criteria for job applicants, i.e. the skills, knowledge, behaviours and experience required
- A description of the charity and its activities
- Job location
- Summary of benefits package offered for the job
- Length of contract, if not standard hours or short-term
- Details of how to apply and the deadline.
No discriminatory language must be used when wording any advertisement that may unfairly disadvantage candidates on the basis of age, disability, gender, marriage or civil partnership, maternity or pregnancy, race, religion or belief, sexual orientation, or membership of a trade union. If in doubt about the wording to be used, Recruiters should liaise with Trustees.
Managing the application and selection process
All applications must be treated confidentially and viewed only by the recruiter, the CEO, Trustees and anyone who is directly involved in the recruitment process. The recruiter, with the support of the CEO or, if necessary, a Trustee, is responsible for short-listing candidates at the first stage of the selection process. This involves comparing the completed job application forms and CVs against the job description to identify the best candidates to take forward to the interview stage. Recruiters must be objective and non-discriminatory. Involving a Trustee(s) provides an alternative viewpoint and safeguards against any bias and this inclusion of an additional resource is encouraged at all times.
During the second stage of selection, the recruiter holds an interview for all candidates who have successfully passed the first stage. A structured approach must be taken to interviews to ensure that all candidates are treated equally and consistently. This means that:
- Questions are planned carefully before the interview to focus on the skills, knowledge, behaviours and experience required for the job
- All candidates are asked the same questions (although it is anticipated that any follow-up questions may be different, depending on the candidates' answers)
The recruiter must always be accompanied by the CEO or a Trustee for any interviews. This helps to ensure that a balanced view of candidates is taken and to allow one person to act as a note-taker.
Using the information gathered during the application process and interview stage, the recruiter, along with the CEO or a Trustee determines the best candidate for the job.
Occasionally, further conversation with short-listed candidates by other members of the team or Trustees may be needed to ensure the best candidates are selected for the role.
Making the appointment
Before making an offer of employment, the recruiter, with support from the CEO or a Trustee, must check that overseas candidates (if any) have the right to work in the UK. The recruiter then makes a conditional offer of employment to the selected candidate using the standard letter templates which shall include a six-month probationary period.
Pre-Employment Checks
All new employees will undergo the following pre-employment checks:
- DBS enhanced checks
- Suitability checks
- Reference checks
Contracts of Employment will be offered upon successful completion of all the pre-employment checks process.
This policy is subject to 12-monthly reviews. The policy will be updated and new version issued in case there is new information, law or guidance.
Associated Policies and Documents
* BDFA Equality, Diversity and Inclusion Policy