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Recruitment & Selection Policy

1. Introduction to our Recruitment and Selection Policy

Our Recruitment and Selection Policy defines the principles that Victim Support Scotland (VSS) considers important in the recruitment process and aims to ensure that consistency and good practice is applied across the organisation. 

Effective and consistent recruitment practices are essential to ensure that all applicants are treated fairly, taking into account diversity and equality of opportunity.

The recruitment process will identify the most suitable person for the job in respect of skills, experience and qualifications.

2. Recruitment Authorisation

Vacancies will be authorised by the relevant Director before any attempt is made to fill the role.  In making the request to the Director, consideration will be given to whether the role could be absorbed amongst the rest of the team or elsewhere in the organisation. All cost implications will be considered.

3. Advertisements

3.1 Vacancies will generally be advertised on an appropriate website or in an appropriate newspaper, and will not be confined to those media which, because of their particular source of applicants, provide only or mainly applicants of a particular group.

3.2 Advertisements will also be notified to the appropriate local Jobcentreplus, where this is appropriate.

3.3 All vacancies will be posted on the Victim Support Scotland’s Intranet and internal notice boards.

3.4 VSS may, on occasions, decide to restrict advertisement to internal candidates only.

3.5 Vacancies, which are restricted to internal candidates only, will be clearly indicated on the advertisement. All internal candidates will be selected for interview on the same criteria as external candidates.

3.6 Employees on maternity leave will receive all advertisements for posts advertised in the organisation during their period of maternity leave, where this has been requested.

4. Application Form

4.1 Candidates for all posts will, except on some occasions when a vacancy is restricted to internal candidates only, be asked to complete a standard application form, in order that they can be judged on the basis of comparable information. CV’s will not be accepted.

4.2 In applying for posts, all candidates will be provided with a job description and details of the appropriate conditions of service. A brief statement about the appointment procedure will also be provided and, if possible, an indication of the date (or week) when interviews will be held. The job description will include a list of the main duties and responsibilities of the post, together with an outline of the qualifications and experience which candidates are expected to possess.

4.3 In drawing up the job description and conditions of service the organisation will ensure that no job applicant receives less favorable treatment than another on the grounds of age, disability, gender, marriage and civil partnerships, pregnancy and maternity, race, religion or belief, sex or sexual orientation, and that no applicant is placed at a disadvantage unjustifiably by requirements or conditions which have a disproportionately adverse effect on a particular group.

4.4 Applicants will be asked to specify whether they have any disabilities, as defined in the Equality Act 2010, and whether there are any reasonable adjustments needed for them to attend an interview. All applicants with a disability who meet the essential criteria for a job will be interviewed, and considered on their merits.

4.5 Applicants will be required to supply the names and addresses of two people from whom references can be obtained, one of which should normally be the applicant’s current or most recent employer.

4.6 Only references for successful candidates will be obtained. References will be sought after a formal offer has been made.

4.7 VSS will seek a written or email response in respect of reference requests.

4.8 All candidates will be asked to declare on the application form whether they have ever been convicted of any criminal offence which cannot be regarded as  ‘spent’ in terms of the Rehabilitation of Offenders Act 1974.

4.9 For posts that involve working with children and vulnerable adults, applicants will be asked to reveal details of ‘spent’ and ‘unspent’ convictions. Successful candidates for such posts will be required to provide the necessary documentation in order to complete the relevant disclosure check. Posts, which require such a disclosure, will be clearly indicated on the job advert and job description.

4.10 It is the organisation’s policy not to communicate further with applicants other than those who are shortlisted.

4.11 Applicant’s details will be recorded at the point of receipt.  All information relating to the data collected in the Equal Opportunity Monitoring Form will be removed from the paperwork provided to those involved in the recruitment and selection process. The information collected will be solely used for the purposes of equality monitoring.

4.12 All completed applications forms are private and confidential and will only be made available to those directly involved in the recruitment and selection process.

4.13 All application forms will be collated by Human Resources Department and supplied    to the shortlisting panel.

5. Shortlisting

5.1 A shortlist of candidates will be drawn up for interview, using specific job-related criteria  and based entirely on merit and suitability for the post but taking account of the organisation’s responsibilities in relation to the Equality Act 2010.

5.2  Once the criteria has been identified, a record of how the candidate(s) compare will be created using the spreadsheet enclosed in the Interview Pack. The candidates will be scored against each of the set criteria.

5.3  Reasonable notice will be given to ensure that candidates have sufficient time in order to prepare for and make the necessary arrangements to attend the interview.

6. Recruitment Interviews

6.1 Interviews will be held by a panel comprising of ideally three persons, but a minimum of two persons, gender balanced wherever possible. The interviewers will encourage candidates to be at ease during the interview, in order that they can give a fair and accurate impression of themselves.

6.2 A set of competency based questions will be agreed by the interview panel (linked to the competence framework). The panel will seek to develop questions which ask the candidates to give examples of their previous relevant experience.

6.3 All candidates will be asked the same questions in the same order, and their responses rated. The panel will each have a copy of the questions and will score independently of each other during the interview. Time is allocated between interviews for the panel to discuss each candidate and to award a total points score. Additional notes may be made by the panel during the interview.

6.4 The interview is a two way process, and candidates will be given every opportunity to ask questions about VSS, to ensure that they have a full understanding of the post for which they are applying.

6.5 In addition to interviews, a range of other selection techniques e.g. presentations, may be used. In such circumstances reasonable notice and relevant information will be given to ensure that candidates have sufficient time and information to prepare.

6.6 All appointments will be made strictly on merit and related to the requirements of the job.

6.7 All interviewed candidates will be notified of the outcome of the selection process as soon as possible, either by telephone or letter.

6.9 All unsuccessful candidates’ application forms and interview notes will be retained for one year from the date of interviews taking place. After this date they will be destroyed.

7. Relevant Checks

All offers of employment will be made conditional upon satisfactory results from the following:

  • two satisfactory references;
  • confirmation of the right to work in this country (if appropriate)
  • Criminal Records Disclosure (if appropriate).

8. Recruitment Monitoring

8.1 The organisation seeks to recruit employees on the basis of their ability and the requirements of the post.

8.2 The organisation wants to ensure that no applicant receives less favorable treatment than another on the grounds of age, disability, gender re-assignment, marriage and civil partnerships, pregnancy and maternity, race, religion and belief, sex or sexual orientation.

8.3 In order to meet this commitment, all candidates are asked to complete a recruitment monitoring form enclosed with the application form. All completed monitoring forms will be treated as confidential. The form will be separated from the application form on receipt and those involved in the selection process will not have access to it. The information given by candidates will be solely used for the purpose of monitoring the recruitment process.

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