Belfast Education and Library Board
Recruitment and Selection of StaffRefresher Training
Julie Angus Asst HR Manager - Recruitment
Linda McGowan HR Manager
(Revised May 2010)
Recruitment ProcessVacant position
↓Prepare job description and personnel specification
↓Advertise
↓Issue application forms/relevant documentation
↓Closing date
↓Test if applicable
↓Shortlist
↓Interview and record assessment
↓Select the best person for the job
Equality of OpportunityIt is the policy of BELB that all eligible persons will haveequal opportunity for employment and advancementirrespective of Perceived religious belief Political opinion Gender Marital status Disability Race Sexual Orientation AgeThere will be no unlawful discrimination – direct orindirect-against any person in recruitment, training, promotion or in any other way
Discrimination and Victimisation
Direct Discrimination Occurs when an employer treats an individual
less favourably than others on any of the prohibited grounds
Indirect Discrimination Can generally be defined as applying a
provision, criterion or practice although applied equally to all, places a person or a group at a particular disadvantage which the employer cannot show to be a proportionate means of achieving a legitimate aim
Victimisation means treating a person less favourably than
another because that person has:
asserted their rights under the anti- discrimination legislation
helped another person to do so
given information to the Equality Commission for Northern Ireland, or because it is suspected that the person might do any of these things
Disability-related discrimination occurs when, for any reason that is related
to a disabled person’s disability, an employer without justification treats the disabled person less favourably than others to whom that reason does not apply
Disability discrimination also occurs when an employer fails to
comply with a duty to make reasonable adjustments in respect of a disabled person
Disability Discrimination Act
“Duty of reasonable adjustment”
The duty applies where any Physical feature of premises occupied by the employer Arrangements made by or on behalf of the employer
Cause a substantial disadvantage to a disabled person
compared with non-disabled people
Examples of Reasonable Adjustments
Making adjustments to premises
Altering the person`s working hours
Allocating some of the disabled person`s duties to
another person
Acquiring or modifying equipment
Modifying instructions or reference manuals
Providing a reader or interpreter
Giving the person additional training
Equality CommissionCodes of Practice
Systematic and objective recruitment
Advertise your requirements clearly
Make it clear that applications are welcome from all
Ensure that all potential candidates are given equal
opportunity to compete and demonstrate their abilities.
This applies to both internal and external appointments
Ensure no irrelevant requirements are included
Equality Commission
Codes of PracticeSystematic and objective recruitment
Apply requirements fairly at each stage of the process
Record factors considered relevant in a particular job at
each stage of the process
Decide on relative importance to be given to each
Satisfy yourself that these factors are justifiable,
appropriate to the job and clearly objective
TWO CORE DOCUMENTS FROM WHICH YOU DRAW CRITERIA,
QUESTIONS ETC
Job Description : duties and responsibilities - post
Personnel Specification : qualifications and skills - postholder
Criteria
Essential criteria - Describe those qualities which Governors feel the successful candidate must have. Once published they cannot be set aside, reduced, or ignored.
Preferential criteria - Describe those added qualities which Governors feel would be an advantage for the candidate to have.
Preparation for Shortlisting Meeting
Receipt of application forms by Principal
Principal prepares schedules –
Unnamed
Named
Shortlisting Meeting
• Panel must be quorate• Those involved in the interview process must also
partake in the shortlisting process
Small number of applicants meeting essential criteria will likely mean an agreement to interview all. Remember it is your responsibility to check application forms
Large number of candidates meeting essential criteria will likely mean creating a shortlist by using preferential criteria or enhanced criteria eg -
Preferential criteria become “essential” Either essential or preferential criteria may be enhanced in a number of
ways New criteria cannot be introduced
Prepare for Interview
Format
Issue letters calling applicants for interview – include request to provide photographic ID at interview
Issue requests for references – Child Protection DE Circular 2006/06 and 2006/08
Preparation of questionsPresentation/In tray exerciseAgree Scoring
Scoring
Experience and Qualifications
Agree additional marks for experience above essential criterion (objectively justify)
Agree the maximum to be awarded
Agree additional marks for qualifications above the essential criterion
Agree what is to be awarded for each eg Certificate/Diploma/Degree/Masters/Doctorate
Agree the maximum to be awarded
Scoring The questions are based on factors contained in the
personnel specification/job description All questions may be given equal marks You may weight the marks according to their
importance for that post You could use a 1-5 scheme representing answers
ranging from “ unsatisfactory” to “excellent” You could also agree to mark out of 10 or 20 Importance of key point answers provided
Ask yourselves – Have we agreed and do we understand the system we
are to use? Can we stand over the system if it is compared to the
personnel specification/job description?
Using a Presentation
This may be on a topic already notified to candidate
It may be on an “unseen” topicIt may be an in-tray exerciseIt should be treated in the same way as a factor
when scoring
The InterviewChairpersons Role
Welcome / Introduce Panel / Outline Structure / Timing
Note Taking / Control Process / At End Opportunity for
Questions / Notification of Outcome
Governor trained in child Protection
• Suitability to work with children
• Points of concern e.g. gaps in employment history
• Check photographic ID
Interpersonal/Communication skills
What to look for?
Structured answers
Focused on correct areas
Clear communication
Good eye contact
No repetition
What are you trying to learn about each candidate from the interview?
Experience
Knowledge
Attitudes, aims, ambitions
Questions
Relate to the criteria for the postBe clear and unambiguousBe pitched at the right levelIn plain languageNot contain a number of partsNon-discriminatory
NB candidates must be asked the same core questions, but probing will depend on their answers
Do
Use open questions
Use probing or supplementary questions
Use situational questions
Give the candidate time to answer
Listen carefully
Let the candidate do most of the talking
Be objective
Don`t
Use closed questions (only for clarification)
Use leading questions
Jump to conclusions
Be subjective
Discussion
The Chairperson should initiate an open and thorough discussion on each candidate
As a result of discussion panel members may feel it
necessary to amend their scores. Remember to note the
reasons why on your mark sheet.
Your final score is then used to arrive at your rank
order
Remember
Keep scores and detailed notes
Notes and scores should be kept for 3 years
Be objective at all times
Assess on facts and evidence using the agreed
system
Finalise the Appointment
Documentation completed
Passed to appropriate body for processing Checking / Contract / Health Declaration / Medical / CRC Vetting / Proof of Qualifications
Best Defence
To have followed a clearly defined procedure based on
taking decisions against clearly stated criteria which
are not in themselves discriminatory
To have retained notes and recorded reasons for
decisions taken
To have complied with all relevant legislation
Contact Details
Linda McGowan – 02890 564010 [email protected]
Julie Angus – 02890 564133 [email protected]
CCMS Holywood office – 02890 426972Belfast office – 02890 327875
WEBSITES
www.belb.co.uk
www.deni.gov.uk
www.equalityni.org