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Recruitment Policy

Recruitment Policy

The purpose of this policy is to ensure we employ a ‘suitable person’ for the position available fairly, safely and within the law.

  1. Our recruitment process is shown in Appendix 1 of this Policy.
  2. We select staff without discrimination in accordance with our Equal Opportunities Policy as stated in our Staff Handbook.
  3. We are committed to safeguard and promote the welfare of children and young people. All roles are exempt from the provisions of Section 4 (2) of the Rehabilitation of Offenders Act 1974. Full DBS (enhanced and check of the children’s barred list) and reference checks are made for all our staff.
  4. Our recruitment advertisements follow current best practice and adhere to relevant employment and anti-discrimination law. Where a recruitment agency is used we will carry out periodic reviews to ensure compliance.
  5. All candidates attending an interview are asked to fill out an Application Form that relates to their role (folder 1.11.4). Qualifications are checked to ensure they are “approved and full and relevant”. References are requested when the form is submitted, if permission is given by the candidate. Where an agency is used, references will be requested from them.
  6. Update Service checks are done, where possible and with permission, before the interview.
  7. The “What we Expect”, Person Specification and Code of Conduct documents are sent to applicants and the company ethos and safeguarding “culture of openness” are discussed in all interviews.

FIRST INTERVIEW

  1. First interviews are carried out by a minimum of two people including nursery managers, senior managers or directors. The interview follows questions set out on interview forms (folder 1.11.4). Different forms are used for different roles.
  2. Candidates will be assessed using an Interview Numerical Score Assessment (folder 1.11.4). Suitable candidates selected at first interview will be invited for a working interview. Candidates must achieve a score of 65 or above, from each interviewer, to be eligible to move to the second interview stage.

WORKING INTERVIEW

  1. The working interview will involve the candidate working for 3-4 hours within the nursery care environment under strict supervision of the relevant manager and room leader. If appropriate, they will prepare an age-appropriate activity to do with the children which the manager and room leader will observe and feedback comments to Senior Management on the Working Interview Report (folder 1.11.4). The candidate can be given a focus for the activity to suit the children who will be at nursery that day or any areas of learning and development that are being worked on in that room at that time.

OFFER

  1. All candidates are informed as soon as practical as to whether their application has been successful. If a recruitment agency is used, the agency will be informed. An offer letter will be sent out setting out any conditions for employment, such as successful completion of training or qualifications. All offers are subject to references and DBS checks.
  2. Following acceptance of a position, references are requested, if not already done so in consultation with the candidate. We will always request from a current employer and the last childcare job if the candidate is not currently working with children.
  3. If an applicant has worked or been resident overseas in recent years, we will obtain a check of the applicant’s criminal record from the relevant authority in that country following government guidance – https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants.
  4. Should any offences or issues of concern come up on any check, we will make a decision about suitability on a case by case basis, keeping in mind disqualification regulations. We may request a further interview with a candidate to clarify any issues that have arisen.
  5. Should references prove unacceptable at any time, further references will be requested and a meeting will be held with the applicant. Depending on the outcome of all of these enquiries and  investigations, the offer of the position could be withdrawn or the contract terminated.

INDUCTION

  1. Following acceptance of a position, a contract is drafted and emailed to the employee for signature. The new employee is invited to an induction session, before their start date if possible, or if not on their first day of work. During this session, 3 forms of identification will be checked (including the birth certificate if available). An application for an enhanced DBS check, including a check of the children’s barred list, is made. A status check is carried out for those already on the Update Service, if not already done. The contract of employment is emailed for signature if not already done so. The staff member will be issued with a name badge, uniform, reflective practice diary and Professional Development folder and informed how they can access the Staff Handbook and Policies, which they must read. Ongoing training as regards use of and awareness of policies is part of the probation period, documented on a Probation Progress Record.
  2. Declarations regarding any pending legal proceedings (including road traffic offences) and disqualification are made.
  3. All documents required and processes that must be undertaken as part of the induction are listed on the New Staff Checklist and Employee Induction Checklist.
  4. The staff member will be issued with a Medical Questionnaire and Health Declaration form (folder 1.3) which shall be completed as part of their induction. The purpose of these documents is to determine that the staff member is fit for work and that any modifications to duties and conditions can be made where necessary. A note is made of medication and a Medication Form is completed with the Manager if required. Under Section 33 of the Staff Handbook, staff must inform their manager if they are prescribed drugs which may affect their ability to perform their work. This is an ongoing obligation.

CONFIDENTIALITY AND SAFER RECRUITMENT

  1. All original recruitment documentation including application forms and references are kept on file at Head Office and are scanned to a secure HR dropbox folder that only Senior managers, senior admin staff and managers have access to.
  2. At least one person involved in the recruitment process has had Safer Recruitment training and we are mindful of the guidance published by the Safer Recruitment Consortium Keeping Children Safe: Safer Recruitment for Professionals in the Children’s Workforce.
  3. In summary, to ensure we do all we can to determine that each member of staff is and remains a “suitable person” we do the following:

 

 

Stage of Employment What done

 
Recruitment Statement on website recruitment page regarding commitment to safeguarding, self-disclosure, referencing and DBS check and check of children’s barred list.
Statements in all advertisements regarding commitment to safeguarding and that the role involves an enhanced DBS check and check of children’s barred list.
Application All candidates sent What We Expect, Person Specification and Code of Conduct documents which include reference to safeguarding and adhering to policies and procedures.
  Statement on all application forms regarding commitment to safeguarding, self-disclosure, referencing and DBS check and check of children’s barred list.
Questions on application form regarding attitudes to safeguarding and right to work in the UK.
Declaration sent to all applicants invited for interview regarding cautions, convictions and disqualification; or provided at the start of the interview.
References requested where permission given. From current employer and last childcare role, if different. Detailed email and form used. Are chased up until received and any queries are clarified by email and/or phone.
Update Service check done, where possible, with permission.
Right to work checked – Share Code used where provided.
Interview Identity verified on arrival for interview.
  Code of Conduct, culture of openness and ethos discussed.
  Discussion to assess candidates’ suitability for the role and commitment.
Questions as regards safeguarding, child protection, disqualification, offences, relationships that could cause safeguarding concerns, behaviours outside work and making a declaration in relation to offences and disqualification. Table of Relevant Offices available.
Candidate asked if references can be obtained, if not already.
Right to work in the UK discussed.
Numerical Assessments filled in by all interviewers.
Working Interview When this is booked, candidates are informed that online searches may be done as part of pre-recruitment checks. A Working Interview Report is completed.
Offer Conditional offer letter sent – subject to references and DBS check.
Offer accepted References requested from current employer if not already done; both references must be obtained before candidate can start. Induction session booked.
  Check of criminal records outside the UK, if applicable.
First induction session DBS application made.
  Update Service status check carried out, if available, if not already done.
  Declarations made as regards legal proceedings and disqualification.
  Check status of safeguarding and first aid training.
  ID, right to work and other legal documentation checked.
  Online, eg Facebook checks done if not already.
Induction Employee Induction Checklist completed and discussed at 30 day probation meeting. Update Service check completed.
Probation 6 month probation with progress noted on Probation Progress Record. Can be extended if standards not met. Update Service check completed before probation sign off.
Every six months Manager checks status of each member of staff on Update Service.
At supervision meetings Statement signed re convictions, disqualification, relationships that might cause safeguarding concerns, behaviours outside work and suitability.
At annual appraisal Statement signed re convictions, disqualification, relationships that might cause safeguarding concerns, behaviours outside work and suitability.
Legal Proceedings & Disqualification Declarations renewed.

 

List of Appendices

Appendix 1 – Recruitment Process

 

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