Process summary

Planning and approvals

  • Compile the business case.
  • Decide appropriate contract type.
  • Write the job description and submit for grading if appropriate.
  • Agree membership of selection panel. Ensure the chair is trained and plan briefings.
  • Consider recruitment protocol and divisional approvals.
  • Complete a staff request (for guidance see RQ1a Create Staff Request (New Post) (173kb) and RQ1b Create Staff Request (Existing Post) (260kb).
  • Submit a request for approval (including grading).

 

Consider redeployment opportunties

  • Consider whether the vacancy offers a redeployment opportunity for any departmental staff at risk of redundancy.  
  • If so, consider recruitment without advertising.

 

Vacancy set-up and advertising

  • Refer to REC01 Creating a Vacancy (Recruitment & Personnel) (605kb)
  • Prepare the advert text.
  • Set up vacancy (including advert text).
  • Submit the vacancy for authorisation.
  • If relevant, arrange placement of advertisements with Jobcentre Plus, TNP(Tribal) or other external source.
  • Set up and brief selection panel. 
  • Monitor statuses and events - REC00 Recruitment Basics (330kb). 

 

Manage applications and shortlisting

Refer to REC03 Manage Online Applications (558kb) (section 1) for guidance.

At first closing date (for priority candidates):

  • Review applications and identify priority candidates.
  • If priority candidates have applied who appear to meet the selection criteria:
    • interview according to process outlined below
    • if suitable after interview, appoint (to trial period if appropriate)
    • Notify other applicants that the vacancy is no longer available (use relevant pro-forma)
    • close vacancy.

If no priority candidates apply by first closing date, proceed as below:

  • Review and import online applications.
  • Handle manual applications (for guidance see Manual application process (48kb). 
  • Check applications for former employees, to ensure they are entitled to return.
  • Identify priority candidates who have applied after the first closing date and treat accordingly.
  • Generate shortlist documents. 
  • Carry out shortlisting.
  • Manage statuses - REC00 Recruitment Basics (330kb). 

 

Interviews

  • Refer to REC03 Manage Online Applications (558kb)  (section 2) for guidance.
  • Plan the interviews (practical arrangements, format, selection tests).
  • Generate interview schedule and correspondence (scheduling priority candidates first wherever possible). 
  • Manage acceptances/rejections. 
  • Generate interview record forms. 
  • Carry out interviews/assessments.
  • Manage statuses - REC00 Recruitment Basics (330kb).

 

Appointment decision and offers

  • Make initial verbal job offer.
  • Carry out pre-employment checks.
  • Generate and issue conditional offer letter (if required).
  • Manage statuses - REC00 Recruitment Basics (330kb). 
  • Close the vacancy. 

 

Feedback and record-keeping

  • Collect and store all paperwork (including applications, shortlisting and interview notes and any selection test paperwork).
  • Provide feedback to candidates on request.

 

New starter arrangements

  • 'Appoint' new starter in system.
  • Generate and issue contract. 
  • Prepare for arrival of new starter.
  • Manage arrival of new starter - refer to New Starter Checklist (84kb)