Recruitment Procedure

Policy

It is Hayfield’s policy to recruit the best person for each vacancy, regardless of sex, race, creed, disability or age.

Procedure

• Vacancies may only be filled after a job specification and note detailing the reason for the vacancy have been notified to the Director and approval has been received. Where the job is to be advertised, the proposed advertisement must be submitted to the Director for approval.

• Copies of all advertisements (where appropriate) will be placed on internal notice boards and existing staff informed that they are welcome to apply.

• Staff concerned with the recruitment must ensure that they comply fully with the organisation's equal opportunities policy.

• A decision to interview, short-list or offer employment will take no account of an applicant's trade union membership or non-membership.

• All job applications must be acknowledged at the earliest opportunity.

• External applicants who are invited to an interview should be sent a map showing the location of the interview, if required, and an outline of the form of the interview.  Appropriate Hayfield personnel must be informed that they are expected.

• In accordance with the organisation's equal opportunities policy, attempts will be made to accommodate the particular needs of any person suffering from a disability within the meaning of the Disability Discrimination Act 1995 at all stages of the recruitment process.

• It is normally expected that several applicants will be interviewed at the first stage and then applicants on the short list, which must be approved by the Departmental Managers, may be re-interviewed by the Director. Those applicants who are not short-listed must be informed of this fact as soon as possible. The Departmental Manager will do this.

• When a suitable applicant has been selected, a formal offer of the job, specifying the salary (which must have been approved by the Director) will only be made after the appropriate References and Enhanced Disclosure checks have been undertaken.

• Each letter offering a job must also be accompanied by a brief statement of the terms and conditions of employment relating to that position and a form for the applicant to sign denoting acceptance of the job on those conditions.

• In the case of internal promotions, the employee who is to be promoted must be made aware of the conditions attached to the promotion, e.g. salary and what will happen should they be unsuccessful in their new role, etc. 

• All appointments will be made subject to a satisfactory probationary period.  New employees' progress will be monitored by their departmental manager during this period and they will receive appropriate induction at regular intervals.

After 8 weeks’ employment, employees will receive a formal Terms & Conditions document.  The probationary period will normally be 6 months, but may be extended if necessary.  Employees will be informed if their 6 month probationary period has been successful and receive their Contract.