Recruitment Policy

(A pdf copy of this policy is available to download here.)

The Recruitment and Selection Policy describes the framework within which the decisions of all recruitment will be made.  This framework has been developed with due regard to relevant employment legislation.  The Policy aims to:

  • Enable St. Just Town Council to recruit the best candidate for the post by providing a clear outline of the role and what skills, experience and attributes are required;
  • Set professional standards for the recruitment process and ensure that recruiting panels are provided with the information needed to make high quality recruitment and selection decisions and to ensure that the recruitment process is fair, open, transparent and promotes equality of opportunity;
  • Ensure candidates are given the opportunity to demonstrate their abilities regardless of race, religion, religious belief, sex, sexual orientation, age, disability or employment status.

The Policy seeks to cover the full range of recruitment and selection activities and will be applied to roles at all levels.  It will be monitored ongoing by the Council and may be subject to adjustment to ensure it continues to enable the best recruitment and selection decisions to be made in all circumstances.

Policy Statement

St. Just Town Council is committed to attracting, developing and retaining staff with the skills, capability, commitment and potential to deliver the aims of the Council on behalf of the Parish of St. Just.  The Council is committed to the promotion of equality and the elimination of discrimination; this is set out in the Council’s Equal Opportunities Policy and will be achieved by:

  • Treating all job applicants openly, honestly and fairly, with respect for and in accordance with their requirements;
  • Not discriminating against any person on the grounds of any protected characteristics;
  • Advertising jobs widely and using non-discriminatory job requirements, except where a genuine occupational requirements applies;
  • Applying a fair selection process and making reasonable adjustments in recruitment, selection and appointment procedures to overcome potential barriers for job applicants.

Recruitment Process

A vacancy presents an opportunity to consider restructuring or to reassess the requirements of the job.  Vacancies for existing posts will be considered by the Town Clerk and/or the relevant Manager who will make an assessment of the job function, work patterns, changes since the existing post was introduced and any anticipated future changes.

For all existing roles (except that of Town Clerk), recommendations will be made to the Staffing  Committee for approval as follows:

  • Job Description
  • Person Specification
  • Hours of work
  • Salary level and benefits

For new roles and the role of Town Clerk, the Staffing Committee will make recommendations to the Full Council for approval.  Budgets will be identified to support decision-making.

Application Forms

All applications must be made using the Town Council’s application form which will be supplied as part of the application pack to all applicants upon request.  The application pack will include a covering email, application form, job description, person specification and equal opportunities form.

All applications will be treated confidentially and circulated only to those individuals involved in the recruitment process.  The equal opportunities monitoring form will be passed to the Town Clerk or Chairman of the Staffing Committee for role of Town Clerk and kept in a separate file.

Shortlisting

Prior to shortlisting, all data contained within  Monitoring Form will be removed.  All applicants will be shortlisted against the criteria set out in the Person Specification and Job Description and scored using a standard template as follows:

0       Not met

1       Partially met

2       Mostly meets

3       Fully meets

Shortlisted candidates will be notified and invited to attend an interview.  All unsuccessful applicants will receive an email of regret.

No Councillor or employee should be involved in an appointment where they are related to the applicant or have a close personal relationship with them outside the workplace.

Selection Panel

  • For the Town Clerk role – the interview panel should comprise the Town Mayor, Deputy Mayor and Staffing Committee members. The Chair of the Staffing  Committee can consider inviting a Human Resources professional to attend as an advisor and observer during the interview process.
  • For all roles below the level of Town Clerk, the interview panel should comprise the Town Clerk with a further line manager in attendance, where required. If required by the Town Clerk, the Chair of the Staffing Committee (or the Vice-Chair as substitute) would also be included on the panel.

At least one member of the Selection Panel must have received formal training in recruitment and selection.

Recruitment and Selection records

Sufficient records must be kept of applicants, shortlists and selected candidates to enable an adequate response to be made to any claims of unlawful discrimination.  The selection panel must be able to demonstrate why candidates were or were not shortlisted or selected by reference to the role profile, scoring sheets and notes taken during the selection process.

Appointment process

All offers of employment must be made in accordance with the Recruitment and Selection processes and will be subject to receipt of satisfactory pre-employment checks as listed below.  Candidates should not commence employment with the Council until all pre-employment checks have been completed.

Pre-employment checks

  • References
  • Evidence of qualifications
  • Eligibility to work in the UK
  • Criminal Record Checking – (DBS – where appropriate)
  • Medical Screening (where required)*

*Under the Equality Act 2010, with limited exceptions, employers are prevented from asking applicants about their health or disability before a job offer is made or including them in a pool of successful candidates to be offered work when it becomes available.  The exceptions are as follows:

  • To find out whether an applicant is able to participate in a recruitment selection or assessment exercise to test their suitability for the role; e.g. a fitness test;
  • To establish whether there is a duty to make reasonable adjustments to enable an applicant to take part in the recruitment process;
  • To establish whether the applicant will be able to carry out a function that is fundamental to the work concerned, taking into account the duty to make reasonable adjustments;
  • To establish the diversity of applicants, e.g. n an equal opportunities monitoring form;
  • In connection with positive action under s.158 of the Equality Act, e.g. in supporting employment for disabled people or to increase the gender balance of certain occupational roles;
  • To establish that a person has a disability where this is an occupational requirement, so long as the requirement is proportionate to achieving a legitimate aim.

Safer recruitment

St. Just Town Council is committed to safeguarding and promoting the welfare of children, young people and adults at risk, and expects all employees, volunteers and sub-contractors to share this commitment.  As such, disclosure checks with appropriate organisations (e.g. DBS) are carried (where relevant to the role) to assess potential employees’ suitability for employment.  The Council undertakes to treat all applicants for positions fairly and not to discriminate unfairly against any subject of a disclosure on the basis of conviction or other information revealed.

Probation

The standard probationary period is six months but may be reduced or extended at the Town Clerk’s discretion.  During this time, employees are expected to settle into their role and demonstrate that they meet the standards required in terms of performance, conduct and attendance.  Regular meetings ( at six weeks, three months and six months) will be held between the employee and Line Manager to chart progress during the probationary process and this will be recorded on the probation monitoring form.

Retention of recruitment documents

All original application forms, references and interview notes/assessments must be returned to the Town Clerk who will keep them for six months after which they will be destroyed.  Information relating to employees will be kept on their personnel file.

Induction

Induction is a two-way process through which new employees experience a planned introduction to their employment with the Council and their new role.  A well thought out induction helps new employees integrate quickly, effectively and productively.  Inductions are carried out using the Employee Induction Checklist on the first day of employment and continues with the probation monitoring meetings.

Breaches and non-compliance

Any applicant who has a concern regarding the Recruitment Policy and procedure or its application should contact the Town Clerk in the first instance.

Evaluation and review

This policy will be subject to continuous review in the light of feedback from applicants and recruiting panels and changes in employment legislation and will be the subject of a formal annual review.

Vs1 Approved & adopted by Council: 13 February 2023