Guide 10 min read
1. Overview
The recruitment process will vary between businesses and will also be dependent on the role being recruited, there is no one size fits all and each recruitment campaign should be designed individually, however the following stages are common to all:
- Defining the role
- Attracting applicants
- Managing the application and selection process
- Making the appointment
- Avoiding discrimination
2. Define the role
· This is a key stage as it will solidify your decision to recruit for the position, having a defined role will allow any potential candidate make an informed decision on whether the role is what they are seeking and if they have the skills and competencies to undertake the role / grow into the role.
3. Attracting applicants
· Think of this as a sales process, you are selling your business/ employer brand to potential candidates. There are various channels to reach potential applicants and the method you choose may vary depending on the role that you are recruiting. This could include:
o Internally from your existing resource base
o Referrals from your existing team
o Your businesses social media channels
o Job Centre
o LinkedIn and other business channels
o Internet – Indeed, S1 Jobs etc
o Local Community Notice Boards (online platforms and physical notice boards)
o External Recruitment Agency
4. Managing the application and selection process:
Managing the application process is key to obtaining the required information you need and to manage potential candidates’ expectations.
o Applications Forms must be consistent, whether hard copy or online this make is easier to collect the information from potential candidates systematically and objectively to assess their suitability. It is important that you offer applications in different formats to support accessibility.
o CV’s and Business Profiles e.g. LinkedIn does mean that potential candidates are not restricted to a standard application form however these might include unnecessary information, will be in varying format and undermines a consistent approach.
o All applications must be treated in confidence and only shared with those involved in the recruitment process. Communication is critical and a prompt acknowledgement of receipt of a candidate's application is vital and to keep them informed of where you are at with the recruitment process. This is good practice and reflects well on your business.
o Proactively check if a potential candidate needs any reasonable adjustments during the recruitment process to support them, you may need to change / adapt your process for neurodivergent candidates.
o Selecting candidates for interview will depend on the role but may fall into two stages, shortlisting those who have the necessary experience, skills and competencies to proceed to interview.
5. Making the appointment
o Employers have a responsibility to check that applicants have the right to work in the UK, this is for all applicants irrespective of nationality.
o Employers should validate qualifications and/or credentials where appropriate.
o References are usually requested after a candidate has been given a “Conditional” offer of employment, you should be clear on how the references will be used and what kind of reference will be expected, this approach must be applied consistently and candidate must be informed of the procedure for taking up references.
o Physical or medical requirements for a role should be made clear in the job advertisement, these need to be reasonable and proportionate and made clear as part of the recruitment process. The Equality Act of 2010 makes it unlawful to ask candidates to complete a medical questionnaire or undertake a medical examination before being offered employment, only essential medical issues should be discussed through the recruitment process whereby employers should only ascertain if candidates need any adjustments or have specific access requirements to attend interview.
o Offer of Employment should always be in writing however bear in mind a verbal offer made in an interview is legally binding.
· Confirmation of Right to Work in UK
· Disclosure/Criminal Record Check– this is only required for certain roles and/or when working with vulnerable persons
· Receipt of Satisfactory References
· Validation of Qualifications
· Medical Examination – this can only be carried out where requirement is reasonable and proportionate and that there is a genuine requirement for the role e.g. Offshore Medical for those working offshore.
Unconditional Offer of Employment: A contract of employment can exist even if not put in writing, a contract comes into force as soon as there is an offer of employment and an unconditional acceptance of that offer. This would mean that if you were to withdraw the offer you would be in breach of contract entitling the prospective employee to take legal action for damages.
o Unsuccessful candidates should be notified, in writing with feedback, promptly.
As part of the Recruitment process there should be consideration to the induction and onboarding of your new recruit as well as supporting and managing their probationary period.
6. Discrimination
An effective recruitment process can provide access to a wide range of prospective candidates, however an inappropriate advert, interview or selection can create the risk of a claim for unlawful discrimination……a potential candidate who is put off from applying for a job due to an implication/wording in the advert that someone of their age, race, religion, gender (or any protected characteristics) would be unlikely to be considered, can bring a complaint of discrimination to an employment tribunal.
Discrimination is unlawful whether or not it is intentional. Employers must adhere to the principle of non-discrimination irrespective of the channel/method used to source potential candidates.
Do’s and Don’ts to avoid Discrimination
- Do use plain English, to ensure that potential candidates whose first language is not English are not disadvantaged or put off applying.
- Do ensure that there is no possibility for misinterpretation in the advertisement.
- Don't use sexist words. For example, "waitress" and "salesman" should be replaced by "waiting staff" and "sales person".
- Don't use pictures that create a stereotypical image.
- Don't mention age or age limits.
- Don't use words that indicate or imply that only young or old people are likely to be appointed, e.g. “mature” or “suit school leaver”
- Don't state that candidates should have a minimum (or maximum) number of years' experience.
- Don't make unjustified claims of what a job requires, e.g., physical fitness or energy, which could discriminate against people with certain disabilities.
- Don't require candidates to hold a driving licence unless this is necessary for the effective performance of the job.