Recruitment Policy and Procedure

Purpose

To ensure that personnel are recruited when necessary, and that the best person for each vacancy is selected. 

To comply with statutes, codes of practice, regulations of Care (Scotland) Act 2001.

To ensure that vulnerable people are protected from abuse, and properly cared for.

Scope

All managers responsible for recruiting new staff to the organization.

Recruitment of volunteers will be covered by the same policy, although job description and person specification may need to be less rigorous.

Recruitment to our organization will adhere to:

                  »   The duties of employers under current employment, The Regulation of Care (Scotland) Act 2001;                                                                                                                                                                  

                       This Act was introduced in April 2002, with the main aspects being the national standards for care 

                        provision and registration of services and workers.                                                              

                  » The relevant National Care Standards for the service which is recruiting;

           

                  » Scottish Government Guidelines on safer recruitment;

                  » The Code of Practice for employers and social care workers from the Scottish Social Services

                     Council (SSSC).

                 Content Policy

  • Job Description and Person Specification


  • Advertising the Post


  • Short-listing the Candidates


  • Interview Procedure


  • Job Start and Induction Pack


  • After Appointment


  • To meet the legal requirements of the regulated activities that Epitome is registered to provide:

  • The Equality Act 2010. 
  • The Equality Act became law in October 2010
  • Human rights Act 1998
  • The GDPR (General Data Protection Regulation) 2018


  • Job Description and Person Specification

Each post in care and support will have a complete job description, outlining the main tasks of providing care and support in a professional manner in line with the values of care, with the National Health and Social Care Standards 2018 in accordance with the Regulation of Care (Scotland) Act 2001, and the SSSC codes of practice for care workers. A probationary period will be specified for new appointments, detailing how continued progress in induction and appraisal will be expected before permanent employment is confirmed. 

A person specification will be drawn up for each job description, listing the essential attributes, knowledge, competencies, skills and experience of the post holder. The specification will take account of the National Care Standards, the SSSC codes of practice, and the specific wishes and needs of the Service Users.

A competency framework will be available for each post and used in the selection process. The framework will use the National Occupational Standards, available on the SSSC website, and will have regard to input from Service Users.

The job description, competency framework and person specification will be made available in the information pack to potential applicants, to ensure suitable candidates apply.

  • Advertising the Post

                 There will be control of advertising to ensure that the correct facts are published, and that the image of 

                       the organisation is either maintained or enhanced.

                  Interview dates will be fixed in advance to ensure that interviews are adequately planned and organised.

                  Basic information will be included in the advertisement regarding duties, person specification,

                  competency expectations and job description. The need for vetting, Protection of Vulnerable Groups 

                  scheme (PVG) membership, and SSSC registration will also be included.

Respondents to the advertisement will be sent further information on the policy of the service regarding safeguarding and the promotion of the wellbeing of vulnerable people.

Further details of the selection process will be included: job description, person specification, competency and vetting requirements, terms and conditions, and the arrangements for interviews.

  • Short-listing of Candidates

                Application forms will be sent out and checked on return for completion with satisfactory information.

                   

                Epitome Home Care Agency uses the application forms to support a selection method in order to identify

                appropriate candidates and helps the employer for verification purposes. 

                 

                The application forms provide a record of experience and strength of the employees the selection 

                department thinks can bring to the post. Furthermore, selection process helps to identify full details of 

                convictions pending, dates and court outcomes and any possible declaration by the candidates at the time.

     

               These application forms contain questions about the applicant’s personal details, position applied for, 

               general information including experience and the Rehabilitation of Offenders Act 1974. 

               We may consider screening interviews to ensure basic requirements are met in the returned application 

               form, e.g. gaps in employment history are explained, references, identity checks and vetting details are 

               supplied, etc.

We may also consider individual personal interviews on specific issues which may arise in relation to specific candidates. This will be done by specifically trained and experienced staff.

Selection for panel interview will be made on the following criteria:

» Skills, qualifications, knowledge and experience of the candidate.

»   Knowledge of the Principles of Care, the National Care Standards and the SSSC codes of practice.

»    Past work history.

» Assessment of personality needs – Person-centered, outgoing, positive, calm approach, empathic. The person’s attitudes to authority, to vulnerable people, and to sexuality will be relevant also.

»   A vetting process, including:

  • Evidence of National Insurance Number, as eligibility to work in the UK.

  • At least two written references, one from the current or most recent employer.

  • Membership of the register of staff under the Protection of Vulnerable Groups scheme, or willingness to gain this prior to start of employment.

  • Identity checks, including photographic evidence and documentation regarding any change of name.

  • Health checks, including physical and mental health.

  • Checks with professional registers such as the Scottish Social Services Council, or the Nursing and Midwifery Council.

  • Checks with our own personnel records, to monitor any previous employment or contact with our service.

  • Any gaps in the employment history will also be checked.

  • Interview Procedure

              An agreed set of questions and topics for discussion will be in place for each candidate’s interview.

              These will be drawn up to obtain information on the person’s competency, personal suitability, 

              meeting the person specification, and motivation in applying.

             At least two managerial staff with appropriate training in recruitment will carry out the interview. 

             Equal opportunities and diversity legislation and principles will be adhered to also but will not preclude

             further discussion of issues which may arise.

             

             Records will be kept of each interview, including responses to questions and issues during the interview.

             Applicant scores on each area of competence will be maintained as evidence of non-discrimination and equal 

             treatment.

             The choice of a successful applicant will be made on all available information, including meeting the

             person specification, job description, competency framework, vetting information, and any feedback

            from Service Users. The interview will also asses the person’s overall attitude to people with disability, or

                other vulnerability, attitude to authority, attitude to sexuality, and emotional and personal resilience in 

                 carrying out the duties of the post.

The service does not condone in any manner choices made for any reason other than the ability and willingness of the candidate to carry out the job as previously specified, with no discrimination due to race, sex, age, sexual orientation, creed or disability.

The application form will be retained, including:

»    Personal details;

»    Educational details;

»    Skills details;

»   Employment history, including reasons for any gaps in employment;

»   Interests and hobbies, which may contribute to Service Users’ life quality;

»   Identity details;

»   Capacity to work in the UK;

»   Referees;

»    Criminal records statements;

» Equal opportunities monitoring form, to be given out anonymously for anonymous return, which will contribute to the database, which will inform the organisation’s equal opportunities reviews.

  • Job Start and Induction Pack

Form for informing administration and payroll functions of the details required for a new employee;

Authority to make deductions form for signature by the new employee, to authorize the employer to make wages deductions other than income tax and National Insurance;

  

Induction control system;

Training records;

Statement of Main Terms and Conditions, for signing on the first day of employment; Personnel file checklist;

Three-month employment review pro-forma;

Personal copy of the Codes of Practice for Social Service Workers and Employers, to be given to the employee on the first day of employment.

Attitude to authority, attitude to sexuality, and emotional and personal resilience in carrying out the duties of the post.

The service does not condone in any manner choices made for any reason other than the ability and willingness of the candidate to carry out the job as previously specified, with no discrimination due to race, sex, age, sexual orientation, creed or disability.

The application form will be retained, including:

»    Personal details;

»    Educational details;

»    Skills details;

»   Employment history, including reasons for any gaps in employment;

»   Interests and hobbies, which may contribute to Service Users’ life quality;

»   Identity details;

»   Capacity to work in the UK;

»   Referees;

» Specific physical and mental health questionnaires, signed permission to check with the person’s GP and the outcome of these checks;

»    Criminal records statements;

» Equal opportunities monitoring form, to be given out anonymously for anonymous return, which will contribute to the database, which will inform the organisation’s equal opportunities reviews.

                         

  • After Appointment

Upon commencement of employment, a probationary period begins. During this time a specified induction and training process is carried out, with specific intervals for assessment and appraisal of the new member of staff. This will involve a specified mentor in the service, responsible for ensuring the person’s induction proceeds smoothly and is correctly recorded. These processes, when completed successfully, will lead to the confirmation of permanent appointment to the post.

This will lead in smoothly to the ongoing appraisal, training and one-to-one supervision of the staff member in their ongoing duties of care and support. Regular vetting of each staff member will continue through regular appraisal, checking of continued registration with the relevant professional body, registration with the Protection of Vulnerable Groups scheme, and awareness of any health issues.

Procedure prior to receiving applications

Place advertisement.

Place copy of advert on employee notice board.

Ensure that there are consistent telephone answering processes for the information of potential candidates, to be available during expected telephone application period.

Ensure that interview times are diary booked; enter times in the Recruit Specification Pack. Ensure that times of interviews include time for preparation before each interview, interview time, and time to record the results of that interview. Spaces of one hour are recommended.

Ensure that a sufficient supply of the Individual Candidate Application Pack is available, by the telephone that is to be used for receiving the calls, together with the Recruit Specification Pack open at Interview Schedule.

For each telephone enquiry, use one Individual Candidate Application Pack.

Arrange for at least two people to conduct the interviews, one of whom should be the immediate supervisor or manager of the post being advertised.

Procedure for screening interviews

Screening interviews prior to the main panel interview can be a useful timesaving measure. It will ensure that all candidates to be finally interviewed meet the requirements for the post and have submitted correct information.

Arrange for two people to conduct the interviews, one of whom should be the immediate supervisor or manager of the post being advertised.

On the interview day, prepare the interview room, ensuring that interviews will be private and uninterrupted, making arrangements as necessary.

If possible, arrange for someone to receive candidates at the door, with instructions to deliver them to a waiting area, making them feel welcome.

If possible, have the reception person give each candidate their own Individual Application Pack as they arrive (unless previously submitted), with instructions to complete all application form pages.

If this is not possible, ensure that all members of staff are aware that interviews are taking place, so that candidates are welcomed appropriately, and the interviewer is informed of their arrival.

                  Take the completed Individual Application Pack for that candidate. 

                  

                  Review any telephone screening, the application form, and note any issues arising on the Interview

                  Preparation Sheet located in the Recruitment – Individual Applicant Pack.

Check that reference references are complete and appropriate.

Check medical evidence of mental and physical health suitable for the post. Check the applicant’s PVG membership status.

Check that identity has been clearly satisfied, and recent photographs supplied.

Check that all claimed relevant qualifications are accompanied by documentary evidence.

Check that evidence of professional registration, where relevant, has been checked by the service. Review the whole against the job and person specifications.

At the start of the interview, give a brief outline of The Agency and the company and, in particular, the terms and conditions, ensuring that the terms given are noted on the interview log, located in the Recruitment – Individual Applicant Pack.

During the interview, ask all required questions from the preparation sheet, or arising in discussion.

Record carefully any new information for consideration by the main interview panel. On completion of the interview questions, ask the candidate if they have any questions. Answer any questions posed.

Thank the candidate, inform them about the next step in the recruitment process, and how they will be informed.

On completion of all interviews, transfer the score for each candidate onto the Applicant Score Summary in the Recruitment Specification Pack. Decide on the successful candidate(s), noting reasons for rejection and acceptance against every candidate. Make particularly comprehensive notes if the person(s) offered the post(s) are not the highest scoring candidates. Crossing out of notes is not permitted, and any alteration must be scored through allowing the original to be legible and signed by the person making the alteration.

When the short list is complete, review every candidate file to critically question all reasons for rejection and acceptance, bearing in mind that the company does not condone in any manner choices made for any reason other than the ability of the candidate to carry out the job as previously specified, with no discrimination due to race, sex, sexual orientation, creed or disability. If the interviewer is unsure of their proposed decision in this area, they MUST consult the Registered Provider for further guidance.

Telephone each reference for each successful candidate, completing Reference Request 1 to 3 for each candidate.

If a candidate is contra-indicated due to a reference, decide if the reference is to be accepted and the candidate rejected, or investigate further (for instance, by recall of the candidate and further questioning).

In the case of Registered Nurses, telephone the Nursing and Midwifery Council (NMC) to test the validity of the given NMC Pin number.


  • To meet the legal requirements of the regulated activities that Epitome is registered to provide:

  • The Equality Act 2010
  • The Equality Act became law in October 2010
  • Human rights Act 1998

The GDPR (General Data Protection Regulation) 2018

  • The Equality Act 2010 which makes it unlawful to prevent employees from having discussions to establish if there are differences in pay. However, an employer can require their employees to keep pay rates confidential from people outside of the workplace.
  • The Equality Act became law in October 2010 replacing previous legislation (such as the Race Relations Act 1976 and the Disability Discrimination Act 1995) and ensure consistency in what employers and employees need to do to make their workplaces a fair environment and comply with the law.
  • Under the Equality Act 2010, it is unlawful to discriminate against people at work because of nine areas termed in the legislation as protected characteristics: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation. 

The company’s equal opportunities Policy is defined to comply with all relevant legislation. Our policy is governed by the equality act 2010, which makes it unlawful to discriminate directly or indirectly, in recruitment, employment or service delivery because of a protected characteristic.

Epitome Home Care Agency has instituted this Equality and Diversity Policy to ensure equal opportunities for all its staff, job applicants, clients, customers, suppliers and service users. It expects that all persons will contribute to and actively support the company in working towards the elimination of discrimination and harassment and the promotion of equality of opportunity.

We are committed to providing a working environment in which employees can realise their full potential and contribute to its business success. The company values the differences that a diverse workforce brings. This is a key employment value to which all employees are expected to give their support.

     Equal opportunities practice is developing constantly as social attitudes and legislation change. The company will       keep its policies under regular review and will implement changes where these could improve equality of opportunity. This commitment applies to all the company’s employment policies and procedures, not just those specifically connected with equal opportunities and diversity.

  • Human rights Act 1998 gives further effect to rights and freedoms guaranteed under the European Convention on Human Rights; to make provision with respect to holders of certain judicial office who become judges of the European court of Human Rights; and for connected purpose. 


  • The GDPR (General Data Protection Regulation) came into force on 25 May 2018. The regulation replaced the current Data Protection Act. Both employers and their employees have new responsibilities to consider helping and ensure compliance. Organisations must have valid reasons for having personal data and the data should not be held for any longer than necessary.


  • Workers have a right to access information that an employer may hold on them. This include information regarding any grievances or disciplinary action, or information obtained through monitoring processes.

If a worker wants to see their personal data, they should speak to their employer. Most requests for personal data can be provided quickly and easily (GDPR, 2018).