Name of vacancy/new job (delete as appropriate):

Number of vacancies/new jobs in the particular role (delete as appropriate):

Planned start date/s of new recruit/s (delete as appropriate):

Step 1 - Plan

Task done by

Date

Notes

Identify staff needed: Where, why and plan for the future

Step 2 - Prepare

Task done by

Date

Notes

Consider whether any of the aims of the job have changed, and how this may affect factors such as the skills required and work flow

Compile documents for the vacancy:

*Job description

*Person specification
*Job application form
*Equality & diversity monitoring form

*Job offer letter template /Written Statement of Terms and Conditions of Employment

*Information about the employer

*Decide whether candidates will be asked for references and at what point – the shortlist stage or when offered the job

Make sure you understand the rules about hiring someone from outside the UK – these changed on 1 January 2021

Step 3 - Advertise

Task done by

Date

Notes

Before drawing up the job ad, decide factors such as how candidates should apply, who will sift applications and the rate of pay

Choose where to advertise in at least two different channels

Compile the job ad, carefully ensuring the wording is not discriminatory

Step 4 – Handle applications

Task done by

Date

Notes

Send ‘application pack’ to applicants – this would usually include:

* application form

* job description

* person specification

* equality & diversity monitoring form

* information pack about organisation

Using the job description, person specification and application forms, at least two people trained for the task should objectively draw up a shortlist of candidates for interview and/or further assessment

Invite shortlisted candidates for interview/ assessment, and ask whether they need any ‘reasonable adjustments’, often called ‘access requirements’, for any part of the recruitment process

Get ready for the interviews, to be conducted by more than one person trained for the task:

* plan questions to probe skills and qualities essential for the job

* decide how candidates’ answers will be scored

* anticipate candidates’ questions and have the info ready

* plan any selection tests/ presentations etc and how they will be scored

* let the candidates know what they’ll be asked to do, and if they need to prepare anything before the test or interview

* book a private room which will not be interrupted by telephone calls or visitors

Conduct the interview:

* welcome the candidate and give them a little time to get their own materials to hand

* briefly outline the job and the organisation, then move to the first question

* ask questions which cannot be answered ‘yes’ or ‘no’. They usually begin with ‘what’, ‘why’, ‘when’ or ‘how’

* do not ask for personal information or personal views irrelevant to the job, or potentially discriminatory questions

* do not ask health-related questions before making a job offer

* listen and make brief notes on key points

* keep to the time frame for the interview, but allow for the candidate’s questions

* tell the candidate when they can expect to hear from the organisation

* explain that a job offer to the successful candidate will be subject to pre-employment checks – including immigration checks

* ask the candidate if they have any questions about the job

Select the best candidate for the job using the scoring method decided earlier in Step 4

Step 5 – Complete final details

Task done by

Date

Notes

Send the successful candidate a job offer letter and explain pre-employment checks will have to be made

Make pre-employment checks such as the candidate’s right to work in the UK and references

Resolve any employment contract queries

Before the recruit starts their new job:

* give them their Written Statement of Terms and Conditions of Employment

* remind them where to find out about the organisation’s procedures and policies

Write to unsuccessful candidates and give carefully considered feedback if requested