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Employment opportunities with UKSA

We are a fantastic organisation to work for, providing a supportive, challenging and progressive environment to work in. We are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share in this commitment. All staff are subject to appropriate vetting procedures and are required to provide a valid satisfactory DBS check at the required appropriate level of clearance.

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Recruitment Policy

Introduction

1.1  Effective and consistent recruitment practices are essential to ensure that all applicants are treated fairly and with diversity and equality of opportunity.

1.2  The recruitment process must result in the selection of the most suitable candidate for the job in respect of skills, experience and qualifications to meet the requirements of the role as outlined in the job description.

1.3  This Policy defines the principles that UKSA consider important in the recruitment process and aims to ensure that consistency and good practice is consistently applied.

Equal opportunities and equality and diversity strategy in requirement

2.1  It is against UKSA’s Equal Opportunities and Equality and Diversity Policy and a breach of legislation to discriminate either directly or indirectly on the grounds of race, nationality, ethnic origin, gender, marital status, pregnancy, age, disability, sexual orientation, gender reassignment, ethnicity, cultural or religious beliefs. Reasonable adjustments to the recruitment process will be made to ensure that no applicant is disadvantaged because of any disability or additional need.

2.2  All employees are required to comply with the requirements of the Equal Opportunities and Equality and Diversity Policy at all stages of the recruitment process, including the production of job descriptions, advertising material, and instructions given to external recruitment agencies, shortlisting of applications, interviewing, selection decisions and offers of employment.

2.3  All policies and procedures reflect our commitment to achieving and maintaining equal opportunities within the workplace.  It is the responsibility of every employee to monitor continually and evaluate formal and informal practices and procedures to ensure that they do not directly or indirectly discriminate against any individual or group of society.

2.4  Any employee who is found to be discriminating in any way during the recruitment process will be subject to the UKSA disciplinary procedure and may be liable to dismissal.

Monitoring equal opportunities in recruitment

3.1  In order for us to monitor the effectiveness of equal opportunities and equality and diversity within the recruitment process, UKSA request that all candidates complete the Recruitment Equal Opportunities Monitoring Form. Any data which is collected from this form will solely be for the purpose of monitoring equal opportunity and will be held confidentially by UKSA and protected from misuse. This data will only be recorded and maintained by the Human Resources Department.

Recruitment authorisation

4.1  Any vacancy must be authorised by the hiring manager and Director of Finance & Business Services before any attempt is made to fill the role.

Job descriptions and person specifications

5.1  Once authorisation has been obtained, the hiring manager must produce a job description for the vacancy which provides a fair and accurate representation of the role. The job description will include a clearly drafted person specification.

5.2  The job description will describe the duties, responsibilities and seniority of the post and the person specification will describe the qualifications, knowledge, experience, skills and competencies required.

5.3  The job description and person specification will form part of a candidate information pack that is specific to the role being recruited for, and will be available as part of the vacancy advertising.

5.4  Particular care must be taken when producing job descriptions to ensure that no requirements are placed on the job holder which could directly or indirectly contravene equal opportunities and equality and diversity regulations.

Advertising of vacancies

6.1  All vacancies must be advertised internally and via external means to ensure all candidates have equal and fair opportunity to apply. External means may include employment agencies or advertising in suitable press, social media or industry publications.

6.2  Any advertisement must not show any intention to discriminate and follow the Equal Opportunities Commission recommended code of guidance.

Shortlisting

7.1  In order to shortlist candidates for interviews, UKSA will:

  • 7.1.1 Identify specific job-related criteria using the job description.
  • 7.1.2 Match these criteria with those detailed in the candidate’s application.
  • 7.1.3 Use this information to select which candidates will be invited for interview.

7.2  Candidates who apply for positions with UKSA, whether through a direct advertisement or a recruitment agency, will always be informed of the outcome of their application as quickly as possible.

Recruitment interviews

8.1  UKSA uses a combination of competence and value based interview questions, and other methods of assessment such as presentations, practical exercises and written exercises to ensure we meet our commitment to safer recruitment practices and to successfully appoint the best candidate into the role.

8.2  A panel of at least two managers will conduct recruitment interviews. Interview notes will be taken and are available to a candidate to view if requested, and will be retained for a suitable period of time.

Offer of employment

9.1  Once the most appropriate candidate has been selected, this appointment needs to be approved by the Head of Department and the terms and condition of the offer of employment must be confirmed by the Director of Finance and Business Services.

9.2  An offer will be made verbally to the candidate initially, followed by an Offer of Employment letter. Once the offer has been accepted in writing, the Contract of Employment will be generated.

References

10.1  All employment offers are conditional upon receipt of satisfactory references that cover a three year period of employment history. One reference must be the candidates current or previous employer, although in the case of a college or school leaver, an academic reference is acceptable.

10.2  References will not be sought without the applicant’s permission.

10.3  References will be sought in writing and require that a standard reference form be completed.  If a response to a written request for a reference has not been received, then the Company will telephone the referee where the details have been provided and may request that the candidate also make contact to request the reference is responded to.

10.4  If full referencing is not received within the designated probationary period, then UKSA may consider terminating the contract of employment within the probationary period.

10.5  If references received are not deemed to be satisfactory, it may be necessary to withdraw the offer of employment or UKSA may consider terminating the contract of employment within the probationary period.

The bribary act

11.1  When recruiting for roles that may be vulnerable to bribery risks, and subject to the requirements of the Rehabilitation of Offenders Act 1974, UKSA may need to carry out additional checks during the recruitment process, which may include bankruptcy and credit reference checks and/or taking up additional references.

DBS checks

12.1  UKSA is committed to the Safeguarding and protection of the young people and children we have visiting our site. As such, all roles (whether employed, contracted or voluntary) are subject to a Safer Recruitment process, including the disclosure of criminal records and vetting checks. We have a range of policies and procedures in place which promote Safeguarding and Safer Working Practices across UKSA.

Qualification certificates

13.1  Applicants may be required to provide evidence of qualifications either in the form of original certificates which will be copied and then returned, or confirmation from the relevant Examination Board if certificates cannot be produced.

13.2  The employment offer may be conditional upon valid evidence of qualification and the offer may be withdrawn if this is not supplied within a reasonable timescale.

13.3  If an applicant falsifies certificates or evidence of qualifications and this subsequently comes to the attention of UKSA at any stage during employment, then the individual may be subject to disciplinary action and liable to dismissal.

Right to work checks

14.1  It is against the law to employ a person who does not have permission to live and work in the UK. UKSA could be prosecuted and fined under the Immigration and Asylum Act 1999 for employing somebody who does not have permission to work in the UK.

14.2  All successful applicants will be required to provide evidence of their identity for a right to work check to be undertaken by the HR Department.

14.3  Original documentation from the list below must be verified as part of the right to work check:

  • 14.3.1 A document giving the person’s National Insurance number and name.  This could be a P45, a National Insurance card or a letter from a government agency;
  • 14.3.2 A document showing that the person can stay indefinitely in the UK or that they have no restriction preventing them from taking employment.  This may be an endorsement in a passport, separate VISA or Home Office Letter;
  • 14.3.3 A work permit or other approval to take employment from the Department for Education and Employment;
  • 14.3.4 A document showing that they are a UK Citizen or have right of abode in the UK.  This may be an endorsement in a passport, a birth certificate, a registration or naturalisation document, proof of settled status or a letter from the Home Office;
  • 14.3.5 A document showing that they are a national of a European Economic Area country.  This may be a passport or national identity card: or
  • 14.3.6 A document confirming registration with the Worker Registration Scheme.

14.4  In order to avoid discrimination, it is essential that the same criteria are applied to every person who is offered employment with UKSA.

14.5  If an applicant is not able to produce one of the listed documents then they will be advised to contact any relevant agencies for further advice and their offer of employment will be put on hold for a reasonable period until evidence can be produced. Failure to produce the required documentation evidence may result in the offer of employment being withdrawn.

Personnel records and starter procedures

15.1  Personnel records are held by the HR Department. A file containing paper records, and an electronic file is held for each employee. Employee data is recorded in the Sage HR system database.

15.2  All records are held in a secure environment in full compliance with GDPR regulations.

Complaints procedure

16.1  Any applicant who may consider that they have been unfairly treated or discriminated against during the recruitment process should write to the HR Manager stating the grounds of the complaint. Any employee who wishes to raise a complaint about their experience of the recruitment process should do so by means of the UKSA Grievance Procedure.

DBS checks

Key information

Disclosure and Barring Service (DBS) checks are critical to ensure we maintain our Safer Recruitment and Safeguarding commitments. As such, DBS checks are required for all employees, freelancers or volunteers of UKSA. We carry out DBS checks at least every 2 years. By registering for Annual Renewal Service, UKSA will be able to, with your consent, check your DBS status on an annual basis.

Getting your DBS check

If you are required to have a valid standard or enhanced DBS check, this must be provided on or before your first day at work otherwise you may be unable to start work or be very limited with what you can do until your DBS check is received. The process of applying for a DBS check can be initiated during the recruitment process, once you have accepted an offer of employment that has been made to you.

If you have a valid DBS check, or you are not sure if a current check is valid, please check with the HR Department who can ratify your existing check or confirm if a new check is required. New applications are processed by ‘uCheck’ who are our current umbrella organisation for processing DBS requests. There is a fee for DBS checks and the cost of this is met by UKSA as part of our Safer Recruitment commitment.

For volunteers, DBS checks are free of charge. As of the 1st July 2018, uCheck charge £54.40 for an enhanced DBS, which includes their administration fee of £10.40.

How does the uCheck process work?
Step 1 Applicant Provide UKSA with your legal name and preferred email address
Step 2 HR at UKSA Set up the applicant’s profile on uCheck
Step 3 Applicant Receive uCheck link and complete the online form (approx. 5 minutes)
Step 4 Applicant By prior arrangement, supply x3 original ID docs from the groups listed to HR at UKSA for verification. Check the list carefully as if your ID is incorrect, the delay may prevent you from starting work
Step 5 HR at UKSA Check and verify the correct original ID documents and approve the online form
Step 6 uCheck Countersign and progress with the DBS check (takes approx. 48 hours)
Step 7 uCheck Notify HR at UKSA of the status of the DBS check
Step 8 DBS Post the DBS certificate to the applicant, giving information about the annual DBS update service (there is a 19-day deadline if you wish to sign-up)
Step 9 Applicant Receive DBS certificate. Keep it safe. Provide sight to HR at UKSA for certification. Decide whether to register for the annual update service. This is optional yet is cost and time effective at £13 per year (self-funded but reimbursement will be considered on a case-by-case basis) which helps you, UKSA and potentially other organisations check your DBS status more efficiently
ID checking – what do I need?

Three original documents in total must be verified:

  • One document must come from Group 1
  • Two documents from Group 1, 2a or 2b.
  • One document must verify the applicant’s current address.

The DBS have requested that if an Applicant indicates they have a Passport and/or Driving Licence, then the information must be provided.

Group 1 – Primary Trusted Identity Credentials
  • Current valid Passport
  • Biometric Residence Permit (UK)
  • Current Photocard Driving Licence (UK, EU, Isle of Man / Channel Islands) (Full or Provisional)
  • Birth Certificate (UK and Channel Islands) – issued at the time of birth; or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces. (Photocopies are not acceptable)
  • Adoption Certificate (UK and Channel Islands)
Group 2a – Trusted Government/State Issued Documents
  • Current UK Driving licence (old style paper version)
  • Birth Certificate (UK and Channel Islands) – (issued after the time of birth by the General Register Office/relevant authority i.e. Registrars – Photocopies are not acceptable)
  • Marriage/Civil Partnership Certificate (UK and Channel Islands)
  • HM Forces ID Card (UK)
  • Fire Arms Licence (UK and Channel Islands)
Group 2b – Financial/Social History Documents
  • Mortgage Statement (UK or EEA)** (Non-EEA statements must not be accepted)
  • Bank/Building Society Statement (UK or EEA)* (Non-EEA statements must not be accepted)
  • Bank/Building Society Account Opening Confirmation Letter (UK) *
  • Credit Card Statement (UK or EEA)* (Non-EEA statements must not be accepted)
  • Financial Statement (UK) ** – e.g. pension, endowment, ISA (UK).
  • P45/P60 Statement **(UK & Channel Islands)
  • Council Tax Statement (UK & Channel Islands) **
  • Work Permit/Visa (UK Residence Permit)(valid up to expiry date) **
  • Utility Bill (UK)* – Gas
  • Utility Bill (UK)* – Electricity
  • Utility Bill (UK)* – Water
  • Utility Bill (UK)* – Phone (landline only)
  • Benefit Statement (UK)* – e.g. Child Allowance, Pension
  • A document from Central/ Local Government/ Government Agency/ Local Authority giving entitlement (UK & Channel Islands)*- e.g. from the Department for Work and Pensions, the Employment Service , Customs & Revenue, Job Centre, Job Centre Plus, Social Security
  • EU National ID Card
  • Cards carrying the PASS accreditation logo (UK and Channel Islands)
  • Letter from Head Teacher or College Principal (16-19 year olds in full time education in the UK (only used in exceptional circumstances when all other documents have been exhausted))
  • Letter of sponsorship from future employment provider – NON-UK/NON-EEA Only
Please note if a document in the List of Valid Identity Documents is:

Denoted with * it should be less than three months old

Denoted with ** it should be issued within the past 12 months

Not denoted it can be more than 12 months old

Recruitment of ex-offenders

Introduction

As an organisation using the Disclosure & Barring Service (DBS) Disclosure service to assess applicants’ suitability for positions within the company, UKSA complies fully with the DBS Code of Practice and undertakes to treat all applicants for positions fairly and equally. It undertakes not to discriminate against any subject of a disclosure on the basis of a conviction or other information received.

UKSA is an Equal Opportunities employer and aims to ensure that no job applicant or employee receives less favourable treatment on grounds not relevant to good employment practice.

Policy statement

2.1  UKSA is a charity providing residential activities, education and training in a safe and positive environment.  A large proportion of our beneficiaries are children, youths and vulnerable adults. A thorough risk assessment and UKSA commitment to safer recruitment practices has identified that all staff are required to provide a satisfactory disclosure.

2.2  The policy covers employees, volunteers, and self-employed instructional staff.

Code of practice

As an employer committed to the principle of equality of opportunity, the company will adhere to the following procedure for recruiting and selecting individuals for all positions:

3.1  Advertising
All job adverts will contain a statement that a Disclosure and Barring check will be requested in the event of the individual being offered the position.

3.2 Application forms
Application for Employment forms will require candidates to state if they have any criminal convictions or are currently undergoing any criminal investigation. The form carries the following statement; “due to the nature of this employment, it is exempt from the Rehabilitation of Offenders Act. You are therefore required to declare any convictions or cautions you may have, even if they would otherwise be regarded as ‘spent’ under the Act. The information you give will be taken in confidence and will only be taken into account in relation to an application where exemption applies. Disclosure of a criminal record will not automatically debar you from an appointment. Failure to declare the conviction may, however, disqualify you from appointment, or result in summary dismissal when the discrepancy comes to light. If your application is successful, you will be asked to apply for a suitable level of DBS disclosure.”

Candidates who apply for a position with a CV will also be required to fill out the relevant sections of the application form.

3.3 Interviews
The staff responsible for short-listing, interviewing and making or recommending an appointment will be trained to brief applicants on disclosure requirements.

3.4 Process for DBS disclosure
UKSA will encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process.  The Disclosure form, together with a copy of the policy for the Recruitment of Ex-Offenders, and the DBS code of practice, will be sent to the successful applicant prior to the commencement of employment if requested. UKSA undertakes to carry out identity checks on or before commencement of employment.

3.5 UKSA HR and confidentiality
UKSA undertakes to treat all information, whether given verbally at interview, written on the application form, or provided with the disclosure information, with the utmost confidentiality. The disclosure form will be verified by the HR Manager. All information is kept in a secure office with access only by authorised members of staff, and UKSA undertakes that relevant information will only be seen by those who need to see it as part of the recruitment process.  Where an applicant discloses a criminal record, the HR Manager will be responsible for informing the Director of Finance & Business Services in the first instance.

3.6 Disclosures of criminal convictions

Unless the nature of the position allows UKSA to ask questions about an individual’s entire criminal record, we will only ask about ‘unspent’ convictions as defined in the Rehabilitation of Offenders Act 1974.  UKSA ensures that all those who are involved in the recruitment process have received suitable guidance to identify and assess the relevance and circumstances of offences.

We will inform all applicants that having a criminal record will not necessarily bar them from working for UKSA.  This will depend on the nature of the position and the circumstances and background of the offences.

UKSA will ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position.  Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. We undertake to discuss any matter revealed in a disclosure with the person seeking the position before withdrawing an offer of employment.

Should information come to light following commencement of employment which affects the employees suitability for the role, the company may terminate employment.

3.7 DBS code of practice 
UKSA makes every subject of a DBS Disclosure aware of the existence of the DBS Code of Practice and makes a copy available on request.

Applicant privacy notice

Data controller

UKSA, Arctic Road, Cowes, Isle of Wight PO31 7PQ

As part of any recruitment process, UKSA collects and processes personal data relating to job applicants. UKSA is committed to being transparent about how it collects and uses that data and to meeting GDPR regulation obligations.

Data protection principles

We will comply with data protection and GDPR legislation and regulation, which means that your data will be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Used in a manner that is relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely
Data Protection contact

UKSA has appointed Simon Hamilton, Director of Finance and Business Services as the person with responsibility for overseeing data protection compliance within UKSA. Questions about this notice, or requests for further information, should be directed to Simon Hamilton, and he can be contacted at [email protected]

What personal data does UKSA collect?

Personal data is any information about an individual from which that person can be identified. It does not include data where an individual cannot be identified (anonymous data).

UKSA collects a range of information about applications at different points during the recruitment process. This includes:

  • Your name, address and contact details, including email address and telephone numbers
  • Details of your qualifications, skills, experience and employment history
  • Whether or not you have a disability for which UKSA would need to make reasonable adjustments during the recruitment process

If an offer of employment is formally made we may also collect, store and use the following “special categories” of more sensitive personal information:

  • Information about your race, ethnicity, religious beliefs, and sexual orientation
  • Information about your health, including any medical conditions
  • Information about criminal convictions and offences

UKSA may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks to ensure our commitment to safer recruitment practices. UKSA will seek information from third parties only once it has made a job offer to you; we have your express consent and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

How is your personal information collected?

UKSA may collect this information in a variety of ways. For example, data might be collected through application forms or CVs; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of, or during, employment [such as new starter forms]; from correspondence with you; or through interviews, meetings or other assessments.  If you are asked to complete a psychometric profile, it will be generated based on your responses to the questionnaire completed online via software provided by the test designers.

In some cases, UKSA may collect personal data about you from third parties, such as CVs from recruitment agencies, references supplied by former employers, [employment background check providers, credit reference agencies and information from criminal records checks permitted by law].

Why does UKSA process personal data?

UKSA needs to process data in order to make an assessment of your qualifications, skills and experience related to the job you have applied for.

In some cases, UKSA needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

UKSA has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows UKSA to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. UKSA may also need to process data from job applicants to respond to and defend against legal claims.

UKSA may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics with a view to promoting equality of opportunity. We may also collect information about whether or not applicants are disabled so that reasonable adjustments can be made for candidates who have a disability. UKSA processes such information to carry out its obligations and exercise specific rights in relation to employment.

For all appointments, UKSA is obliged to seek information about criminal convictions and offences. Where UKSA seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, UKSA may keep your personal data on file, for up to 6 months. UKSA will ask for your consent before it keeps your data and you are free to withdraw your consent at any time.

Who has access to your data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of HR and interviewers involved in the recruitment process. Our IT consultants may also have access to the data, by virtue of their access to IT systems, but would not access this data other than is necessary for the performance of their roles.

UKSA will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. UKSA will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

UKSA will not transfer your data outside the European Economic Area.

How does UKSA protect data?

UKSA takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. Electronically held data is restricted to HR only on a separate drive within our network. Paper copies are kept either within the HR Office (which is manned or locked when unmanned). Interviewers are only given paper copies, which are handed over and collected for shortlisting, and or on the day of the interview.

For how long does UKSA keep data?

If your application for employment is unsuccessful, UKSA may hold your data on file for 6 months after the end of the relevant recruitment process as stated above. At the end of that period or once you withdraw your consent; your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request
  • Require UKSA to change incorrect or incomplete data
  • Require UKSA to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • Object to the processing of your data where UKSA is relying on its legitimate interests as the legal ground for processing and there is no overriding legitimate interest to continue this processing

If you would like to exercise any of these rights, please contact Simon Hamilton, Director of Finance and Business Services, using the email address [email protected]. If you believe that UKSA has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to UKSA during the recruitment process. However, if you do not provide the information, UKSA will not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based on automated decision-making.