UKSA are fully committed to an effective and consistent recruitment practice and acknowledge that a defined process for recruitment into UKSA is essential to ensure that all applicants are treated fairly, and meets the UKSA Equal Opportunities, Diversity and Inclusion Policy so that all applicants are treated equally.
To ensure that all recruitment activities are undertaken in line with the policy, we will:
- Ensure the recruitment of staff into UKSA results in the selection of the most suitable candidate for the role in respect of skills, experience and qualifications to meet the criteria of the role job description regardless of race, sex, age, ethnicity, disability, gender reassignment, sexual orientation, relationship status, pregnancy and maternity, and religion or belief.
- Facilitate reasonable adjustments to the recruitment process to ensure no applicant is disadvantaged because of a disability or additional need.
- Production of job descriptions, job advertisements, shortlisting, interview and assessment, selection decisions and offers of employment are made in line with the UKSA Equal Opportunities, Diversity and Inclusion Policy and UKSA’s committement to safer recruitment practices.
- Ensure this policy is applied consistently.
- Collate applicant Equal Opportunities and Equality Monitoring Forms to be able to effectively monitor inclusion and diversity metrics within UKSA in line with GDPR regulations.
- review this policy bi-annually or more frequently if significant changes occur.
UKSA is committed to Safeguarding and protecting the children, young people and vulnerable adults that we work with. As such, ALL posts are subject to our safer recruitment process, including the disclosure of criminal records.
All roles require a satisfactory Basic or Enhanced Disclosure and Barring Service (‘DBS’) check. The level of check required will be included in the candidate information pack and any offer of employment made will be conditional on the receipt of a completed Criminal Convictions Disclosure Form, satisfactory DBS clearance and satisfactory employment references that cover a minimum period of 3 years of employment history.
The following process will be followed for end-to-end recruitment:
- Vacancy Review Form
When a vacancy arises, a Vacancy Review Form must be completed and submitted to HR with the relevant authorisation signatures. No role will be processed for advertising without the Vacancy Review Form being completed and with the necessary authorisations being in place.
- Job Description and Person Specification
As part of the Vacancy Review Form, the hiring manager must produce a reviewed and updated job description and person specification that provides a fair and accurate representation of the role, detailing the role duties, responsibilities, seniority of the post, any line management responsibility, and the skills, qualifications and expeiernce criterion required.
All roles must be advertised internally by emailing the ALL UKSA Staff email address advising the role is vacanct and open to internal applications, and externally, to ensure all candidates have equal and fair opportunity to apply. External advertisement may include agencies, social media, the UKSA website and relevant industry publications.
All advert wording is to be authorised by HR to ensure there is no intention, directly or indirectly, to show discrimination or any kind.
All roles will be subjected to shortlisting, which will be against specific job-related criteria derived from the job description, and used against each application, and this information will be used to select which candidates will be progressed to interview and assessment.
All candidates will be advised of their shortlisting outcome as soon as reasonably practical post the role closing date.
- Interview and Assessment
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.
A panel of at least two managers will conduct recruitment interviews, with at least one member of the panel having successfully completed Safer Recruitment Awareness training. Interview notes will be taken and are available to a candidate to view if requested, and will be retained in line with the UKSA retention schedule.
- Right to Work
As a result of BREXIT, the process of right to work checks changed. Until the 30th June 2021, right to work checks can continue to be made by checking applicants passports/identity cards and VISAs/ immigration status documents manually.
It remains 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 someone who does not have the necessary permissions and clearance to work in the UK.
Applicants from anywhere outside of the UK, exclusing Irish citizens, will need to apply for a VISA to be eligible to work in the UK.
This new system will NOT apply to EEA or Swiss citizens already in employment in the UK and that have successfully been granted settlement status.
UKSA require a VISA Sponsorship Licence to hire workers from outside of the UK.
From the 1st January 2021, a new immigration system applies to people arriving in the UK, and EU citizens moving to the UK for work need to have their VISA in advance, therefore all applicants invited to interview must provide evidence of their identity and immigration status for verification by HR.
Applicants from outside the UK will need to be registered with the Home Office and provide UKSA a share code for HR to complete the required right to work checks online at https://www.gov.uk/view-right-to-work
and confirm evidence of settled, pre-settled or VISA status.
Failure to meet or provide the necessary documents or immigration status will result in any offer of employment to be placed on hold for a reasonable period of time whilst the applicant contacts the relevant agencies for advice or until the required evidence can be produced, and if not provided in a reasonable period of time, the offer of employment will be withdrawn.
All candidates will be advised of their interview and assessment outcome as soon as reasonably practical post the interview and assessments being concluded.
All candidates that are not successful are to be offered the opportunity for constructive feedback.
- Offer of Employment
Once the most appropriate candidate has been selected, this appointment needs to be approved by the relevant Director and HR advised. An email is acceptable.
For an offer to be made, the terms and condition of the offer of employment must be confirmed by the hiring manager and Director of Finance and Business Services, by the completion of a New Start Form. Once completed and with the relevant authorisations, the New Starter Form must be forwarded to HR for processing.
An offer can be made verbally or via email 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.
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. References will not be sought without the applicant’s permission.
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. If full referencing is not received within the designated probationary period, then UKSA may consider terminating the contract of employment within the probationary period.
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.
- DBS Checks
All roles must have a suitable level of DBS clearance in place, ideally prior to starting with UKSA, but must be received and in place no later than by the 3 month probationary review.
Please refer to the Disclosure and Barring Service Policy Statement and DBS Checks at UKSA for full details.
Applicants may be required to provide evidence of qualifications either in the form of original certificates which will be verified/ copied and then returned, or confirmation from the relevant Examination Board if certificates cannot be produced. 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.
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.
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.
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.
Information and documentation resulting from this policy will be held and processed in line with GDPR guidelines.
All Managers that have interviewing responsibilities will be required to successfully complete a Safer Recruitment Awareness course, supplied by NSPCC, with the cost of the course being funded by UKSA.