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Recruitment Selection and Induction Procedure

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Recruitment Selection and Induction Procedure

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Below is the procedure for recruitment at Abbeycroft Leisure. Use the Back arrows to read through the procedure.

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The first step is to find out which references need to be sent out. The company policy is to go to all references which fall within the last three years; this is normally around 3 but can sometimes be as many as 6 or as few as 1. References are sent via email although a few are sent by post. Often people only supply telephone numbers so we have to ring the company to get an email address. Another thing people tend to do is not include all references so that we have to go to them and ask permission to contact a company.

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Inductions for West Suffolk employees are done by HR and Verse. HR provides the HR Inductions which goes through council practises like MiHR, Working Practise, Internet Policy and Dress Code. Employees are asked to sign paperwork on the Internet Policy and told to sign in to MiHR. Verse is responsible for giving the Health and Safety side of inductions for example the fire alarm, rules on smoking as well as providing badges. Managers will give a brief tour of the building and introduce the new employee to people they believe that they are going to need to know.

Abbeycroft have a similar procedure which is completed by the staff at Abbeycroft Leisure.

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Once a start date has been confirmed HR will send a Second Offer Letter to the individual this provides conformation of the start date to the individual and having it in writing means it can then be action as the first date of there service for the benefit of payroll.

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Once the business partner has checked the application they are clear to start. The HR Business Support member will then contact the manager of the new starter to arrange a start date. Once a start day has been arranged between manager and new employee HR will be informed and arrange a conformation of this date.

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Once all the Forms and references are checked
and returned then the completed application must be checked by a Business
Advisor or Business Partner.

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Once all the Forms and references are checked
and returned then the completed application must be checked by a Business
Advisor or Business Partner.

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Once all forms have been returned to HR and the checklist is complete the file must be passed to a Business Advisor or Business Partner who will check there is no gaps in the application and nothing that could be queried. Once they are happy with the completed application it is returned to the Business Support Team to arrange a start date.

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Send out Contract,
Pre Employment Health Declaration, Bank Details Form, Pension form and
Emergency contact details.

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Send out Contract,
Pre Employment Health Declaration, Bank Details Form, Pension form and
Emergency contact details.

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The next stage is to write the contract. The contract must contain all important information such as

Pay,

Notice period,

Hours of work,

Annual leave,

Sickness policy,

Maternity/paternity/adoption rights.

Once the contract is written it is sent out with the following

Bank Details Form – This allows people to nominate a bank account they wish there pay to be paid into

Emergency Contact Details - In the unlikely event of an incident where we would need to contact someone we know who to contact.

Pre-Employment Health Declaration – This allows us to check sickness records but more importantly see if there are any adjustments we need to make so the employee gets the most out of there job.

New Starter Checklist – This acts like the old P46’s it focuses on student loans and tax codes.

Pension Forms or opt out forms – These are used to either sign up for the pension scheme or opt out of auto-enrolment. This is vital so that the correct deduction in earning s for the pension funds have been taken. A death grant form is also included so that you can nominate who this will go to when you die.

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The HR Checklist used to be only on the paper files but due to the nature of having a variety of sites with different people working on them at different times it was easier to chart progress of the recruitment process. HR will tick off the boxes once they have a document to show that they have this document. It means that at a glance anyone can tell what is missing.

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Once the successful candidate has accepted there position HR will begin to create a personal record for the individual, at both West Suffolk and Abbeycroft Leisure we do this both electronically and a hard paper copy.

Electronic Files

Electronic files are saved in the A-Z Personal Files for the organisation that they work at. The general rule of creating a file is it is placed in the correct folder which is the first letter of there surname. The file is saved as Surname, First Name. This has five parts;

Absence and Health

Casework

Employment Details

Learning and Development

Payroll and Pensions

Paper Files

The paper files are a collation of all the paperwork we request. Although theses are saved in the electronic files it’s often easier to compare documents in paper form. When the individual has started in there new position the file goes into the cupboard. We keep these in the cupboard for reference.

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Once the manager has confirmed who has been appointed in the vacancy the unsuccessful candidates will then need to be informed. We do this over email following a template. Sometimes they will respond to the email and ask for feedback. This is then forwarded on to the recruiting managers to give constructive feedback.

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Recruiting Managers will phone up the successful candidate and offer them the position, If they agree to accept the Job HR can begin the paperwork side of it. Should they decline the offer the recruiting manager can offer it to a second choice candidate. If they decline it will continue to be offered. If no one suitable has been interviewed or if the only suitable candidates decide not to send out the references then the only thing they can apply to re- advertise.

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The interview stage is completed by the recruiting manager and at least another member of staff will interview the candidates while completing the Interview Assessment form is then completed to try and conclude the suitability of the applicant to the position. The recruiting managers will ask some questions in relation to the candidate’s ability to do the job and they should also the some time to go through the application form confirming any gapes in employment and ensuring all references are written down. They should also scan in and sign any documents brought in which should be NI Proof and Passport/Birth Certificate. After all interviews are conducted they must chose who they wish to employ. Once decided they must email HR and tell them who they have appointed and who to send regret letters. They should also send Interview Assessment forms for all candidates as well as scanned documents.

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Chase up those not confirmed attendance 

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Chase up those not confirmed attendance 

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Two days before the scheduled anyone who has not responded to the email will be called. This is to ensure if they have the received the email and if they plan on attending. This is then marked on file. Once we know who is attending we will send out a final times schedule to managers so they know who is coming at what time. This allows the recruiting manager and interviewing officer to plan ahead so the best interview can be given.

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Once HR Have received the Interview  Selection Form they will email candidates an email explaining the details of there interview telling them what to bring , location and time. HR will then email Recruiting Managers to provisionally show who is at what time. We tend to pick times based on the candidates application form. The candidates will then respond to the email and confirm attendance or decline the offer. Once the applicants have responded to the invite they will be marked on file as to if they are attending.

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The first stage of shortlisting is completed by the HR Team. We collate all the applicants and check for Job Survey Forms attached which must not be sent to the manager as they contain facts that cause managerial prejudice such as Sexual Orientation and Ethnicity which the managers could have a bias against. We also check no one has an automatic right to an interview (E.g. Considered to have a disability). The Shortlisting form is then completed to allow all the candidates to be considered. The Shortlisting Form, Selection Criteria, Job Profiles and application forms are sent across to the recruiting manager for consideration. The manager will then assess the candidates based on the Selection Criteria and Job profile. They will also fill in interview details. They will then send the completed Selection form back so that HR can arrange interviews for candidates.

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Email

Email is the most common way that application forms are submitted to Abbeycroft Leisure. Application forms are completed online through the careers page on Abbeycroft leisure and when they have been submitted they arrive in the recruitment@acleisure.com inbox.

Post

Applicants who chose not to submit there applications via the online application system will often call or email HR to request a Job pack be sent. Some send them back completed on word and various other digital methods but most return them by post. These have to be scanned in to the files and split from Job Survey Forms.

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Once the recruiting manager has been notified that the recruitment request has been accepted they will contact HR with details of the vacancy. HR will then use advertising templates to create a suitable advert ad confirm that the recruiting managers are happy for the advert to go out. Once this has taken place HR will send the advert to Jobs today to put it on the Abbeycroft Leisure website in some instances adverts also run through external providers and recruitment agencies depending on the nature of the job.

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On receiving the recruitment request the manager will assess the request form to make sure it is as efficient and effective as it can be. They will also check if it is financially viable and f the recruitment is necessary. This is conducted by a general company manager and if they decide the request would benefit the company they will sign it and return it to the recruiting manager.

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After another employee has announced they will be leaving the organisation the manager will access the situation to see if and how the employee needs replacing. Once this decision has been made the manager will fill in a recruitment request form. The form explains what the job is and acts as a pledge as to why the manager needs this person.