Recruitment, Selection and Induction by https://padlet.com/becky_lloyd/eb1l9z17rz7w The process en-us 2016-06-20 12:42:30 UTC 2026-03-09 15:33:19 UTC hello@padlet.com Second offer letter becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062486 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.


]]> 2016-06-20 14:37:58 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062486 First Day Induction becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062629 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. We also discuss the opportunities of training and explain our performance review system which can lead to pay rises and career progression. 
Abbeycroft have a similar procedure which is completed by the staff at Abbeycroft Leisure. ]]> 2016-06-20 14:39:30 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062629 Clearing to start becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062752 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.]]> 2016-06-20 14:40:41 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062752 Once all the Forms and references are checked and returned then the completed application must be checked by a Business Advisor or Business Partner. becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062852 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. ]]> 2016-06-20 14:41:31 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062852 Send out Contract, Pre Employment Health Declaration, Bank Details Form, Pension form and Emergency contact details. becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062944 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.
]]> 2016-06-20 14:42:19 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115062944 Find and send references becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063132 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.]]> 2016-06-20 14:44:19 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063132 Begin HR Checklist becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063216 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.]]> 2016-06-20 14:45:12 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063216 Set up both electronic and paper files becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063378 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
]]> 2016-06-20 14:47:05 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063378 Send regret letters (Feedback) becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063656 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.]]> 2016-06-20 14:50:31 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063656 Offering the Job becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063958 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. ]]> 2016-06-20 14:53:06 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115063958 Interview becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115064083 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 positon. 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. 

Some interviews involve a test. This is another stage to ensure the right candidates are selected to do the job. For example, a candidate can lie about there swimming ability so we run a swim test to ensure that we can judge and assess there swimming abilities while also conducting a conventional interview. 
]]> 2016-06-20 14:54:08 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115064083 Chasing up those who have not confirmed attendance becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115064435 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.]]> 2016-06-20 14:56:01 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115064435 Interview invites becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115064588 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.  ]]> 2016-06-20 14:57:08 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115064588 Job pack Shortlisting becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115064954 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. 

The Equality Act means shortlisting will take place in an unbiased way without prejudice towards factors such as age, gender or ethnicity. Abbeycroft have a job monitoring form which is used by HR and is optional to fill out. It discloses information such as sexual orientation and ethnicity although this is never shown to the manager. To ensure that managers don’t have any prejudices against candidates in the shortlisting form they are required to explain why they have not shortlisted so that we can be sure that they have not declined an interview based on an inferred detail.
]]> 2016-06-20 15:00:43 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115064954 Aplication forms becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115065053 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.]]> 2016-06-20 15:01:48 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115065053 Advertising becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115065253 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. We may advertise different jobs in different ways; for example we may advertise Cleaners and Housekeeping supervisors in local newspapers because the type of people who apply for these vacancies are more likely to see it in this type of publication. On the other hand, we advertise jobs like Casual Leisure Assistants and Apprentice Fitness Instructors on social media platforms such as Twitter, Instagram and Facebook as people who are more likely to apply for these type of jobs will see them here than in other forms of publication. 
When advertising, it is important to sell the benefits of working for the company. Not only does it sound appealing to the potential employee but it also illustrates the values of the company. An example of benefits included on Abbeycroft adverts are Pension Schemes and Family friendly benefits as well as free use of Abbeycroft facilities.  
When publishing Job Descriptions and Selection Criteria HR must check that there are no hidden prejudices. An example of this could be qualifications. For example, saying “Applicants must have 5 GCSE’s or equivalent” apposed to “Applicants must have 5 GCSE’s” although you are only adding two words these ensure you are not prejudice towards mature applicants who may have taken other exams before the introduction of GCSE’s. It also means that international applicants can apply who may have done other qualifications.   ]]> 2016-06-20 15:03:29 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115065253 Recruitment request is signed becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115065557 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. The manager will then fill in the Selection Criteria and Job Descriptions ]]> 2016-06-20 15:05:55 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115065557 Recruitment Request becky_lloyd https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115066070 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. 

Staffing levels vary depending on many factors for example in the case of Abbeycroft the need for staff depends on the time of year.  An example of this is that due to increased volumes of people attending the Leisure Centres in summer due to school holidays and warmer weather Abbeycroft Leisure recruits more Leisure Assistants to ensure there is more staff on hand to help with larger volume of people. 

Although Abbeycroft Leisure does not use the Delphi technique, it is recognised that other companies do use the Delphi Technique to access recruitment needs. The Delphi Technique is used by creating groups of staff and customers who come up with recruitment ideas and return the suggestions back to HR. I.E If Abbeycroft staff and customers felt that more cleaners were needed to improve the facility then HR would know this. The Delphi technique can be repeated to test the accuracy and precision of the results.

When Anglia and Abbeycroft Leisure Centres merged HR was changed drastically. The recruitment process itself was made universal across all 11 Leisure Centres so was the HR team. The HR Abbeycroft team consisted of Business partner, Advisor and Support became one team which dealt with all sites. Previously, there was a team at both the St Edmundsbury and Forest Heath sites that dealt with the Leisure centres. (Those in there catchment area)

Abbeycroft has a very high staff turn over. Often college and sixth form students will take on positions in the organisation due to the association with a younger workforce. Inevitably, many of these will go on to full time careers outside the leisure industry or move away to pursue higher education. This can mean it looks like we are always recruiting which can be off putting for those job hunting. If you regularly see vacancies you may wonder why so many staff leave which can lead to negative imagery of a company. 
]]> 2016-06-20 15:09:15 UTC https://padlet.com/becky_lloyd/eb1l9z17rz7w/wish/115066070