POL_HR1 Recruitment Policy

Posted On : 12/05/2025

Version: V1
Active Date: 6/8/24
Document Owner: Head of People Services

Does this policy relate to me:

  • This policy applies to everyone working for the Authority.
  • This includes employees, workers, contractors, volunteers, interns, apprentices and job applicants.

This policy is also available in Welsh.

Contents

1. Policy Statement

1.1  The Authority is committed to a fair and transparent recruitment process. The Authority also fully complies with all required pre-employment checks, including Right to Work and DBS, which follows a fair and transparent procedure.

2. Aim of Policy

2.1  This policy sets out the Authority’s approach to the recruitment process. This policy also sets out the Authority’s approach to DBS checks and recruitment of people with a criminal record.

3. Scope of Policy

3.1  This policy includes information about line manager responsibilities, the role of the HR department, job descriptions and employee specifications, assessment criteria, interviews (both remote and onsite) and equality, diversity and inclusion.

4. Definitions

4.1  DBS: Disclosure and Barring Service

5. Legislation

5.1 Equality Act 2010

5.2 Rehabilitation of Offenders Act 1974 Exceptions Order

5.3 Police Act Regulations

6. Assessment Criteria

6.1 We always aim to recruit the person who is most suited and best fit for each job. We recruit solely based on the applicant’s abilities and individual merit as measured against the predetermined criteria for the job. Qualifications, experience and skills are assessed at the level that is relevant to the job.

7. Job descriptions and person specifications

7.1 Before initiating the recruitment process, the responsible line manager must submit a Request to Fill form including an up-to-date job description, person specification and draft advert. New posts must be evaluated prior to this stage.

The job description will describe the duties and responsibilities, while the person specification will describe the type of qualifications, knowledge, experience and skills required for effective performance of the job.

7.2 Where Welsh language skills are essential, then the post will be advertised on specialist Welsh medium job boards. Departments must provide typical examples of communication required through the medium of Welsh in relation to the vacant post. This will facilitate the successful appointment of staff with the appropriate level of Welsh language competency.

8. Advertisement of Vacancies

8.1  It is our policy that all vacancies will be advertised through our online platform Webrecruit, bilingually.

It is the responsibility of the recruiting line manager to prepare an advertisement for the vacant post and submit with the Request to Fill form. Additional time must be factored in to allow for translation services. Advice and guidance will be provided by HR.

9. Equality, Diversity and Inclusion

9.1 We are committed to applying our equality, diversity and inclusion policy at all stages of recruitment and selection. We always carry out shortlisting, interviewing and selection without regard to an applicant’s protected characteristic or trade union membership.

The Authority is recognised as a Disability Confident employer.

10. Shortlisting

10.1 Applicants are assessed purely against the evidence of essential criterion as specified in the Person Specification.

Applicants must provide evidence of how they meet all the essential criteria to be eligible for shortlisting. This applies to all candidates, including internal candidates.

10.2 Where there is only one internal candidate who meets all the essential criteria, then a professional discussion regarding their suitability for the post may be held rather than a panel interview.

10.3 A shortlisting matrix must be completed and returned to HR.

10.4 The Authority is accredited as a Disability Confident Employer. Any candidates that identify that they have a disability under the Equality Act 2010 should automatically be shortlisted if they meet the essential criteria.

11. Interviews

11.1 Line managers conducting recruitment interviews will ensure that the questions that they ask job applicants are not in any way discriminatory or unnecessarily intrusive. The interview will focus on the role and the skills needed to perform it effectively. All essential criteria should be assessed as part of the recruitment process, including application form, tests where applicable and interview questions.

To ensure fairness, the line manager should ensure that questions asked are consistent in all interviews for a particular job.

11.2 Any technical or specialist knowledge that needs to be assessed should be discussed with HR prior to the interview date being set so that the necessary arrangements can be made.

11.3 Interview questions will be quality assured and provided to all candidates when they are invited to interview by HR.

11.4 HR will invite the shortlisted candidates to interview, giving a minimum of 5 working days’ notice. Arrangements regarding venue and panel member availability is the responsibility of the recruiting manager.

11.5  Panel Composition

At least one panel member must have completed the Safer Recruitment course.

All panel members involved in the recruitment process must be up to date with their Equality, Diversity & Inclusion training.

Wherever possible the panel should be comprised of three members and represent a gender and age balance.

11.6  Interview Process

Wherever possible, all candidates should be interviewed on the same day and by the same panel.

Interview panel members must record and score every candidate interviewed using the interview record form and this should be forwarded to HR immediately after the interview and prior to any offer of employment. These records will be retained in HR for 6 months.

On no account should any job offer be made during or at the end of an interview.

Exceptionally, we will hold interviews remotely/online. The Authority is committed to reducing its carbon footprint in line with Welsh Government policy.

The recruiting manager is responsible for contacting the successful candidates and the recruitment system will automatically generate emails to the unsuccessful candidates. However, the recruiting manager could also contact the unsuccessful candidates should they so wish, and this would be best practice in respect of internal candidates.

12. Pre-employment Health Checks

12.1 We ask that successful applicants submit a pre-employment medical questionnaire to our occupational health provider. Any offer of employment will be conditional on the result of this medical questionnaire meeting the specific requirements for the role.

13. References

13.1 The offer of employment is conditional upon receipt of two employment references satisfactory to us. This will include current or most recent employer.

13.2 HR will take up all employment references on behalf of the Authority, liaising with the prospective employee as necessary.

13.3 Anyone who receives a request to act as a referee, should speak to HR in the first instance.

13.4 The Authority will only provide factual references.

14. Right to Work and Qualification Checks

14.1  All offers of employment will be subject to documentary evidence of the right to live and work in the UK in accordance with legislation and government guidelines.

The requirement to provide evidence of the right to work in the UK applies to all new staff, regardless of their race, nationality or ethnic or national origins.

14.2 Documentary proof of qualifications and driving licence may be required as part of the pre-employment checks.

15. DBS Checks

15.1 The Authority complies fully with the DBS Code of Practice.

We will only carry out a DBS check after a thorough risk assessment has been undertaken by the recruiting manager and indicated that one is both proportionate and relevant to the position concerned, and when check eligibility conditions are met. Further advice and guidance should be sought from the Authority’s Safeguarding Officer as required.

All applicants who are asked to undergo a DBS check will be made aware of the existence of the DBS Code of Practice; a copy of which will be available on request.

We undertake to discuss any matter revealed on a DBS certificate with the individual seeking the position before withdrawing any conditional offer of employment.

16. DBS Procedures

16.1 Applicants for posts involving work with children and vulnerable adults will be asked about their full criminal record history where a DBS certificate at enhanced level, (also including a DBS Barred list check if the work is regulated activity) can legally be requested.

Where a DBS certificate is legally requested (where the position is one that is included in the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 as amended) and where appropriate Police Act Regulations (as amended), the Authority can only ask an individual about convictions and cautions that are not protected (subject to filtering).

In all other cases, where we cannot ask for a higher-level DBS check, we will ask an applicant to declare any unspent convictions.

For those positions where a criminal record check is identified as necessary, the published job details (job advert and/or job description/person specification) will contain a statement that an applicant will need to undergo a DBS check at the appropriate level if a job offer is made.

16.2 Managers, or individuals with a criminal record, will find help and guidance here http://www.unlock.org.uk/

17. Employing people with a criminal record

17.1 We only ask an individual to provide details of convictions and cautions that the Authority is legally entitled to know about.

As an organisation assessing applicants’ suitability for positions which are included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order and using criminal record checks processed through the Disclosure and Barring Service (DBS).

17.2 We undertake not to discriminate unfairly against any applicant with a criminal record or any applicant who is the subject of a criminal record check on the basis of a conviction or other information revealed.

18. Recruitment of statutory officers

18.1 A small number of posts are recruited by a panel of Members, these currently are Statutory Officers – Chief Executive, Monitoring Officer, Section 151 Officer and Data Protection Officer, along with Directors.

18.2 The nominated panel of Members is the People Services Committee, although Members may decide to change this to either include all Members or a specific number of Members.

18.3 Where appropriate the Chief Executive, Head of People Services and Democratic Services Manager will support Members through the recruitment process by arranging meetings, preparing draft Job Descriptions and Personal Specifications, draft questions and any other support required.

18.4 In the case of Statutory Officers the recommendation of the appointments panel will be ratified by the National Park Authority.”

19. Offer of Employment

19.1 The recruiting manager must liaise with HR prior to finalising the arrangements with the successful candidate.

To enable all pre-employment processes to be managed effectively, a minimum of 5 working days are required to generate the contract, subject to the completion of the pre-employment processes (occupational health, references, DBS, new starter forms).

19.2 Standard practice is to start employees at the bottom of the pay scale.

19.3 All appointments are made subject to a period of 6 months’ probation.

20. Roles and Responsibilities

20.1 HR works closely with Line managers who are ultimately responsible for the effective recruitment of staff in their area.

A line manager who wishes to recruit someone must first complete and submit the Request to Fill Form providing the necessary documentation to inform the decision of the  Leadership Team.

21. Monitoring and Assurance

21.1 Policy to be reviewed every 3 years or earlier to respond to any legislative or operational changes.

22. Related Policies and Operational Procedures

22.1 Request to Fill Form

22.2 Job Description and Person Specification Template

22.3 Advert Template

22.4 Shortlisting Matrix

22.5 Interview Question Record

22.6 Interview Record Form

22.7 Interview Score Summary

22.8 Equality, Diversity and Inclusion Policy

Policy Control

Change Level: Change requires Management Team Approval Only. New policy which is an amalgamation of existing policies and has been updated due to legislative and best practice changes.

Consultation: Management Team 6/8/24

Assessments: N/A

Approval: Management Team, 6/8/24

Version History:
Version – V1
Active Date – 6/8/24
Summary of Changes – New policy which is an amalgamation of existing policies and updates due to legislative and best practice changes. New policy does not result in contractual change.

Review:
Version – V1
Active Date – 6/8/24
Document Owner – Head of People Services
Review Date Trigger – 3 year review cycle. June 2027 or earlier to take account of any legislative or operational changes.