Recruitment & Selection Manual - sypte.co.uk Four is a flowchart outlining the recruitment and ......

Recruitment& Selection

Manual

SECTION 1 – INTRODUCTION

1. The purpose of this manual is to provide guidance to all employees involved in the recruitment and selection of employees within the Transport Executive.

2. Section Two of the manual provides details of the specific responsibilities of employees directly involved in the recruitment process, including responsibilities to individual posts within the Human Resources Department.

3. Section Three outlines the Recruitment and Selection Policy Statement together with the associated procedures to be followed in all cases. However, alternative arrangements may be required in exceptional circumstances and these should be agreed with the Head of Human Resources and Communications.

4. Section Four is a flowchart outlining the recruitment and selection process.

5. Section Five outlines the procedure for dealing with permanent recruitment sourced through agencies.

6. Section Six outlines the procedure for dealing with the recruitment of posts requiring police checks this should be used in conjunction with Section Three.

7. Section Seven contains the relevant copies of the coded recruitment forms and documentation as indicated in bold throughout the manual. Copies of all forms are available from the Human Resources Department.

Agreement Reference: P22 (JAN 07)

SECTION 2 – SUMMARY OF RESPONSIBILITIES

1. The following areas of responsibility have been identified and should be taken into account in the recruitment procedures that follow.

For the purpose of this procedure the Line Manager is the person who has direct responsibility, i.e. carries out the ‘VALUED’ appraisal process.

In the event that the Line Manager is unavailable, the responsibility would then rest with their Line Manager, i.e. the Senior Manager.

Line Manager

2. The Line Manager is responsible for the following aspects of the recruitment and selection process:

2.1 The initial request to recruit

2.2 a) Job Description (R1);b) Employee specification (R2);c) Approved draft advertisement (R3);d) Provision of additional information to be included in the application packs;e) Human Resources and Standards Committee Report (if applicable);

2.3 Proposed of dates for shortlisting and assessment.

2.4 Selection of an assessment panel (to include a Human Resources Department representative).

2.5 Shortlisting of candidates, and signing off of the shortlisting form. (R10)

2.6 Preparation of presentation/selection exercises and interview questions. (R11)

2.7 Selection of a candidate and signing off of the assessment forms. (R13)

2.8 Feedback to candidates.

2.9 Departmental Induction Programme.

2.10 The setting of objectives and the monitoring of performance during the six month probationary period.

2.11 The Human Resources Department will provide advice on any of the above areas, if required.


Team Leader – Human Resources

3. The Team Leader – Human Resources is responsible for the following aspects of the recruitment and selection process:

3.1 Overall responsibility for the implementation of the recruitment procedures.

3.2 The provision of advice to the assessment panel and the Human Resources Department.

3.3 Responsibility for deciding on the inclusion of any member of the assessment panel who has declared a potential conflict of interest.

3.4 Participation in the assessment process, particularly for Senior Management posts, as required.

3.5 Assistance in the consideration of criminal convictions and their relevance to the post.

3.6 Advice and assistance in providing feedback to candidates.

3.7 Consultation with the Trade Unions.

Human Resources Officers

4. The Human Resources Officer is responsible for ensuring that the following aspects of the recruitment and selection process are undertaken:

4.1 Discussion with managers regarding the need to appoint.

4.2 Provision of advice to Line Managers and relevant staff as required. This area will include the decision as to whether new posts require a police check, advice on the format for Job Descriptions, the drafting of advertisements in liaison with managers, preparation of interview questions and assessment exercises including the collation of the Employee Specification.

4.3 Administration of the shortlisting packs to the assessment panel members, to include: -

a) Shortlisting Form; (R10)b) Copies of completed application form; (R5) c) Job Description; (R1)d) Employee Specification. (R2)

4.4 Creation of an interview file to include the following documentation:

a) Interview schedule, detailing times and rooms booked; (R12) b) Application forms of the short-listed applicants (R5);c) Job Description (R1);d) Short-listing Assessment Form; (R10)e) Employee Specification (R2);f) Collation of any information and documentation required for assessment

presentations/exercises/interview questions. (R11)g) Interview summary Form (R14)


4.5 Participation on interview panels as requested.

4.6 Assistance in the feedback to candidates, as requested.

4.7 Obtaining references for the successful candidate(s).

4.8 Processing medical questionnaires for the successful candidate(s).

4.9 Processing the Application Form for obtaining disclosure from Criminal Record Bureau if required for the post.

4.10 Careful consideration of any criminal convictions and their relevance to the post.

4.11 The generation of recruitment letters as required.

4.12 Preparation of the Contract of Employment for new starters.

4.13 Closure of the recruitment file and storage.

4.14 Creation of a personal file for the successful applicants.

4.15 Ensuring that the recruitment procedures are adhered to.

4.16 Ensuring the induction of staff, in line with the organisational induction process, inclusive of probationary milestones.

4.17 Collation of the organisations induction pack in line with the induction checklist. (R16)

Human Resources Administrator

5. The Human Resources Administrator is responsible for the following aspects of the recruitment and selection process:

5.1 Assisting the Team Leader – Human Resources and Human Resources Officers.

5.2 Creating the vacancy file to include the following documentation:

a) Application Record (R9) b) Job Description (R1)c) Employee specification (R2)d) Copy of advert (R3)e) Copy of information pack sent to applicants;

5.3 Receipt of requests for information from potential applicants and collation of the records on the application record. (R9)

5.4 Ensuring that the vacancy monitoring sheet (R15) is completed and the equal opportunities monitoring spreadsheet is kept up to date.


5.5 Collation and despatch of information packs, as required. Packs to include the following:

a) Application Letter (R4) b) Application Form (R5)c) Job Description (R1)d) Vision Statement (R7)e) Role of the Transport Executive (R8)f) Terms & Conditions sheet (R6)g) Employee Specification (R2)h) Other documents as determined by the Line Manager.


SECTION 3 – RECRUITMENT AND SELECTION POLICY AND PROCEDURE

POLICY STATEMENT

“Recruitment and selection allows organisational needs to be met by ensuring appropriate candidates are identified tomatch required job roles, in line with equality and diversity standards”

PROCEDURE

1 The Line Manager firstly identifies that a vacancy exists. If the vacancy is an addition to the establishment,the Line Manager will prepare a report and Job Description to submit to the Human Resources and Standards Committee to obtain authorisation. If the post is an existing post it must be examined to establish whether it:

a) is still necessary; b) could be combined with other posts;c) could be automated; d) the hours allocated to the post are still relevant; e) are the allowances allocated still relevant.

If any changes are proposed to an existing post’s function, allowances or grade, the Line Manager will submit a report and Job Description to the Human Resources and Standards Committee for authorisation.

The Line Manager will discuss any additional posts or changes to an existing post with a Representative of the Human Resources Department in order that full consultation with the Trade Union takes place.

2. Once a vacancy has been authorised and the Job Description and Employee Specification agreed as appropriate, the Line Manager and a Human Resources Department Representative will agree a draft advert and where it will be placed in order to target the most appropriate pool of candidates.

The following information will be provided within the advertisement:

a) A description of the work; b) The grade and remuneration; c) The essential qualities of the person required;d) A contact number for application forms; e) Hours of work;f) Whether the post is permanent or temporary; g) Whether the post requires disclosure from the Criminal Records Bureau or if the post is exempt

from the Rehabilitation of Offenders Act.h) Closing date.

3. The closing date for the vacancy is usually ten working days from the date that the advert is released.

4. Most vacancies will be filled using internal/external advertisements.

5. Once the closing date is agreed a timetable for shortlisting and assessment will be agreed including the compilation of the assessment panel. The assessment panel should consist of at least the Line or Senior Manager of the department and also a Representative of the Human Resources Department. This is to ensure consistency in approach throughout the Transport Executive and to brief/train interviewers on theselection process.


6. All applications will be initially submitted to the Human Resources Department to allow effective monitoring to be carried out.

7. The Application Form is designed so that personal details are separated from skills, knowledge and experience in order that the assessment of Application Forms is based only on job related factors. Therefore, the assessment panel will receive Application Forms in this format.

8. In the event that a member of the chosen assessment panel becomes aware that there is a potential conflict of interest, they must declare this to a Human Resources Representative immediately. The Team Leader – Human Resources will then assess the conflict and decide whether or not it is appropriate for the member to remain on the assessment panel.

9. The Application Forms are assessed in a consistent manner to ensure equal treatment of all applicants. AShortlisting Monitoring Form and Employee Specification is used which sets down key duties, necessary skills, knowledge and experience identified from the Job Description against which each application is assessed. The shortlisting of candidates is carried out and agreed at a shortlisting meeting, at which all members of the assessment panel are present. All members of the assessment panel sign the completedShortlisting Monitoring Form.

10. Internal applicants that do not meet the criteria will be informed via telephone, and feedback given.

11. Late applications are generally not considered. However in exceptional circumstances, applications received after the closing date may be considered at the discretion of the assessment panel.

12. Selection techniques are consistent between candidates and are designed to gather the information necessary from the candidate to assess against the job requirements, which includes those identified on the Employee Specification.

13. Assessment Tests are used, where appropriate, to assist in assessing a candidate’s suitability for the post, these can include:

a) Informal pre-interview sessions on a group / individual basis, e.g departmental visit; b) Skills testing, e.g shorthand and typing tests;c) Occupational/ / Psychometric testing; d) Excercises to be completed by candidates in advance of the interview, e.g a prepared

presentation or report; e) Group test e.g discussions, problem solving.

14. Each candidate is assessed in a consistent and objective manner during the selection process. A Selection Assessment Form is used which sets down key duties, necessary skills, knowledge and experience identified from the Job Description against which each application is assessed. The most appropriate candidate is then selected on an objective basis. All the assessment panel members sign the Selection Assessment Form once completed.

15. Following the selection procedure a Summary of Interview Form (R14) should be completed stating the scores given to each candidate, reasons for selecting the successful candidate(s) and why any shortlisted candidates did not attend their interview

16. All candidates will be offered the opportunity to obtain feedback from both the line manager and a Human Resources Department representative.


17. Two professional referees, encompassing at least the last two years of employment, will be contacted to provide information on specific job related questions for external candidates. For internal candidates a reference will be obtained from the employee’s existing Line Manager, where an individual is appointed to a role within a different team or section. In addition external candidates will be required to complete amedical assessment (via a medical questionnaire) prior to confirmation of the appointment.

18. If a requirement of the post, disclosure should be obtained from the Criminal Records Bureau. Once disclosure has been received careful consideration should be given to any convictions using checklist, 2 section 6. Criminal convictions will only be taken into account if relevant to the post.

All employees will receive an organisational induction, delivered by a representative of the Human Resources Department in conjunction with a departmental induction, which is delivered by the line manager.

19. All appointments will be subject to a six-month probationary period during which time the line manager will monitor performance against agreed objectives.

20. The Transport Executive will monitor on an ongoing basis the effectiveness of the application of this procedure.

DateChair, Branch Committee

For and on behalf of South Yorkshire Passenger Transport Executive

Head of Passenger Services Directorate

For and on behalf of UNISON


Date

AGREEMENT REFERENCE: P22 (JAN 07)

SECTION 4 - RECRUITMENT AND SELECTION PROCESS

Vacancy arises - Line Manager contacts Human Resources

Department with initial request to recruit

Human Resources Department prepares job description, and drafts

advertisement - liaise with Line Manager for confirmation

If a new post, the Line Manager prepares Human Resources and

Standards Committee Report to be approved. If not new then approval to

recruit is sought from the Head of Human Resources and

Communications

Position approved – Human Resources Department consults

with union re: new position or amended job description

Advertising stage – Human Resources Department issue

internal job vacancy advert and/or liaise with advertising agency for

placing external adverts or liaise with Recruitment Agency as per Section

five

Human Resources Department prepares and sends recruitment packs

up to closing date

At closing date Human Resources Department collate and copy all

application forms and send to assessment panel for short-

listing

Line Manager selects interview date and assessment panel inclusive of a Human Resources representative to ensure no bias. Interview questions,

occupational tests, presentations, etc. are agreed.

Assessment panel agrees on short-listing and Human Resources

Department send out interview invites letters

Assessment date – candidates interviewed & assessment panel make

selection

Human Resources Department ring successful candidate to make job offer,

issue appointment letter send pre-employment medical questionnaire and

contact referees and process the application for disclosure if required

see Section six.

Human Resources Department send rejection letters to unsuccessful

interview candidates (internal and external) – any feedback required is

to be given by the Line Manager

Recruitment file closed down by Human Resources Department Equal Opportunities monitoring

completed and file archived Human Resources Department

prepare induction pack and a personal file for commencement date.

Line Manager conducts departmental induction. Human Resources

Department conducts organisational induction

Line Manager monitors performance during six month probationary period


SECTION 5 - PROCEDURE FOR DEALING WITH PERMANENT RECRUITMENT SOURCED THROUGH

EMPLOYMENT AGENCIES

Appropriate agencies sourced by the Line Manager in conjunction with a Human Resources Representative. Agencies

provided with a copy of the Job Description and Employee Specification.

Shortlisting meeting arranged with the Line Manager and the Human Resources

Representative to ensure only applicants/CVs which meet the full

Employee Specification are shortlisted.

Shortlisting forms are signed off as a true record by the Human Resources

Representative and the Line Manager. Date for interviews agreed with the Line

Manager.

Agencies informed of the candidates shortlisted for interview.

The Human Resources Representative writes to the shortlisted applicants to invite them to interview (all shortlisted applicants

are sent a standard application form to complete and bring with them to the

interview)

Standard selection procedure followed from this point forward.


SECTION 6 - PROCEDURE FOR DEALING WITH THE RECRUITMENT OF POSTS REQUIRING POLICE

CHECKS

Obtaining Disclosure Human Resources should process the disclosure

application form, once received, careful consideration should be given to any convictions and their relevance

to the job using checklist Two

Recruitment The advert and application pack should confirm the need for disclosure and state that having unspent

convictions will not necessarily bar you from employment, criminal records will only be considered

if relevant to the role

Selection Select the most suitable candidate for the job based

on the job specification – give candidates the opportunity to disclose their convictions

Offer The provisional offer should be sent subject to

satisfactory disclosure

No Relevant Convictions

EMPLOY

Relevant Convictions

REJECT


Checklist for Enhanced Disclosure Yes No Disclosure Required?

1 Is the post exempt from the

Rehabilitation of Offenders Act?

If yes Enhanced

2 Does the post require teaching children in a school or equivalent establishment?

If yes Enhanced

3 Does the post involve close unsupervised contact with children?

If yes Enhanced

4 Does the post involve working in an establishment for children?

If yes Enhanced

5 Does the post involve close unsupervised contact with elderly or mentally ill people?

If yes Enhanced

6 Will the post have direct responsibility for significant financial transactions?

If yes Enhanced


Checklist Two for Consideration of Convictions

Employ?

Is the conviction relevant to the job?

If no, employ

Is the conviction Spent?

If yes, employ unless the post is exempt from the Rehabilitation of Offenders Act.

How serious is the offence?

Is it relevant to the safety of employees, customers, clients and property?

How long ago did it occur?

Was it long enough to allow circumstances to change?

What were the circumstances which led to the offence being committed?

Was this a one off? Or does the individual have a history of convictions?

Have the individual’s circumstances changed?

If yes are they likely to re-offend? If no employ

In which country was the offence committed?

Is the activity an offence in the UK? If no - employ

Has the offence been decriminalised by government?

If yes employ


R1

Name:

Enter name here

Job Title:

Enter job title here

Reports To:

Enter reports to info here

Department/Location:

Enter department/location here

Date:

Enter date

Job Purpose:

Enter job purpose here

Organisational Chart:

job descriptionand person specification

A copy of the Job Description which incorporates a Person Specification for this role is detailed below:

Please insert chart


Dimensions:

Enter dimensions text here

General Responsibilities:

• The Executive’s aim is to provide the best Public Transport system possible.

The objective is the pursuit of excellence in meeting the needs of all potential passengers.

The Executive is fully committed to the active promotion of equal opportunities

in its capacity as an employer. It is the individual responsibility of every employee to seek to ensure the practical application of this policy.

• Under the Health and Safety at Work Act, all employees are required both to

take care of their own health and safety and that of other employees and to co-operate with their employers in complying with their statutory duties.

• The Executive and its Managers are fully committed to the learning and

development of employees.

Responsibilities/Key Accountabilities:

Enter responsibilites/key accountabilities here

Planning and Organisation:

Enter planning and organisation text here

Decision Making and Use of Judgement:

Enter Decision Making and Use of Judgement text here

Essential Internal and External Relationships:

Enter Essential Internal and External Relationships text here


Knowledge, Skills and Experience Required:

Knowledge: Enter Knowledge, Skills and Experience Required text here

Skills:

Enter skills here

Experience:

Enter Experience text here

Post Holder: Line Manager:

Agreed by: Agreed by:

Date: Date:

ACCEPTED AND REGISTERED IN HUMAN RESOURCES:

Agreed by:

Date:


R2

SOUTH YORKSHIRE PASSENGER TRANSPORT EXECUTIVE EMPLOYEE SPECIFICATION

POST TITLE: DEPARTMENT:

Essential Desirable How Identified

SKILLS:

EDUCATION/KNOWLEDGE:

EXPERIENCE:


R3 Advert

No:

Post title Salary:

The challenge: The qualities:

If you think you can meet the challenge of the above post, and want to join a team dedicated to providing an excellent public transport service in South Yorkshire, please contact the Human Resources Department 24 hour Recruitment Line on 0114 221 1223 or email [email protected] for an application form and information pack. Applications should be submitted no later than: Interviews will take place in the week commencing: South Yorkshire Passenger Transport Executive is an Investors In People organisation and actively encourages the development of all employees. Benefits include a flexible working hours scheme, 26 days holiday per year, a company final salary based pension scheme and a free countywide travelmaster providing unlimited bus, tram and rail travel throughout South Yorkshire.

The Transport Executive is striving to become an exemplar Equality and

Diversity Employer


R4

APPLICATION LETTER

Initials

HRO

(0114) 221 1(ext) Date as Postmark

Dear Applicant (JOB TITLE) Further to your interest in the above post, please find enclosed an application form and information pack. The completed application form should be returned to the Human Resources Department at the address below no later than the (Date). Please note that Interviews are scheduled to take place in the week commencing the (Date). Due to the large amount of applications the Transport Executive receives we are unable to send acknowledgement letters to each applicant. Therefore, if you have not received any correspondence by (Date) you should assume that on this occasion your application has been unsuccessful. Finally, I would like to take this opportunity of thanking you for showing an interest in this vacancy and wish you every success. Yours sincerely HRO HUMAN RESOURCES OFFICER


APPLICATION FOR THE POST OF No.

TO BE RETURNED TO THE ADDRESS BELOW NO LATER THAN

Please complete this form in black ink and return it to the Human Resources Department at the address below.

Please do not attach your CV.

PERSONAL DETAILS

Mr/Mrs/Miss/Ms/Dr

Surname First Name(s)

Home Address Address for Correspondence (if different)

Post code

Email address Post code

Telephone (home) Telephone (mobile)

May we contact you at work? YES/NO* Telephone (office)

National Insurance No. Date of birth

Do you hold a current full Driving Licence? YES/NO* Do you have a vehicle? YES/NO*

Have you ever been convicted of a criminal offence including any driving offences?

(Convictions considered spent under the Rehabilitation of Offenders Act 1974 need not be disclosed). YES/NO*

If YES, please state offences

If the position you are applying for is subject to a Criminal Records Bureau (CRB) check (see application pack) you are required to

disclose any criminal convictions you have whether they are “spent” or “unspent”. This information, which should be

provided below, will be treated in the strictest confidence.

Where did you see this vacancy advertised?

Should you be selected for an interview, are there any dates when it would not be possible for you to attend? YES/NO*

if yes, please give details

(Your availability will be taken into account and alternative arrangements made where ever possible).

If appointed, when would you be able to take up the post?

If unsuccessful, would you like to be considered for other vacancies? YES/NO*

Are you related to any member/employee of the Transport Executive YES/NO* (if yes, please give details)

* Please delete as appropriate

Strictly Confidential R5


The Transport Executive requires all employees to operate its Diversity Policy and not to discriminate against any person on the

grounds of sex, age, disability, race, colour, religion and national origin and that subject to the over-riding consideration of protecting

children and vulnerable people we will not discriminate against those with a background of offending.

The information provided in this section will only be used for equal opportunities monitoring purposes and will be detached prior to

shortlisting for interview.

Please tick the appropriate boxes

A) White B) Mixed C) Asian or Asian British

British White and Black Caribbean Indian

Irish White and Black African Pakistan

Any other white White and Asian Bangladeshi

background Any other Mixed Any other Asian

background background

D) Black or Black British E) Chinese or other Ethnic Group

Caribbean Chinese

African Any other

Any other Black

background

Age Group 16–25 26–35 36–45 46–55 56–60 61–63 64+

Sex Male Female

Disability

Do you have a disability or recurring medical condition which might necessitate reasonable adjustments to be made to your workplace

to enable you to perform the duties of this post? YES/NO*

If yes please provide details:

I consent to the Transport Executive and others on its behalf processing by means of a computer database or otherwise, any

information which I provide to them for the purposes of assessing my application for employment.

I certify that to the best of my belief, the information within this application form is accurate.

I understand that to withhold, falsify or omit relevant material fact will result in my immediate de-selection or dismissal. I also

understand that canvassing of members of the Transport Executive directly or indirectly will disqualify me for appointment.

If your application for employment is unsuccessful, the information contained in your application will not be held longer than

necessary and will be destroyed in accordance with the Data Protection Act 1998. If your application for employment is successful, the

information contained in your application for employment will become part of your employee's employment file held by the Human

Resources Department.

Signed: Date:

Please state if this application has been completed on your behalf. YES/NO*

EQUAL OPPORTUNITIES MONITORING


Schools/Colleges/Universities attended

Qualifications and grades obtained

Schools/Colleges/Universities attended

Qualifications and grades obtained

STRICTLY CONFIDENTIAL APPLICATION FOR EMPLOYMENT

APPLICATION FOR THE POST OF APPLICATION No.

EDUCATIONAL, PROFESSIONAL AND TECHNICAL QUALIFICATIONS

It is the policy of the Transport Executive to conduct pre-recruitment checks into the validity of qualifications and educational certificates

in accordance with its anti-fraud and corruption strategy.

PERSONAL DEVELOPMENT AND OCCUPATIONAL TRAINING

(include any courses or voluntary work which you consider to be relevant to your application)

Rev 27.08.06


Employer

From

To

Responsibilities & Position held

Salary

Reason for Leaving

EMPLOYMENT EXPERIENCE


Employer

From

To

Responsibilities & Position held

Salary

Reason for Leaving

Please attach additional sheets if necessary

REFERENCES

Please give names and addresses of two professional references, one of which should be your current or most recent employer which

will include the last two years of your employment. An offer of employment will not be made unless satisfactory references have been

received.

Current / Most recent employer

Name Name

Email address - if applicable Email address - if applicable

Address Address

Tel Tel

Position Position

May we contact your referee prior to an offer of employment May we contact your referee prior to an offer of employment

being made? YES/NO* being made? YES/NO*

EMPLOYMENT EXPERIENCE


ANY OTHER DETAILS IN SUPPORT OF YOUR APPLICATION

Make the most of this opportunity to present your skills, knowledge and experience relevant to this job as outlined in the Employee

Specification. Please focus on:

1) What you have achieved in your career to date.

2) What personal qualities you can bring to the position.

3) Why you want to work for us.

4) If you are unemployed, or are returning to work after a break, please use this space to tell us about your personal skills, experience and abilities. Attach a further sheet if necessary.


R6

Terms and Conditions POSITION INFORMATION TO CANDIDATES ON EMPLOYMENT TERMS AND CONDITIONS The following details outlining some of the main Terms and Conditions of Employment are for information only. They do not constitute a contractual agreement. A full Contract of Employment will be issued to the successful applicant on appointment. 1. Working Hours

The normal hours of work will be…………………..

2. Holidays

There are 26 days annual leave from 1 April to 31 March each year, plus 11 Bank Holidays and other local holidays (pro rata for part-time staff). Employees appointed part way through a holiday year will receive a proportionate entitlement.

3. Salary

The salary is ……………………….. Annual salary increments are awarded until the maximum of the scale is reached on 1 April subject to:

- a minimum service of 6 months - satisfactory progress being made The commencing salary of appointment will be dependent upon the levels of experience and qualifications of the successful candidate.

4. British Asylum and Immigration Act 1996 In accordance with the requirements of the British Asylum and

Immigration Act 1996 any offer of appointment will be subject to the production of documentary evidence of the legal right to work in this country. Proof of eligibility will be required at the interview stage.

5. Qualifications Proof of qualifications will be required at the interview stage and

inability to prove evidence of qualifications may preclude any offer of employment.


6. VALUED

The Transport Executive monitors targets and objectives set for personal review and development through the ‘VALUED’ process.

7. Pension

There is eligibility to join the Local Government Pension Scheme. Employee contribution to the scheme is currently 6% of basic pay, and benefits of the scheme include retirement pension, provision for ill health retirement, death grant and widows pension.

8. Probationary Period

All new appointments are subject to a probationary period of 6 months during which time suitability for the position appointed will be assessed.

9. Notice Period

The notice period that will operate on both sides to terminate the Contract will be ? month or, on the employer side, one week for every year of service (to a maximum of 12 weeks) if this is greater.

10. Appointment

Appointments made are subject to receipt of satisfactory health clearance and two references (and CRB checks – include this if appropriate to the role)


R7

VISION STATEMENT Vision: Public transport should: • meet the Travel needs of people and business in South Yorkshire; • be affordable, accessible, reliable, safe, and well publicised and

easily understood; • become the travel choice for all.


R8

THE ROLE OF THE TRANSPORT EXECUTIVE With funding from the Transport Authority, the Transport Executive has responsibility for securing and promoting the best possible transport network for the people of South Yorkshire. Chief amongst its activities: • providing concessionary fares; • promoting County-wide, multi-mode tickets; • subsiding uncommercial bus services which not otherwise run; • expanding the local rail network; • specifying services and fares on local rail; • building interchanges, bus shelters and local stations; • improving passenger information channels; • helping people with limited mobility to use public transport; • developing and supporting innovation in transport systems. In short, the Transport Executive has the task of maximising the tremendous potential of public transport, thereby helping the environment and improving the social and business life of the County.


R9

APPLICATION RECORD POSITION: VACANCY NOTICE NO: App. No.

Name Post Code Date Sent

Date Returned

Int/Ext Ethnic Code

Age Group

Sex M/F

Disabled Y/N

Source Of Application

001 002 003 004 005 006 007 008 009 010 011 012 013 014

Age Group Coding: A = 16-25 years, B = 26-35 years, C = 36-45 years, D= 46-55 years, E = 56+ years TOTAL: Internal = External = Age Groups: A= B= C= D= E= Ethnic Groups: A= B= C= D= E=


R10

SYPTE SHORTLISTING FORM FOR THE POSITION OF (JOB TITLE) Application Form No:

Shortlist Yes/No

Comments

Signature: …………………………………………… Name In Print: …………………………….. Date: ……………… Signature: …………………………………………… Name In Print: …………………………….. Date: ……………… HR Officer Signature:………………………………. Name In Print ……………………………… Date: ………………


R11

QUESTIONS FOR INTERVIEW

(DATE)

(JOB TITLE)

FORMAT: • Introduce Panel Members • Explain Format Of Interview/test • Structure Of Department/Reporting Lines • Interview Questions • Candidate Questions • Terms and Conditions In Brief

Initials 1

Questions

2

3

4

5

6

7

Terms and Conditions


R12 INTERVIEW SCHEDULE

Interview Timetable

Interview Date: Interview Venue: Interview Panel:

9.00 – 10.00

10.00 – 11.00

11.00 – 12.00

LUNCH

1.00 – 2.00

2.00 – 3.00

3.00 – 4.00


R13 INTERVIEW SCORING FORM

CANDIDATE RATINGS: KNOWLEDGE / EXPERIENCE

Score

Weighting

•

•

•

•

PERSONALITY/SKILLS

•

•

•

•

•

SIGNED:………………………………… DATE:……………………. SIGNED………………………………….. DATE……………………. SIGNED………………………………….. DATE……………………. No experience/no understanding 0 Limited experience/understanding 1 Average experience/poor understanding 2 Limited experience/average understanding 2 Average/experience/understanding 3 Limited experience but good understanding 3 Good experience and understanding 4 Excellent experience/understanding 5


R14

SUMMARY OF INTERVIEW FORM INTERVIEW FOR THE POST OF Date of Interviews: Location: Interview Panel:

Interviewers Scores Candidates

Total Rank Comments

Successful Candidates Reason for Selection

Reasons for interviewees not attending Name Reason


R15

VACANCY RECRUITMENT DETAILS

POST NUMBER

POST TITLE

HR OFFICER

CLOSING DATE

SUCCESSFUL CANDIDATE

COMMENCEMENT DATE


R16

INDUCTION CHECKLIST

Aim of the Induction To ensure a structured comprehensive approach. Name: ……………………………….. Start Date: ………………………

Pre- Induction Actions Induction process discussed with Line Manager Yes / No Department Induction programme attached Yes / No Probationary milestones discussed and agreed Yes / No Recruitment and Selection Questionnaire returned Yes / No (Learning and Development team informed) Casual/ Essential Car User Yes / No Home Telephone User Yes / No Internet Access / Email Permissions Yes / No Signing Authority/ Standing Orders Yes / No Fire Marshall informed of new starter Yes / No Admin informed of new starter Yes / No Health and Safety Manager Informed Yes / No Software Support Officer Informed Yes / No Session with UNISON Chair arranged Yes / No Session with Finance arranged (30 mins) Yes / No Receive copies of professional certificates Yes / No PC Induction Section 1 (45 mins) Mission Roy Wicks David Brown David Young Mark McCann Graham Read Tim Lewis Paul Lambert Tim Rivett Steve Davenport (Coffee break)


Section 2 (1Hr 30 mins) Health & Safety part 1 Fire Safety Video (Manual) Health & Safety part 2 Health & Safety test IT desktop setup (Manual) Data Protection Barry’s Bad Day Investors In People Coffee break (15 mins) Section 3 (40 mins) Policies Learning & Development Diversity HR Officers (1Hr) New Starter Personal File: Date Sign

• Job Description – Signed

• Contract of Employment – Signed

• Admin Form – Submitted

• Continuous Service Checked

• Education Certificates

• Professional Certificates

• Doctor

• Medication

• Next of Kin

Payroll Information: Date Sign

• Bank Details

• P45/P46

• Pension Booklet/Form

• Pension’s Advisory Service


Passes/ Forms/ Journey Plan/ Unison: Date Sign

• Travel/ ID Pass

• Access Control System/ Procedure

• Travelling Abroad Procedure –

(includes checklist)

• Spouse’s Pass Information

• Personal Journey Plan

• Westfield Health Scheme

• 15 minute session with UNISON

Chair arranged

• Unison Information issued

• Over 50’s Medical Information

• Telephone Counselling Service

• Sports & Social Club Form

• Living Well Club

Holiday Entitlement/ Flexi Scheme/ Salary Structure: Date Sign

• Holiday Card

• Printed Copy of Bank Holidays

• Copy of Flexi Scheme & Flexi

Sheets

• Salary & Grading Structure

Allowances: Date Sign

• Telephone Allowances

• Telephone Policy/Mobile Usage

Guide

• Car User (Yes / No)

• Private Vehicle Insurance

Guidance

• Driving Licence*


• Insurance Documents*

• Business Use Required

• MOT Certificate*

• Insurance Certificate*

• Copy of Policy

The Organisation: Date Sign

• Vision/ Mission Statement

• Best Value

• Business Plan

• Travel South Yorkshire (network

branding)

• The Role & Services of the PTE

• (Customer Charter Leaflet

Provided)

• The Role of Management Team

• (Organigram Provided)

• Overview of Departments

• (Organigram Provided)

• New Starter added to Organigram:

• Leaver removed from Organigram:

Communication within the Organisation: Date Sign

• Management Board

• Internal Communications Protocol

• Director General’s Team Briefing

• Departmental Meetings


Health & Safety: Date Sign

• Health & Safety within the PTE

including issue of Health and

Safety Policy

• Under 18 – H&S Officer Informed

• Fire & Bomb Meeting Points

• Fire Marshalls

• Personal Protective Equipment

Information Technology: Date Sign

• IT Policy

• Introduction Profile on Intranet

• General System Intro

The Role of the HR Department: Date Sign

• Role of department

• (Organigram to support)

• Introduced to HRM

• Linked HR Officer

Copies Of Existing Policies:

Date Sign

• Anti-Fraud & Corruption Fact Sheet

• Confidential Reporting

• Code of Conduct

• Diversity Procedure

• Disciplinary Procedure

• Grievance Procedure

• Harassment & Bullying Procedure


• Adoptive Leave

• Maternity

• Parental Leave

• Paternity Leave

• Absence & Welfare Procedure

• Flexible Working Procedure

• Homeworking Procedure

• Flexible Resource Deployment

• Career Break Procedure

• Retirement Procedure

Line Manager Information: Date Sign

• Line Manager Fact Sheets

• Department Structure

• Copies of Relevant Job Des.

• Grade Profile of Relevant Staff

• Standing Orders / Financial Regs

• Half hour session arranged with

Steve Davenport to go through

Standing Orders

• Additional half hour session

arranged with Finance to discuss

budgetary procedures / signing

authority/Risk Management.

Legal/Insurance: Date Sign

• Copy of Data Protection policy/ statement

• Signed Consent Form allowing use of personal data

• Freedom of Information and contact details

• Insurance Guide


Dress Code/ Uniform Allocation: Date Sign

• Copy of Dress Code

• Uniform order form completed

• Uniform Allocation inc tokens

Probationary Period / Follow-up Induction: Probationary period discussed

Follow-up induction (after one month):- Date:…………………………………

Comments:

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……………………………………………………………………………………………..

……………………………………………………………………………………………

…………………………………………………………………………………………….

…………………………………………………………………………………………….

Signature…………………………………………………………………………………

Action passed to:-……………………………………………………………………….

Tour of the Building: Date Sign

• Tour of Exchange Street or Site

tour organised

• Copy of Floor Plan

• Toilets/ Fire Exits

Notes: ……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… ………………………………………………………………………………………


Induction Declarations: Signed:…………………………… Date:………………………… (New Starter) Signed: ………………………….. Date:………………………… (HR Officer)

Recruitment & Selection Manual - sypte.co.uk Four is a flowchart outlining the recruitment and ......

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Transcript of Recruitment & Selection Manual - sypte.co.uk Four is a flowchart outlining the recruitment and ......